us-ky/manual/dcbs/dfs

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us-ky/manual/dcbs/dfs — Axiom

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*MS 0015 (1) Volume 1 – General Administration *MS 0015 – 3/9/15 – OMTL-483 Ethics Policy for Family Support Employees The Department for Community Based Services (DCBS) and its employees must recognize the vulnerability of their clients and the serious responsibilities associated with the provision of public assistance. The behavior of human service professionals shall reflect an emphasis on integrity, professional trustworthiness, and on the values of respect for persons, competence, loyalty, diligence, honesty, and confidentiality. DCBS professionals have a duty to be familiar with their responsibilities under this manual section and to consider which ethical principles apply in a particular situation. If there is a conflict between two or more ethical principles and/or responsibilities in a particular case, staff should consult with his or her supervisor in choosing a proper course of action. Family Support employees: A. Adhere to standards of ethics, confidentiality, and security agreements; B. Execute their responsibilities on behalf of the citizens of the Commonwealth. As such, they do not use their positions for personal gain or influence; C. Strive to improve the quality and efficiency of services rendered by Kentucky state government; D. Are honest, objective, and diligent in the performance of their duties and responsibilities; E. Avoid leading or coaching program applicants or recipients into making statements or taking any other action in order to gain benefits to which the individual or household is not entitled; F. Avoid participation in any activity they know to be illegal or improper; G. Are continually aware of the public trust they hold and their obligation to maintain a high standard of integrity, competence, and dignity in the performance of their duties; H. Do not enter into any activity which may be in conflict with the interest of the citizens of Kentucky; I. Refrain from entering into any activity which may prejudice (or give the appearance of such) their ability to objectively perform their duties and responsibilities; J. Do not solicit or accept directly or indirectly, any gift, gratuity, favor, or other economic consideration from any person, group, private business or public agency, or from members of their immediate families, which may affect the impartial performance of the employee’s duties;

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MS 0020 (1) Volume 1 – General Administration MS 0020 – 6/5/23 – OMTL-626 General Case Processing A. [Eligibility determinations for the Kentucky Transitional Assistance Program (KTAP), Family Assistance Short Term (FAST), Kinship Care (KC), Supplemental Nutrition Assistance Program (SNAP), Modified Adjusted Gross income (MAGI) Medicaid, and Adult Medicaid (AMA) determinations are completed on Worker Portal. B. All individuals contacting the toll-free number or the local office requesting assistance are entered on Worker Portal by designated staff. C. Applications, recertifications and case changes can be processed by any worker statewide regardless of the county of residence. When a worker processes a case, the worker documents on Worker Portal comments any and all actions taken within the case at the time of processing. D. Workers cannot take or process an application of an individual who is a relative or close personal relationship. For procedural instructions on employee-related case processing, refer to MS 0025. E. Supervisors or designated persons accept and process applications filed by Department for Community Based Services (DCBS) employees. F. All applications or reapplications must be acted on promptly. No longer than 30 days should elapse between the application date and authorization for action date, with the exception of unusual case situations. If the time frames required by the specific program are not met, document the reason for the delay on Worker Portal comments. G. To ensure authorizations are completed promptly, cases processed by workers without case decision must be reviewed immediately. H. Ongoing eligibility is reviewed periodically as required by specific program guidelines. I. Deny an application for assistance or discontinue benefits if: 1. An individual withdraws the application or requests discontinuance; 2. It is established a technical or financial factor is not met; or 3. An individual fails to verify eligibility factors. J. All requested verification should be returned to the Centralized Mail Center. Staff in the Centralized Mail Center scans the verification into the Electronic Case File (ECF), which creates a task on the Worker Portal dashboard.

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MS 0025* (1) Volume 1 – General Administration MS 0025* - 10/1/19 – OMTL-553 Employee Related Case Processing Confidential cases, such as those involving Department for Community Based Services (DCBS) employees, an employee’s relative, any individual in which a conflict of interest may arise, any individual that resides at same physical residence as a DCBS employee and/or any other individuals with whom an employee has a close personal relationship are required to be processed and maintained by a supervisor or designated staff member. This is done to avoid any conflicts of interest and to ensure privacy. A. A relative is defined as “a parent, foster parent, parent-in-law, child, spouse, brother, foster brother, sister, foster sister, grandparent, grandchild, son-in law, brother-in-law, daughter-in-law, sister-in-law, cousin (up to first cousin), or other family member who resides in the same household.” B. A conflict of interest exists whenever employees are placed in a position where, for some advantage gained or to be gained personally, they find it difficult, if not impossible, to devote themselves with complete energy, loyalty, and singleness of purpose to the general public interest as represented by their employment with the department. C. Close personal relationships may include, but are not limited to: 1. Dating or co-habiting relationships; 2. Relationships in which business transactions are regularly conducted; 3. Personal friendships that transcend a casual acquaintance, such as: a person whose home is frequently visited by the employee, or vice-versa, or a person with whom the employee socializes “one-on-one” on a regular basis; 4. Individuals who reside at the same physical residence of the employee; or 5. Relatives as defined in item A. Any DCBS employee should remove themselves from acting on any official matter which involves a relative, close personal relationship, or their own records. When potential conflicts arise, the DCBS employee must immediately alert his/her supervisor or appropriate manager to the conflict of interest. D. Workers cannot take or process an application of an individual who is a relative as defined in item A, or close personal relationship as defined in item C. The worker is responsible for advising supervisory staff if an applicant is a relative or close personal relationship. The worker cannot provide case status information or inquire about the case for a relative. In addition, Family Support employees may not act on behalf of a payee by

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MS 0030 (1) Volume 1 – General Administration MS 0030 – R. 3/1/23 – OMTL-616 Case Record [The case record is the official document (electronic through Worker Portal or hardcopy) of the Department that establishes accountability for the expenditure of state and federal funds. Local management staff is responsible for ensuring case records are properly maintained, purged of obsolete material, and accessible to staff. This includes hard copy case records if the overpayment is pending or is established if the overpayment occurred prior to the implementation of the electronic case file (ECF). For purging of hardcopy records, refer to MS 0040, and for archiving, refer to MS 0045. A. Each hard copy file or Worker Portal/ECF contains pertinent information about each applicant and recipient and supporting documentation for every decision made regarding eligibility. At a minimum, this includes:] 1. Date of application; 2. Date and type of action (approval, denial, interim, special circumstances, restoration, etc.); 3. Documentation sufficient to support the eligibility determination; 4. Verification used in the determination of initial and continuing eligibility; 5. The basis for denial or discontinuance of assistance; 6. The condition that prompts a need for special accommodation to ensure access to benefits and services by individuals or families with a physical or mental condition; 7. Accommodation offered and accepted by an individual or family; 8. Signed applications; 9. [Copies of notices manually prepared and provided to the household; 10. Forms completed and/or provided by the household;] 11. Maintaining a single archival case file folder per case; 12. Annotating in red on the hard copy case record if an overpayment is identified, regardless if the overpayment is pending or is established if the overpayment occurred prior to the implementation of ECF. 13. The Kentucky Works Program (KWP) material is scanned into the ECF into the appropriate category for the specific verification or form received. The KWP material retained in the case file includes:

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MS 0040 (1) Volume 1 – General Administration MS 0040 – R. 6/1/18 – OMTL-529 Purging Obsolete Material Hardcopy case records are required to be retained for a length of time specified by each program. With the implementation of the Electronic Case File (ECF), existing hardcopy case records are retained following normal purging procedures. Any form or verification scanned into ECF will become a permanent record. To ensure records contain only relevant material, case records are purged of all outdated material. Material not directly related to eligibility or benefit authorization is not retained. Purged material is shredded or burned prior to disposal. Any claim established after the implementation of ECF must have the corresponding documentation noted as part of the claim case record in ECF. A. DO NOT PURGE a case record involved in an audit until the audit is completed, a response to the audit has been filed, and the audit is closed. B. For benefit programs except the Supplemental Nutrition Assistance Program (SNAP), material retained permanently in an active case is: 1. Case history sheets, PAFS-116; 2. Application and need determination forms; 3. All forms used to establish technical eligibility; 4. All forms relating to Long Term Care (LTC); 5. Hearing decisions on which eligibility is based; and 6. All forms and material related to fraud or overpayment claims. Kentucky Works Program (KWP) material is not purged from case records. It is retained indefinitely or until the Kentucky Transitional Assistance Program (KTAP) is inactive for five consecutive years. Form PAFS-706, Voter Registration Rights and Declination, is retained as part of the case record for three years from the date of completion. All other material, including the PA-10 series, MA-105 or PA-105, not required to substantiate a period of eligibility, is purged from active KTAP or Medicaid cases after five years. C. For SNAP cases, maintain all local office records related to certification and issuance such as monthly reports, application registers, and issuance listings, for a period of three years from the month of origin. Hard copy files that are marked “DO NOT PURGE” prior to ECF are maintained as a hard copy case record. Scan into ECF any part of a hard copy case record that

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MS 0100 (1) Volume 1 – General Administration MS 0100 – R. 6/5/23 – OMTL-626 Returned Checks Individuals must return any check for which they are not eligible. Individuals, their Authorized Representative (AR), or any other interested party may return checks to a Department for Community Based Services (DCBS) office. Checks may also be returned to Central Office. [A. For checks, including Kentucky Transitional Assistance Program (KTAP), Kinship Care (KC), Supplemental Nutrition Assistance Program (SNAP) Employment and Training Program (E&T), Kentucky Works Program (KWP) supportive services, State Supplementation, Family Assistance Short Term (FAST), which have been returned to Central Office, the Program Specialist will receive notification via email about the check and respond via email within five workdays. The response authorizes the appropriate action to:] 1. Cancel a check if: a. The recipient of the check died prior to the first day of the month for which the check was issued; b. The recipient has moved and cannot be located, and mail sent to the recipient by the local or Central Office has been returned to the local office. A check is not cancelled until procedures for returned mail in MS 0090 are completed and the recipient cannot be located. If, after the check has been cancelled but prior to the last day of the month covered by the cancelled check, the location of the recipient becomes known, the check must be made available to the recipient; c. The recipient voluntarily returned a check to avoid an overpayment; d. A supportive services provider returns a duplicate payment; e. A supportive services payment is returned due to an incorrect amount or provider on the check. In this instance, the correct payment is issued on Online Tracking Information System (OTIS); f. The individual is discharged from a Personal Care Home (PCH), unless the individual is going to another PCH or is receiving Community Integration Supplementation (CIS); g. The individual is discharged from a Family Care Home (FCH), unless the individual is going to another FCH; h. The individual is no longer receiving Caretaker Services or Community Integration Supplementation (CIS); or i. The payment was issued in error. [Note: Once the cancelled KTAP, KC, FAST, or State Supplementation check has been redeposited, the Family Self-Sufficiency Branch (FSSB) will

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MS 0110 (1) Volume 1 – General Administration MS 0110 – R. 5/1/24 – OMTL-647 Report of Nonreceipt of Benefits Issued by Check [If a payee reports non-receipt of a check or that a check has been lost or stolen, the payee may request a replacement of a check (Kentucky Transitional Assistance Program (KTAP), Kinship Care (KC), Supplemental Nutrition Assistance Program (SNAP) Employment and Training Program (E&T), Kentucky Works Program (KWP) supportive services, Family Assistance Short Term (FAST), Relocation Assistance Program (RAP), and State Supplementation).] A payee must report non-receipt, loss, or theft of a check within 12 months of the intended receipt in order to receive a replacement check. Replacement checks are not issued for requests made after 12 months. Example: The issuance date of the check is June 1, 2022. The individual may request replacement of the check until May 31, 2023. If the individual reports non-receipt, loss, or theft of the check on June 1, 2023or after, the replacement request is denied. A. When a payee reports non-receipt, loss, or theft of a check: 1. [Inquire the appropriate system to determine the date the check was issued. a. For KTAP, KC, FAST, SNAP E&T, and State Supplementation, access Worker Portal for issuance information. b. For RAP and KWP supportive services checks, access the Online Tracking Information System (OTIS) for check issuance information.] 2. The payee must wait 10 business days from the daily check issuance date before completing form PAFS-60, Affidavit, to request a replacement. 3. If the individual is reporting the non-receipt by phone, tell the individual that they have to go to the local Department for Community Based Services (DCBS) office to sign form PAFS-60. [If a FAST or KWP check is issued to a provider, send form PA-64, Provider Appointment Letter, to document the appointment to discuss non-receipt, loss, or theft of a check. Form PA-64 also provides instruction for the provider to return form PAFS-60 signed and notarized to the office.] 4. Determine if: a. The payee recently moved and failed to provide a forwarding address to the Post Office or a change of address was submitted too late to redirect mailing of the check; b. The check was lost or stolen and if the check was signed before the loss or theft; or

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MS 0110 (2) c. For a stolen check, the individual reported the theft to the police and obtained a copy of the police report. 5. Contact the Division of Family Support (DFS), KTAP Section at 502-564-3440 to determine if the check has been returned or cashed. a. If the check has not been returned or cashed, verbally schedule an appointment with the individual within three days to complete form PAFS 60. b. If returned, the check is re-mailed to the correct address. c. If cashed, follow procedures in MS 0115. B. At the time of the appointment to complete form PAFS-60: 1. [In OTIS, navigate to Payments and select the payment that is reported stolen, lost, or not received. Then choose “Issue PAFS-60” and enter comments in the “Supportive Service Request to Stop Payment” comment box. Once the comments have been entered, follow the steps B.2.– 6. 2. Complete the Update Benefit Status screen in Benefit Management in Worker Portal. This will create a task for the Family Self-Sufficiency Branch (FSSB).] 3. Generate form PAFS-60 Part I on the Update Benefit Status screen for the individual to sign while in the office. For FAST payments or payments from OTIS issued to a vendor, form PA-64, Provider Appointment Letter, is used to notify the vendor of the need to sign the affidavit, form PAFS-60. a. The form must be signed by the payee and Field Services Supervisor (FSS). If the FSS is unavailable, the form must be notarized. b. If the payee is a vendor who is signing the form outside of the office, form PAFS-60 must be notarized. c. Form PAFS-60 may also be signed by the Power of Attorney (POA) if verification of the POA is provided and scanned into the Electronic Case File (ECF). Note: Do not use a version of form PAFS-60 other than the one generated from Worker Portal. The use of any other version will be rejected and will result in an unnecessary delay for the individual. In addition, if form PAFS-60 Part I is not system-generated, then form PAFS-60 Part II cannot be generated. 4. Explain the following to the payee: a. The original check cannot be cashed once form PAFS-60 is signed and a stop payment has been placed on the check. b. If the original check, which is issued in a self-sealed envelope known as thermo-bond, is received after form PAFS-60 is signed, it must be returned

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3. If the individual denies the endorsement is his/hers, request the individual to provide a police report for the forged endorsement. 4. Scan the signed form PAFS-60 Part II and the police report into the Electronic Case File (ECF). Mail the original version of the form and police

report to: Division of Family Support MS 0115 (1) Volume 1 – General Administration MS 0115 – 5/1/24 – OMTL-647 Replacement of a Check that is Cashed If the original check is cashed before the stop payment is in place: A. The Division of Family Support (DFS) Central Office (CO) worker will update the Benefit Status on Worker Portal to “cashed”. This generates a notice, CHK-1, Notice of Replacement Check, to the individual stating that the check was cashed

and providing instructions on how to dispute that he/she cashed the check.

The CO worker obtains a copy of the cashed check and emails a copy to the Program Specialist. B. [When the individual comes to the local office to dispute the cashed check, have them view the cashed check signature. If the payee is a Kentucky Works Program (KWP) supportive services provider, send form PA-64, Provider Appointment Letter, to the provider to complete form PAFS-60 Part II. Form PAFS-60, Part I and Part II, is evidence in the event legal action is initiated for false swearing or fraud. Advise the individual that the form may be used as evidence and extend to the payee the opportunity to consult legal counsel, if desired, before signing the form.] 1. If the individual states he/she signed the check, send an e-mail to DFS explaining that the individual no longer claims non-receipt of the check. 2. [If the individual denies the endorsement is theirs, complete the Update Benefit Status screen. This will create a task to the Family Self-Sufficiency Branch (FSSB). Generate form PAFS-60, Part II on the Update Benefit Status screen and have the individual sign the form. Note: Do not use any version of form PAFS-60 other than the one generated from Worker Portal. The use of any other version will be rejected and will result in an unnecessary delay for the individual. In addition, if form PAFS-60 Part I is not generated from Worker Portal, form PAFS-60 Part II cannot be generated from the system.] Form PAFS-60 Part II must be signed by a Notary Public. The form cannot be signed by a staff person who is not a Notary Public. If a Notary Public does not sign the form, this will cause a delay in the replacement check.

Treasury will return the form and require a new form PAFS-60 Part II be completed with all the necessary signatures.

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MS 0120 (1) Volume 1 – General Administration MS 0120 – R. 9/1/21 – OMTL-581 Checks Received by the Local Office [Checks may be mailed by Central Office to the local office for the payee shown on the check to pick up. These include checks that have been replaced by Treasury due to being lost, stolen, and/or damaged, or a rejected direct deposit. In addition, the local office may receive checks from individuals, their Authorized Representative (AR), provider, or any other interested party who needs to return checks. If someone other than the payee on the check picks up the check, there must be an explanation in Case Notes as to who authorized the individual to receive the check. Any time a check is received in the local office, the worker must enter the check status information in Worker Portal under Benefit Management on the Update Benefit Status screen. This screen is also updated at the disposition of the check, whether picked up by the individual or returned to Central Office. A. Form PAFS-62, Local Office Check Log, is a mandatory form and must be completed and maintained for all checks received in the local office. Every check received in the local office must be entered on form PAFS-62 upon receipt, and the disposition of the check must be entered as well. It is extremely important that this form is updated appropriately with accurate information needed to track the checks received.] B. Form PAFS-62, Supp A, Affidavit of Check Receipt, is a mandatory form and must be completed and signed by the recipient and worker when the check is picked up. The form should be scanned into the Electronic Case File (ECF). C. If in 30 days, the individual has not picked up the replacement check: 1. Complete form PAFS-61, Disposition of Returned Check, to cancel the check. Scan the form into ECF. 2. Mail form PAFS-61 and the check to: Division of Family Support Family Self-Sufficiency Branch K-TAP Section 275 E. Main Street, 3E-I Frankfort, KY 40621 Annotate the envelope: Do Not Forward

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MS 0131 (1) Volume 1 – General Administration MS 0131 – R. 5/1/23 – OMTL-623 Electronic Income Verification (EIV) [Electronic Income Verification (EIV) is a method of obtaining verification of an individual’s earned income online. An online service may be used to assist individuals when verification of earned income is not readily available, and the individual advises the worker that verification of the income is available by a free online service. Before EIV can be used, the individual must be contacted to confirm the information provided through EIV is current and correct. Comments must be entered in Worker Portal to explain the verification of the income. This also applies to information received from the Eligibility Advisor (EA). Note: EA should be accessed before using any other online verification service.] A. It remains the individual’s responsibility to provide verification of earned income if information provided on an online service is incorrect or incomplete. B. [It is the agency’s responsibility to conduct thorough interviews to ensure that the employer’s name, rate of pay, hours worked, and pay schedule are documented in comments when earned income is reported and can be verified through an approved EIV.] C. EIV online services may have hidden fees that workers may not be aware of without completing additional research. Therefore, the online services must meet all of the following criteria: 1. The online service must be free. 2. The online service must not lead to a charge of any kind. 3. The information must be accessible to the caseworker directly. [If the EIV online service meets the criteria above, forward the information to the appropriate program branch inbox through the region’s Public Assistance Program Specialist (PAPS) for approval to use the service. Once approval has been received from Central Office (CO), the service can be used.] If the EIV online service is not approved, follow normal verification procedures. D. Do not utilize or set up accounts for EIV online services that do not meet the criteria listed above. Do not use an individual’s username and password to log on to the individual’s online account to verify earned income or allow an individual to use state computer equipment to do so.

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MS 0150 (1) Volume 1 – General Administration MS 0150 – R. 9/1/22 – OMTL-605 Confidentiality Requirements Disclosure of information concerning applicants and recipients of assistance or services from the Department of Community Based Services (DCBS) is limited to purposes directly connected with the administration of the program. Such purposes include establishing eligibility, determining amount of assistance, and providing services. A. Applicants and recipients must be protected from harassment and exploitation for political or commercial purposes. Case records or listings of these individuals may not be open for public inspection or used in any manner so as to become a part of public record. B. Respect the applicant’s/recipient’s right to privacy. 1. Do not conduct interviews with other individuals present unless the recipient consents. 2. Do not discuss or disclose information about the applicant/recipient with a collateral contact. 3. Do not discuss case situations informally or outside the office setting. 4. Do not provide any information by e-mail to the applicant/recipient. If you receive an e-mail from an applicant/recipient, respond with the following message: “I am not allowed to respond to e-mails regarding confidential information. Please call 1-855-306-8959 or come into the local office to discuss your request for information”. Before sending the e-mail, remove all confidential information, such as applicant’s/recipient’s name, social security number (SSN), or address, from the original e-mail, including the subject line. [5. Do not provide any specific information in a voicemail message to a generic voice mailbox or to a contact number that does not belong to the applicant/recipient. When a generic voicemail greeting is received, it is appropriate to state, “Hello. This is DCBS. Please call us back at 855-306 8959”. If calling another contact number, leave the same message.] C. All e-mail communication must be encrypted before it is sent outside of the state government e-mail system. Case information, including Personal Health Information (PHI), cannot be sent via unencrypted e-mail to agencies outside of the state government e-mail system. Encrypted communication is not sent to a recipient. 1. All e-mail messages should include the following confidentiality notice: “This electronic message is intended to be for the use only of the named recipient and may contain information that is confidential or privileged. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, or use of the contents of this message is strictly prohibited. If you have received this message in error or are not the

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*MS 0175 (1) Volume 1 – General Administration *MS 0175 – 1/15/25 – OMTL-664 Disclosure of Information Case record information should never be shared with any individual or entity not authorized to obtain it. This also applies to testimony in court. However, through appropriate action, information may be requested to use in either legal action or personal business. A. Open Records Requests are requests for eligibility information for an individual(s). These can come from the individual themselves, law enforcement, or another individual or entity that would otherwise be unable to access these records. These requests are not generally completed by field staff. If documentation for an Open Records Request is received, the documentation should be forwarded through regional chain of command to the appropriate program inbox. Information regarding the submission of a request, including the information for media requests B. Subpoenas may be used as a request for information by the judicial system. Guidance regarding what can or cannot be disclosed based on the type of subpoena may be obtained from the regional attorneys or, if the regional attorney is unavailable or cannot help, the Cabinet for Health and Family Services (CHFS) Office of Legal Services (OLS) in Central Office. List of regional attorneys that may be able to assist 1. Contact the regional attorney or OLS at 502-564-7905 immediately upon receipt of a subpoena. If time permits, the regional attorney/OLS will assist. If time does not permit OLS assistance, take the following action: a. If the subpoena requests a Family Support worker to appear in court, the worker must appear in court with the requested information as directed. In addition, the worker should take a copy of KRS 205.175 and explain to the judge that all Family Support case records are confidential pursuant to KRS 205.175 and can only be released by court order. If the judge orders the release of the information, the worker must comply. b. If the subpoena requests a Family Support worker to appear in a setting other than the courtroom or in the presence of a judge, the employee must appear as directed and advise that all CHFS case information is confidential pursuant to KRS 205.175 and can only be released to a judge by a court order. (See Volume 3 MS 2040 if the individual presents a court order). c. If the subpoena requests release of information contained in the case file and the individual requesting information is acting on behalf of CHFS, such as a county attorney involved in child support activities, provide the requested information. 2. Grand jury subpoenas are not court orders and while a judge is not present at the proceeding, information may be released to the grand jury only if the

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MS 0180 (1) Volume 1 – General Administration MS 0180 – R. 11/1/19 – OMTL-555 Viewing of Case Record Material by Recipients and Representatives A. The following portions of the case record may be viewed at any time by the client or a representative designated by the recipient on form DCBS-1, Informed Consent and Release of Information and Records, or the DCBS-1A, Informed Consent and Release of Information and Records Supplement: 1. Forms completed or provided by the client; 2. Worksheets used in the eligibility determination; 3. Correspondence to and from the client; 4. Decisions from the Medical Review Team; 5. Non-confidential medical records of the client; B. The following portions of the case record cannot be viewed unless the client obtains a court order: 1. Medical records marked as “confidential – not to be viewed or shared with the patient”; 2. Names of individuals who provided information regarding the client; 3. The nature or status of criminal proceedings; 4. Records subject to Health Insurance Portability and Accountability Act (HIPAA) procedures. For more information regarding HIPAA, see MS 0160; 5. Child support screens, which contain the absent parent’s tax refund information. C. Case record inspection is conducted in any local office, with care taken that no part of the record is lost. Electronic Case File (ECF) documents must be printed for viewing. The client, Power of Attorney (POA), Authorized Representative (AR), or attorney cannot view the case material from the computer screen. If requested, copies of the record pertinent to the issue are prepared for and provided to the client or representative at any local office. Case material cannot be provided through e-mail or mail. The only exception to sending case material via mail is for a telephonic hearing. D. Information needed for the settlement of a deceased client’s affairs may be released to a bona fide representative or administrator of an estate, but are still subject to HIPAA requirements. See MS 0160.

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MS 0190 (1) Volume 1 – General Administration MS 0190 – R. 6/1/11 – OMTL-389 Agreement to Safeguard Information An agency, organization, or school may obtain recipient information if a Memorandum of Understanding (MOU) Safeguarding Information in Public Assistance Programs and Business Associate Agreement has been completed with the Department for Community Based Services (DCBS). These are confidentiality agreements that are negotiated and maintained by staff in the Division of Family Support (DFS). [A. To qualify to enter into an MOU, a requesting agency must meet the following criteria:] 1. The agency must be federally funded; 2. The agency must provide needs-based services, where eligibility is based on an income test; and 3. Staff of the agency must be subject to the same confidentiality requirements as Cabinet employees. B. Examples of agencies that meet the above criteria include public housing authorities and public Boards of Education. C. Organizations which do not meet the criteria include churches, associations sponsored by religious groups, civic clubs, United Way, the Red Cross, individuals such as temporary help in the local offices, custodians, guards, repairmen, summer workers, landlords, or students working on research papers. Case information can only be released to these groups/individuals if the recipient completes form DCBS-1, Informed Consent and Release of Information and Records, or DCBS-1A Supplement. [D. If an agency/organization/school meeting requirements in item A requests client information and does not have a current signed MOU agreement with DCBS, contact the Policy Development Branch (PDB). E. Staff in PDB: 1. Will initiate completion of the MOU directly with the agency; and] 2. Send out renewal agreements every two years to agencies that have an existing MOU. F. A listing of all currently active confidentiality agreements is maintained with DFS. To inquire about the status of a confidentiality agreement, contact PDB.

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MS 0210 [1] Volume 1 – General Administration MS 0210 – R. 6/1/26 – OMTL – 696 Civil Rights Overview [In accordance with Federal law, United States Department of Agriculture (USDA) and United States Department of Health and Human Services (HHS) policies, the Department for Community Based Services (DCBS) and contracted vendors cannot discriminate against any person in the provision of services and benefits based on race, color, national origin, disability, age, sex, and religious and political beliefs.] A. Policies and practices must conform to the following statutes: 1. [Title VI of the Civil Rights Act of 1964, which protects individuals from discrimination based on race, color, or national origin in any program or activity that receives federal funding. Specific discriminatory actions prohibited under Title VI include the following if the action is based on race, color, or national origin:] a. Providing services that are more limited in scope or lower in quality; or b. Limiting participation in a program. 2. [Section 504 of the Rehabilitation Act of 1973 protects qualified individuals with a disability from discrimination in the provision of any benefit or service provided under any program or activity that receives federal funding. Discriminatory actions prohibited under this authority may include the following if the action is based on disability:] a. Denying a qualified individual with a disability any aid, benefit, or service that is provided to others. b. Providing different or separate aid, benefits, or services to a qualified individual with a disability, unless such action is necessary to ensure that the aid, benefit, or service is equally effective as those provided to others. 3. [Title II of the Americans with Disabilities Act (ADA) of 1990 and the ADA Amendments Act of 2008 prohibit discrimination based on disability in programs and activities of all state and local governments. Specific discriminatory actions may include the following if the action is based on disability:] a. Imposing eligibility criteria that screen out or tend to screen out an individual with a disability from fully or equally enjoying any program or activity unless such criteria are shown to be necessary. b. Providing a qualified individual with a disability with an aid, benefit, or service that is not as effective in affording equal opportunity to gain the same result or reach the same level of achievement as that provided to others. c. [Denying an individual with a disability an equal opportunity to obtain

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MS 0210 [2] the same result, to gain the same benefit, or to reach the same level of achievement, in the most integrated setting appropriate to the individual’s needs. 4. The Age Discrimination Act of 1975 prohibits discrimination based on age in programs or activities receiving federal funding. 5. Discrimination based on religion is prohibited by a number of Federal laws and regulations. including Section 11(c) of the Food and Nutrition Act of 2008, as amended.] 6. Title IX of the Education Amendments of 1972 prohibits discrimination based on sex in any education program or activity that receives federal funding. 7. Civil Rights Restoration Act of 1987 (Public Law 100-259) clarifies the intent of Congress as it relates to the scope of Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of 1975, to ensure nondiscrimination in all programs and activities of a recipient, whether those programs and activities are federally funded or not. 8. The Food and Nutrition Act of 2008, as amended, Supplemental Nutrition Assistance Program (SNAP), formerly the Food Stamp Program, prohibits discrimination against any applicant or participant in any aspect of program administration for reasons of race, color, national origin, disability, age, sex, and religious and political beliefs. 9. Title III of the ADA and ADAAA prohibits discrimination based on disability by public accommodations and commercial facilities. 10.Section 1557 of the Patient Protection and Affordable Care Act (42 U.S.C. § 18116(a), 45 C.F.R. Part 92) [HHS]).] B. Ensure the following general requirements are met in the provision of all services and benefits to applicants and recipients: 1. [Do not discriminate against any individual for reasons of race, color, national origin, disability, age, sex, and religious and political beliefs in any aspect of program operation, including but not limited to the application process, benefit or claims determination, hearings, employability assessments, or work program components. 2. Explain and provide the Civil Rights pamphlet in the language and format the applicant can understand at the application and any time the individuals question or do not understand their rights.] The pamphlet can be accessed at: Cabinet for Health and Family Services Civil Rights Brochure. 3. [Provide assistance to any individual needing reasonable accommodation due to a disability they or another household member currently has or has

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MS 0220 [1] Volume 1 – General Administration MS 0220 – R. 6/1/26 – OMTL – 696 Interpreter Services for Deaf and Hard-of-Hearing Individuals. A. [All staff shall take appropriate steps to ensure that communications with applicants, participants, members of the public, and their representatives are as effective as communications with others. Staff shall furnish appropriate auxiliary aids and services where necessary to afford individuals with disabilities, including applicants, participants, members of the public, and their representatives, an equal opportunity to participate in and enjoy the benefits of a service, program, or activity of the agency. The type of auxiliary aid or service necessary to ensure effective communication will vary in accordance with the method of communication used by the individual; the nature, length, and complexity of the communication involved; and the context in which the communication is taking place. In determining which type of auxiliary aids and services are necessary, a public entity shall give primary consideration to the requests of individuals with disabilities. To be effective, auxiliary aids and services must be provided in accessible formats, in a timely manner, and in such a way as to protect the privacy and independence of the individual with a disability.] When interpreter services are needed for a deaf or hard-of-hearing individual, do the following: 1. Document the case that the individual requires interpreter services and indicate how these services were provided. Answer Yes within Worker Portal to “Are Special Interviews Required?” and make the appropriate entry. 2. [At application, reapplication, and recertification, provide the individual with form CHFS-OHRM-EEO-2, Your Right to Effective Communication. Document in the case that the form was provided to the individual either by mail or in person. If Worker Portal is unavailable, the individual must complete the CHFS-OHRM-EEO-3, Waiver of Interpreter Services – form to be scanned to the Electronic Case File (ECF).] 3. If available, use qualified on-site personnel. A qualified interpreter is an interpreter who can interpret effectively, accurately, and impartially both receptively and expressively, using any necessary specialized vocabulary. There are three types of qualified interpreters: a. Certified Deaf Interpreter (CDI) – used for a deaf or hard-of-hearing individual, who can assist in providing an accurate interpretation using sign language. This includes Video Relay Services (VRS); b. Deaf/Blind Interpreter – used for a deaf and blind individual who places their hands over the hands of the interpreter to read signs through touch and movement; or

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MS 0220 [2] c. Oral Interpreter – used for a deaf or hard-of-hearing individual who can lip read. 4. When a worker becomes aware that a sign language interpreter is needed, they should contact their supervisor, and the supervisor should get approval for the request from their Service Region Administrator Associate (SRAA). 5. [Request services from the Kentucky Commission for the Deaf and Hard of Hearing (KCDHH) Access Center. The Access Center is a language interpreter referral service for state agencies. Information about services available from the Access Center is located at the Kentucky Commission on the Deaf and Hard of Hearing. a. The individual may have the telephone equipment to use VRS. VRS is a qualified interpreter service. b. To request an interpreter, go to the Kentucky Commission on the Deaf and Hard of Hearing and click on “Interpreting/CART”. Complete the KCDHH Inter-Agency Access Center request form. When completing the form, the SRAA’s contact information must be entered into the billing information sections. The requester fields should have information about a supervisor from the local office where the request was made, and the consumer is the individual who requires interpreter services. Notification is sent once the Access Center has received the request. Another notice is sent within a few days to confirm that an interpreter has been scheduled. Because it may take up to two weeks to schedule an interpreter, the worker should request the interpreter when scheduling appointments. When requesting an interpreter from KCDHH, provide the following information: 1) Local office supervisor name, address, and phone number; 2) The date services are needed; 3) The time (beginning and estimated end time); 4) The location of the assignment; 5) Type of assignment (application, meeting, etc.) 6) Name of the individual needing services; 7) Individual’s preferred mode of communication, if known; and 8) Billing information (SRAA name, address, and phone number). c. The interpreter who provides services must complete the Annual Required Affidavit for Bidders, Offerors, and Contractors. This form must be completed by the interpreter and uploaded to the Kentucky Information Technology Standards (KITS) system with the billing invoice.

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MS 0220 [3] d. After interpretation services are provided, the local office will receive a billing invoice. This invoice must be signed off on by an SRAA and uploaded to the KITS system with the Annual Affidavit for Bidders, Offerors, and Contractors. These forms may be uploaded by whoever has access to KITS. If the request form is signed off by someone other than a branch manager or SRAA, it will be rejected by the Accounts Payable Branch. 6. At application, reapplication, and recertification, or at any time an interpreter service is used, have the individual performing the interpreter service complete the confidentiality form, Business Associate Agreement. Scan a copy into ECF. 7. [Staff must not rely on an individual’s companion for sign language interpretation. Companions may be used only in the following situations: a. In an emergency involving an imminent threat to the safety or welfare of an individual or the public, an adult or minor child accompanying a person who uses sign language may be relied upon to interpret or facilitate communication only when a qualified interpreter is not available. b. In situations not involving an imminent threat, an adult accompanying someone who uses sign language may be relied upon to interpret or facilitate communication when a) the individual requests this, b) the accompanying adult agrees, and c) reliance on the accompanying adult is appropriate under the circumstances. This exception does not apply to minor children. B. In situations when a service is performed by an approved interpreter and a fee is charged, each interpreter has their own billing statement. State employees and unlicensed interpreters provided by the individual (e.g., family members, friends, etc.) are not paid for their interpretation services.] 1. Obtain a signed billing statement from the licensed interpreter, which includes: a. Name of interpreter; b. Social Security number or federal identification number; c. Address, telephone, and email, if available; d. Purpose of the assignment; e. Date the service was provided; and f. Amount of fee. The fee includes: 1) The hourly rate includes time spent travelling, time spent interpreting, and mealtime. Mealtime cannot exceed one hour. Interpreters shall also be paid for at least two hours of service, which can include waiting time due to delays in appointments and when an individual does not appear for the appointment.

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MS 0230 [1] Volume 1 – General Administration MS 0230 – R. 6/1/26– OMTL – 696 Limited English Proficiency (LEP) [The Cabinet must ensure all individuals with LEP have meaningful access to all programs and services administered by the Cabinet. LEP individuals are those who do not speak English as their primary language and who have a limited ability to read, speak, write, or understand English. Each local office must post notices in multiple languages in the local offices and program websites to inform the public of the availability of free interpreter services.] Use the following policy and procedures to identify LEP individuals and to provide LEP services to those individuals. A. When an individual comes into the local office to apply: 1. [Ask the individual for their primary language. Based on the individual’s statement, enter the language on Worker Portal. Do not assume an individual does not speak or understand English or assume the individual’s primary language based on appearance. If the individual does not speak or understand English, use the “I Speak” language identification posters to determine the primary language. If still unable to identify the language spoken, contact the Language Access Section for assistance;] 2. Inform the LEP individual that interpreter services are available at no cost to the individual using the “I Speak” posters; and 3. [If the individual indicates a primary language other than English and they do not want to use the approved interpreter service provided by the Cabinet, answer the corresponding waiver questions within Worker Portal to document the individual’s request. If Worker Portal is unavailable, the individual must complete the CHFS-OHRM-EEO-3, Waiver of Interpreter Services Form, and scan it into the Electronic Case File (ECF). If, during the interview, the worker cannot clearly understand the individual, a Cabinet approved interpreter must be contacted to stay on the line in the background to ensure the quality and accuracy of the interview. B. If an individual cannot understand verbal or written English, use one of the following options to access interpreter services: 1. Language Services Associates, Inc. (LSA/Interpretalk). The instructions for the LSA may be accessed at: Language Access Section Interpretalk Instructions. 2. Affordable Language Interpreter Video Relay Calling. Instructions for video relay calling can be accessed at: Affordable Language Interpreter Video Relay Calling. Video Relay Calling or a Virtual Face-to-Face interpreter should not be used for routine Supplemental Nutrition Assistance Program (SNAP) or Medicaid applications, even if the applicant is in the office. 3. Cabinet for Health and Family Services (CHFS) Qualified Interpreter Service. If LAS staff are not available, choose an interpreter from the CHFS

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MS 0230 [2]

approved list of Cabinet employees who are qualified to provide interpreter services. The list can be accessed at:

Office of Human Resource Management Interpretation Resources.

Note: If you work in the same local office with CHFS Approved Cabinet Employees who are qualified to provide interpreter services, you may contact them if they are available to interpret.

4. CHFS Qualified Community-Based Partner Interpreters. If there is a need to contact a qualified non-CHFS interpreter, the following resource can provide interpreter services for a variety of languages, including Spanish. The list can be accessed at: Office of Human Resource Management Interpretation Resources.

C. If the individual wants to use another individual to interpret for them, contact a Cabinet approved interpreter through CHFS LAS Interpreters, LSA/Interpretalk, or Video Relay Calling as needed, and explain to the individual that an approved interpreter is used even though they have another interpreter to ensure all the information, questions, and responses are interpreted correctly and without bias. Staff is encouraged not to allow minor children as interpreters unless all other options are exhausted.]

D. If a form is identified as needing translation into another language, forward the form to the Language Access Section by email. Forms and notices generated by Worker Portal are available in English and other languages.

E. If verification provided by the individual needs to be translated, send the material needing to be translated to the Language Access Section by email. Please include the date the information is needed and, if expedited translation is required due to time constraints, specify that in the request.

F. Document in Worker Portal and on the Online Tracking Information System (OTIS) when interpreter services are needed and used for all programs. Documentation should include:

1. When Special interviews are required;

2. The date services are requested and provided;

3. Which option is used; and

4. The reasons for the service, such as application or recertification interview, interim communications, or translation of forms or other written material.

G. [Make copies of “Know Your Rights” and have them available in the local waiting area. This brochure is available in ten languages and can be found at: Know Your Rights/English. The brochure must be downloaded from the website, with copies made for distribution.]

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MS 0240

[1]

Volume 1 – General Administration MS 0240 – R. 6/1/26– OMTL – 696 Civil Rights Complaints

Any individual who feels they have been discriminated against may file a complaint. Assist the individual in filing a complaint with any or all of the entities listed below. Retaliation against an individual who submits a complaint, assists in the investigation of a complaint, or interferes in the investigation of a complaint is prohibited by law. An employee who is determined to be in violation is subject to disciplinary action, up to and including dismissal.

A. [Use the Fair Hearing process if the individual alleges denial of eligibility because of agency policy.

B. Use the AD-3027, USDA Program Discrimination Complaint Form, if the individual alleges discrimination in the manner in which services are provided or refusal of access to services.

C. If form AD-3027 is submitted to the local office, forward it through the regional chain of command to the Cabinet for Health and Family Services, Office of Human Resource Management (OHRM), Equal Employment Opportunity Commission (EEOC) Compliance Branch at:

EEO/Civil Rights Compliance Branch 275 East Main Street, 5C-D Frankfort, Kentucky 40621 Telephone: (502) 564-7770 EXT. 4107

D. In addition to or in place of filing a complaint with the Cabinet, when discrimination is alleged in the provision of Supplemental Nutrition Assistance Program (SNAP) benefits, the individual may file a complaint with the U. S. Department of Agriculture (USDA) by writing or calling:

USDA, Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, S.W. STOP 9410 Washington, D.C. 20250-9410 (800) 795-3272 (voice) or (202) 720-6382 (TTD) Fax: (833) 256-1665 or (202) 690-7442 Email: programintake@usda.gov]

The complaint should be filed within 180 days of the alleged discriminatory action. Only the U.S. Secretary of Agriculture can extend the timeframe under special circumstances.

E. [In addition to or in place of filing a complaint with the Cabinet, when discrimination is alleged in the provision of Temporary Assistance for Needy Families (TANF)-funded programs (Kentucky Transitional Assistance Payment (KTAP), Family Assistance Short Term (FAST), Work Incentive Reimbursement (WIN), Relocation Assistance Program (RAP), Kinship Care, Kentucky Works Program (KWP)) or Medicaid, the individual may file a complaint by writing or calling:

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MS 0270 [1]

Volume 1 – General Administration MS 0270 – R. 6/1/26 – OMTL – 696 Required Explanations of Electronic Benefit Transfer (EBT)

During the certification interview, provide the household with the following explanations about EBT and the use of the EBT card and Personal Identification Number (PIN) in the language and format the Supplemental Nutrition Assistance Program (SNAP) applicant can understand:

A. [EBT is the system used to deliver SNAP, Kentucky Transitional Assistance Program (KTAP), Kinship Care, Kentucky Works Program (KWP), transportation, and Work Incentive Reimbursement (WIN) payments in Kentucky. EBT provides a safer, more secure method for recipients to receive benefits. EBT also eliminates the need to mail or have the recipients pick up benefits each month. Benefits are simply added to the recipient’s EBT account when an issuance is processed and are automatically available on the EBT card.]

B. EBT cards are the size and shape of typical bank credit cards. The card is red, white, and blue with an American flag design. The EBT card contains the recipient’s name and the EBT card number.

C. [All EBT cards are mailed with an inactive status. The card should be received by the recipient in approximately 7-10 business days. When the recipient receives the EBT card, a sticker is attached to the card advising them to call the Customer Service Representative (CSR) to activate the card. The EBT card will not work until it is activated.

D. Only one EBT card is issued per individual, regardless of the number of cases in the individual’s name and Social Security Number (SSN). Individuals who have an active EBT account for one type of benefit will not have a separate EBT account or be issued a separate EBT card for other types of benefits. The same EBT card is used to access SNAP, KTAP, Kinship Care, KWP transportation, and WIN payments.

For KWP transportation and WIN payments, if two individuals in the KTAP case are receiving either payment, each individual will have their own EBT card account.

Example 1: Mom has a KTAP, SNAP, and Kinship Care case. All three cases are in her name and SSN. Mom is issued one EBT card for all benefits.

Example 2: Mom and Dad have a KTAP and SNAP case in Dad’s name and SSN. Mom has a Kinship Care case in her name and SSN. Dad is issued an EBT card for the KTAP and SNAP benefits. Mom is issued an EBT card for Kinship Care benefits.

Example 3: Mom and Dad have a KTAP and SNAP case. The cases are in Mom’s name and SSN. Both Mom and Dad are working and receive transportation payments. Mom’s payments are posted to the EBT account along with the KTAP and SNAP benefits. Dad has his own EBT account and card for his transportation payments.]

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MS 0270 [2]

E. The EBT card is mailed in a card carrier, which is a two-sided heavy paper folder with slots cut to hold the card in place during mailing. Supplemental EBT educational information is printed on the card carrier covering such subjects as:

1. How and where to use the card;

2. How and when to use the CSR;

3. How to protect the card;

4. The need for Personal Identification Number (PIN) security; and

5. A non-discrimination statement.

F. SNAP households may designate a representative to receive and use the EBT card on their behalf. Naming an EBT representative allows that person to contact the Customer Service Representative (CSR) on the recipient’s behalf. If the household designates two representatives, one to apply for benefits and the other to use the EBT card, the household must specify which representative is to use the EBT card. Authorized representatives are not issued their own EBT card.

G. The EBT system distributes benefits to recipients through Point of Sale (POS) terminals located in authorized retailers. EBT system problems are handled by customer service support 24 hours a day, 7 days a week for recipients and retailers.

Cash benefits on the EBT system can be accessed as follows:

1. The EBT card cannot be used for any cash benefit transactions or withdrawals from Automatic Teller Machines (ATM) in liquor stores, adult- oriented entertainment establishments, or any casino, gambling casino, or gaming establishment.

2. The individual can withdraw cash at an ATM that displays the Quest logo. The individual gets one free withdrawal per month. The individual is charged a fee of 85 cents per withdrawal for subsequent withdrawals. The individual will also be assessed normal bank charges if the ATM charges a processing fee. The fee is deducted from the EBT account.

3. The individual can withdraw cash at a retailer’s POS terminal at authorized retailers with no charge at the time of a retail purchase. Individuals cannot request cash back from the SNAP benefits portion of the EBT account.

H. Give all households authorized to receive benefits the toll-free telephone number when problems arise with their card and/or PIN. The Customer Service telephone number is 1-888-979-9949. The number is printed on the back of the EBT card and on the training material the recipient receives in the mail.

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MS 0290 (1) Volume 1 – General Administration MS 0290 – R. 6/1/24 – OMTL-649 Security of EBT Cards Worker Portal tracks Electronic Benefits Transfer (EBT) cards from the initial request through the final process, eliminating the need for hardcopy logs that were previously used. The system has security measures in place to ensure separation of duties. EBT cards are sent to the household’s mailing address entered on Worker Portal. However, if the household has issues receiving mail, the EBT card can be mailed to the local office. [When a new card is requested, the worker selects the office location where the household wants to pick up the new card. When received in the mail, the receiving worker or administrative specialist updates the system to show the card as received in the local office. The same worker that made the EBT card request is not allowed to log the card as received in the local office. Additionally, when the individual comes in to pick up the EBT card, neither the worker that made the card request, nor the worker that logged the card as received by the local office, are allowed to give the card to household. The system requires the card to be updated as given to the household by a third, separate worker or administrative specialist. This individual verifies the identity of person picking up the card and enters case comments accordingly. In the event Worker Portal is unavailable, the worker should obtain a signed form EBT-29, Affidavit of EBT Card Receipt, give the card to the household and scan form EBT-29 into the electronic case file. The individual has 30 days from the date the card was received by the local office to pick up the EBT card. If the individual fails to pick up the EBT card by close of business on the 30th day, a task is generated to the supervisor to destroy the card the following business day. If the individual comes into the local office to pick up the card and the EBT card has been destroyed, request another card. When EBT cards are received in the local office and the envelope has been opened or a card is found and returned to the local office, update Worker Portal to show the card as received in that office. The supervisor and another employee destroys and/or witnesses the destruction of the EBT card if the card is returned to the local office, received damaged or not picked up within 30 days, and updates Worker Portal at the time of destruction.] To maintain the security of EBT cards in the local office: A. The Field Services Supervisor: 1. Maintains overall responsibility for secure storage of EBT cards and logging each card into Worker Portal; 2. Ensures EBT cards are NEVER left unsecured; 3. Routinely inspects the secure storage area;

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MS 0310 (1) Volume 1 – General Administration MS 0310 – R. 5/4/22 – OMTL-595 Time Limit for Using EBT Benefits A. [An Electronic Benefit Transfer (EBT) account must be debited by the recipient at least once every nine months for the Supplemental Nutrition Assistance Program (SNAP) or benefits will be removed. If the recipient fails to debit their EBT account at least once every nine months, the SNAP benefits in the account are expunged. When the benefits are expunged, they are deducted from the recipient’s EBT account and are no longer available to the recipient. The recipient cannot, under any circumstances, get expunged benefits back. 1. When the oldest SNAP benefit in the EBT account has not been used within nine months, the EBT system checks each benefit in the account to determine if it should be expunged. For a benefit to be expunged, the “Available Date” for that benefit must be at least nine months in the past. 2. The EBT system sends Worker Portal a file of all SNAP EBT accounts that have not had any debit activity for nine months. To ensure that the recipient is aware that they have had benefits removed from their EBT account, Worker Portal sends the household an expungement notice. This notice advises the recipients that they have not used their SNAP EBT account in the last nine months, the benefits listed on the notice have been expunged from their EBT account, and they cannot get these benefits back. If the recipient has a claim, these expunged benefits will be applied to that claim.] Note: If the case is inactive due to the only household member deceased, a notice will not be issued. 3. When benefits are expunged, Worker Portal updates the benefit segments with the amount expunged and the date. This information is available on the benefit inquiry screen. B. [The discontinuance of the case has no impact on the EBT account. As long as there are SNAP benefits in the account and the recipient is debiting the account at least once every nine months, the recipient has access to the EBT account. C. An EBT account must be debited every 12 months for Kentucky Transitional Assistance Program (KTAP) and Kinship Care (KC) benefits, or the above benefit expungement process will take place.] D. Access the EBT system at each reapplication to determine the status of an individual’s EBT card. E. If the EBT card status is anything other than active or inactive or if the EBT card number is blank, do the following: 1. Answer yes to the question “Does the household need a new EBT card?” 2. Tell the recipient their old EBT card will not work.

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MS 0340 (1) Volume 1 – General Administration MS 0340 – R. 7/1/16 – OMTL-504 Replacing EBT Card [All Electronic Benefit Transfer (EBT) cards are mailed with “Card Status” of “not activated”. When the recipient receives the card, the recipient calls the Customer Service Representative (CSR) to activate the card. Once this is done, the “Card Status” changes to “01” (active card). In most instances, when a recipient needs a replacement EBT card, he/she should call a CSR at 1-888-979-9949. If an EBT card is returned by the Post Office, the card status is changed by the EBT contractor to “undelivered”. If the client calls the CSR to request a replacement card, the CSR can replace the card only if the address that the client gives the CSR matches the address that is on Fidelity Information Service (FIS). If the address does not match, the client must contact the Department of Community Based Services (DCBS) office to request a replacement card.] A. Customer Service Responsibility Customer Service is responsible for issuing replacement cards except in the following situations: 1. Current card status is not “active" or "inactive". 2. [Recipient advises Customer Service that his/her address is different than the most recent address on the EBT system. If the recipient uses a mailing address, the mailing address must be given to the CSR when calling (not his/her home address). 3. Recipient advises Customer Service that his/her name is different than the name on the EBT system. 4. Recipient wants his/her replacement card sent to his/her local office. These replacements must be issued by a DCBS office.] B. Local Office Responsibility [In the above situations, the CSR refers the recipient to a DCBS office. Replacement cards are requested through the Benefit Management on Worker Portal.] 1. If the current card status on the EBT system is “11”, determine why the card was returned. If the current card status is "09", that card has been deactivated and a new card must be issued. a. [If the case is active or pending:] (1) If there is a new address for the case, update the address through the address change function or update the pending case before requesting the card.

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MS 0340 (2) (2) Enter the case number and select "Option 1" on "Case Change Menu”. (3) Enter a ‘Y’ for the question "Issue EBT Card", enter ‘C’ or ‘O’ for the question “Do you want EBT card mailed to the client or local office?”, and press enter. (The case address will be uploaded and cannot be changed on this screen.); and (4) When the message 'REQUEST PROCESSED' is received, PF3 to return to the 'Case Change Menu'. [If the case is active, the card will be sent to the recipient's mailing address if a ‘C” was entered for the ‘mailed to client or local office’ question. If an ‘O’ was entered, the card will be sent to the client’s DCBS office.] b. If there is no active or pending case in the head of household's Social Security Number: (1) Enter the case number and select "Option 1" on the "Case Change Menu". (2) Enter a "Y" for the question "Issue EBT Card?" (3) Enter the mailing address and press enter. (4) When the message "REQUEST PROCESSED" is received, PF3 to return to the "Case Change Menu". [If the case is inactive, the card will be sent to the mailing address. If the card should be mailed to his/her local DCBS office, enter the office address as the mailing address.] 2. If the recipient’s address has changed and their EBT card has been lost, stolen or damaged, follow steps as outlined in item 1. 3. For name changes, determine if the recipient wants to have a new card issued immediately. Explain to the recipient that if a new card is requested through the Kentucky Automated Management and Eligibility System (KAMES), the current card becomes invalid that evening. Benefits will be inaccessible until the new card is received. Advise the recipient that, if requested, the card replacement can wait until the current month’s benefits have been used or until access to benefits is not needed for several days. The recipient could call CSR to have the card replaced at a more convenient time. The advantage to waiting is the worker can make the name change on KAMES and KAMES can update the EBT system. This enables the CSR to authorize the replacement once the recipient calls. a. Procedures for Delayed Card Replacement (1) If the case is active:

(volume-i-general-administration)(page-76)Page 76#

MS 0360 [1] Volume 1 – General Administration MS 0360 – R. 6/1/26 – OMTL – 697 The Quality Control (QC) System

[The state is federally required to provide a system of QC to ensure Supplemental Nutrition Assistance Program (SNAP), Medicaid benefits, Child Care Assistance Program (CCAP), and Kentucky Transitional Assistance Program (KTAP) are issued correctly. Penalties are imposed on any state that does not substantially reduce the error rate as determined by the QC process. The reviews are completed by QC analyst staff within the Office of Program Performance, with some second-level reviews completed by federal personnel. Sample cases are chosen monthly by means of systematic random sampling and are reviewed in depth to substantiate the worker's determination of eligibility and computation of the benefit allotment.

A. A QC review consists of:

1. Analysis of the case record, including adequacy of each step taken by the agency in the process of determining eligibility and the benefit allotment;

2. Interviews with benefit recipients either in person or by phone, including voice or video calls with the individual's consent.

3. Other investigations, including any collateral contacts necessary to ensure documentation of all eligibility factors and the accuracy of the benefit allotment; and

4. Preparation of form QC-343, Review Findings Notifications, as appropriate, to list errors and related observations, if any.

a. A positive QC error exists when the household receives an incorrect benefit allotment for any reason, resulting in either an over- or under- issuance of benefits. A positive QC error would also include households that were totally ineligible for benefits. These errors can be attributed to either the agency’s action or failure to act, or a household-related action.

Example: The household received $300 in benefits for the month of March. A QC review found that during the March SNAP application interview, the household failed to report their wages and exceeded the SNAP income limit for the application month.

b. A Case and Procedural Error Rate (CAPER) QC error would include when a case is denied or discontinued incorrectly, incorrect notices are issued to a household, the agency took incorrect action during certification, denies the case for incorrect reasons, etc.

(volume-i-general-administration)(page-78)Page 78#

MS 0380

[1] Volume 1 – General Administration MS 0380 – R. 6/1/26 – OMTL - 697 Local Action on Quality Control (QC) Findings

[To ensure that the Office of Program Performance and local office staff meet time standards for responding to Quality Control (QC) reviews, after each case review, form QC-343, Review Finding Notification, is emailed to the regional Public Assistance Program Specialist (PAPS) or Service-Region Administrator Associate (SRAA), and Central Office staff. The notification will either request that corrections be completed or notify staff that no errors were found.

Note: It is the responsibility of the regional PAPS to forward to the appropriate Field Services Supervisor (FSSV) and to complete and track the timeliness of form PAFS 343.1, Response to Quality Control Errors, when required. Form PAFS 343.1 is only required for SNAP errors and related observations.

The following procedures apply to all Supplemental Nutrition Assistance Program (SNAP), Kentucky Transitional Assistance Program (KTAP), Kentucky Works Program (KWP), Medicaid, and Kinship Care (KC) reviews.

Immediately upon receipt of the form QC-343, review the case record in relation to the findings reported on form QC-343 and take the following action:

A. If the case is cited in error:

1. If the reported case findings are correct, take action to correct the case within 10 calendar days from the date on form QC-343.

2. If necessary, schedule an interview with the recipient.

3. If the recipient disputes the information as reported on form QC-343, additional collateral contacts may be necessary to substantiate or refute the QC findings.

4. If an under-issuance was identified on form QC-343, review and issue a supplement or restoration, if appropriate.

5. If an over-issuance was identified on form QC-343, review and determine whether a potential claim exists. If so, submit a claim referral via the Benefit Recovery Module within 20 calendar days from the date on form QC-343.

6. Scan form QC-343 into the Electronic Case File (ECF).

7. Within 20 calendar days from the date on form QC-343 and after corrections have been made to the case, the FSSV completes form PAFS- 343.1. This form identifies the error, what caused it, and details the

(volume-i-general-administration)(page-79)Page 79#

MS 0380

(2) corrective action taken to prevent future occurrences. Once completed by the FSSV, the form is then submitted to the PAPS for review. Once reviewed and determined complete, the FSSV scans the form into ECF. Note: The FSSV and PAPS should ensure that the findings are shared with all staff in an effort to prevent the same type of error in the future.

8. If an over- or under-issuance is identified on the QC-343, the PAPS should email the PAFS-343.1 to the Division of Family Support, Integrity and Analysis Section upon completion to advise what determination was made and what actions were taken.

B. If the case was cited as correct, review form QC-343 for "Related Observations", which may identify changes that occurred that were not reported to the agency, resulting in a change in benefit allotment. Take appropriate case action within 20 calendar days from the date on form QC- 343.

Note: Form PAFS-343.1 must be completed for related observations on all SNAP reviews. If a response to a related observation is required for Medicaid, CCAP, KTAP, KC, or KWP review, it will be noted on form QC-343. Otherwise, responses are not required for related observations.

C. If form QC-343 indicates the recipient "refused" to cooperate with QC, take action to impose the disqualification. Refer to Volume I, MS 0390, to determine the appropriate action to take for each program.

D. If, as a result of the investigation, it is clearly established that the findings reported on form QC-343 are erroneous as of the review date, take the following actions to dispute the QC decision:

Note: An exception may not be filed for a review determined to be correct that only notes a related observation; however, a follow-up with QC may be sent for clarification. An exception may only be filed for a CAPER review with an incorrect case decision or for a Positive Error Rate (PER) finding that exceeds the current fiscal year allotment threshold amount.

1. Within 15 calendar days from the date on form QC-343, the FSSV provides the PAPS with the following information to take exception to the QC error as cited:

a. Case Name; b. Case Number; c. Region; d. County; e. Review Number; f. Review Month; and

(volume-i-general-administration)(page-81)Page 81#

MS 0390 [1]

Volume 1 – General Administration MS 0390 – R. 6/1/26 – OMTL – 697 Refusal to Cooperate with Quality Control (QC)

[If form QC-343, Review Finding Notification, indicates an individual refused to cooperate with QC, take the following action:

A. For Medicaid:

1. The QC analyst sends the individual an appointment letter advising them that an analyst will call them at the time specified in the letter. While there are no sanctions or disqualifications placed against a recipient who refuses to cooperate with a Medicaid QC review, QC can ask for the case to be discontinued for failure to complete their eligibility review. When notified by QC that a Medicaid recipient failed to comply, discontinue their case using the non-cooperation option in the Withdrawal module.

2. If the Medicaid case discontinues due to not complying with QC, the Medicaid recipient may reapply at any time, following normal application policy, verification requirements, and procedures. There is no time frame the recipient must wait before reapplying for Medicaid.

B. For Kentucky Transitional Assistance Program (KTAP) and Kentucky Works Program (KWP), the QC analyst conducts a desk review of KTAP and/or KWP cases. No recipient interview is required; therefore, the cooperation of the recipient is not required, and no penalties are imposed.

C. For Kinship Care, the QC analyst contacts the household to request certain verifications and acquires independent verifications. There are no sanctions placed against a recipient who refuses to cooperate with the Kinship Care QC review.

D. For Supplemental Nutrition Assistance Program (SNAP):

1. If a household refuses to cooperate with the QC analyst in completing the case review, disqualify the household from further participation until the household cooperates with QC and provides the necessary information to complete the review.

a. When notified by QC that a household has refused to cooperate, enter a disqualification on the individual who refused to comply with QC. QC will identify this person on form QC-343. If QC cannot determine which member refused to cooperate, apply the disqualification to the head of household. Document this in case notes.

b. Once the disqualification has been applied, Worker Portal discontinues the case and issues a notice to the household, indicating the household’s refusal to cooperate as the reason for termination or denial of benefits, and states the actions the household must take if it wishes to reapply and cooperate.

(volume-i-general-administration)(page-82)Page 82#

MS 0390

[2]

c. If the household disbands and members reapply within the QC review period or within 125 days of the close of the annual review period (October 1 through September 30 of any given year), the penalty follows the person who refused to cooperate, and the new household will be disqualified. The new household, containing the disqualified person, must cooperate with the QC analyst, even if the household is otherwise eligible for expedited services. Follow the steps outlined in steps d 1 and 2 below.

d. If the household remains intact and reapplies within the QC review period or within 125 days of the close of the annual review period (October 1 through September 30 of any given year), the household must cooperate with the QC analyst, even if the household is otherwise eligible for expedited services. Enter the application on Worker Portal and take the following steps:

(1) If the household states that it is unwilling to cooperate with the QC analyst, the disqualification remains on the system, and the reapplication will be denied for that reason. (2) If the household states that it is willing to cooperate with the QC analyst, hold the reapplication pending and take the following action:

(a) Notify the original QC Analyst or QC Branch Manager by email within 3 business days of the date of reapplication of the household’s intention to cooperate with the QC Analyst. Provide current identifying case information with the QC review number and review date from form QC-343.

(b) Upon notification that the household intends to cooperate, the QC analyst schedules an appointment with the household. After the QC interview is conducted, the analyst forwards a memorandum advising the local office either of the household’s decision to cooperate or of the household’s refusal to cooperate.

i. If the QC notice indicates the household’s refusal to cooperate, deny the reapplication.

ii. If the QC notice indicates the household’s willingness to cooperate, delete the disqualification and process the reapplication.

iii. If the reapplication is approved, and QC later determines the household is no longer cooperating with the review process, follow steps in D. 1. a above.

e. If the household reapplies more than 125 days after the end of the annual QC review period (September 30 of every year), cooperation with the state QC analyst for the prior review period is not required. However, the household must verify all eligibility requirements prior to being determined eligible.

(volume-i-general-administration)(page-88)Page 88#

MS 0420

[1]

Volume 1 – General Administration MS 0420 – R. 6/1/26 – OMTL - 697 Quality Assurance (QA) Reports

[Quality Assurance (QA) captures the results of case reviews and compiles various reports. The reports summarize the reviews completed by each worker, unit, county, and region.

A. QA reports are used to:

1. Capture the results of case reviews;

2. Provide summarized reports identifying error trends in casework;

3. Determine error-prone areas and identify training needs;

4. Track case actions to determine if policy and procedures for all programs are applied correctly;

5. Provide an orderly method for case reviews; and

6. Compile data identifying strengths and weaknesses of individual workers or counties.

The following is a list of Quality Assurance reports available on Worker Portal. Employees and management at all levels must use the data found in the reports to improve accuracy and performance and to initiate corrective plans as needed.

1. QA Case Actions: This report compiles totals for all case decision actions taken on the Worker Portal. It can be broken down by Department for Community Based Services (DCBS) Region, County, and Program. The report breaks the reviews down by caseworker region, caseworker county, case action, review counts, reviews in error, and percentages of errors. The total number in error is divided by the total number of reviews, and the result is the error percentage. The report lists issuance errors that occur when an action is taken on a case, resulting in an incorrect benefit issuance.

2. QA Cases in Error: This report is used to identify the programs in which the most errors occur. It can be broken down by DCBS Region, County, and Program. It summarizes all of the cases in error. The report breaks the reviews down by worker, case number, review date, review level, review status, action due date, corrected timely, and error categories.

3. QA Detailed Activity: This report is used to look at cases read by a first- level or higher reviewer. It can be broken down by DCBS Region, County, and Program. It provides the total number of reviews completed. The report breaks the reviews down by case decision, caseworker, case

(volume-i-general-administration)(page-90)Page 90#

MS 0440 (1) Volume 1 - General Administration MS 0440 - R. 7/1/25 - OMTL-674 Administrative Hearing Overview [Any applicant or recipient of any type of assistance from the Department for Community Based Services (DCBS) has the right to request a hearing before an impartial hearing officer, if dissatisfied with an action or inaction on the part of the Department that adversely affects their case. A. At the time of application and at the time of any adverse action affecting their status with the Department, inform the individual in writing of the right to discuss the situation with a worker and/or to request a hearing. Such information is included on various Agency forms mailed or given to the individual. In addition, applicants are provided the pamphlet, PAM-PAFS-326, Division of Family Support Administrative Hearing Procedures.] B. The hearing process consists of: 1. The request; 2. Preparation for and scheduling of the hearing; 3. The hearing itself; 4. Review of the recommended order; and 5. The final order. Additional recourse for the recipient following an adverse hearing decision is available through appeal to the Cabinet Secretary/Secretary’s Designee or Judicial review. C. For SNAP: 1. [An Agency Conference is offered to households adversely affected by an agency action. The household is advised that an agency conference is optional and in no way delays or replaces the fair hearing process. The worker, supervisor, and the household member and/or representative attend the agency conference. An agency conference may lead to an informal resolution of the dispute. However, a Fair Hearing must still be held unless the household makes a written or verbal withdrawal. If a written withdrawal is received by DCBS, the Agency needs to scan this document into the Hearings Module as “Letter – Withdrawing”. After this is complete, the Agency must also select the “Postponement/Withdrawal Request” button and complete the request. If the individual requests a withdrawal verbally, complete a withdrawal request via the Hearings Module by selecting the “Postponement/Withdrawal Request” button. Form PAFS-277, Hearing Withdrawal Confirmation Notice, will auto- populate and be mailed to the individual via the mail center. Form PAFS 277 is to be scanned into the Hearings Module as it is part of the official hearings record.

(volume-i-general-administration)(page-91)Page 91#

MS 0440 (2) An agency conference for households contesting a denial of expedited services is scheduled within two working days unless the household requests it be scheduled later or states no agency conference is wanted.] 2. The Agency must expedite hearing requests from households, such as migrant farm workers, who plan to move from the jurisdiction of the hearing official before the hearing decision would normally be reached. Hearing requests from these households are processed faster than others if necessary to enable them to receive a decision and a restoration of benefits, if the decision so indicates, before they leave the area. 3. Employment and Training Program (ETP) activity that may be appealed includes any denial, reduction, or termination of benefits due to a determination of nonexempt status or a determination of failure to comply with a work requirement. Individuals or households may appeal actions such as exemption status, the type of requirement imposed, or refusal to make a finding of good cause, if the individual or household believes that a finding of failure to comply has resulted from improper decisions on these matters. When a fair hearing on these actions is scheduled, the caseworker must request ETP records from the ETP worker. The caseworker handles all local office activities prior to the hearing. The ETP worker and caseworker both attend the hearing. D. [The Office of Administrative Hearings (OAH), conducts hearings, upon request, for Kentucky Works participants. A participant is eligible for KWP supportive services while a hearing regarding a penalty is pending. Refer to Volume 3A, MS 4750 and MS 4770. E. Group Hearings. The Agency may respond to a series of individual requests for fair hearings by conducting a single group hearing if there is a single common issue in question. Hearing cases are consolidated only if the sole issue is related to a federal law, regulation or policy. In all group hearings, the policies governing hearings must be followed. Each individual is permitted to present their own case or be represented by legal counsel or other spokesperson.] Each individual has the opportunity to withdraw from the group if in the opinion of the hearing officer, the dissatisfaction results from actions in the individual’s case. F. [Telephonic Hearings. Hearings conducted via special telephone equipment may be held at the discretion of OAH. During a telephonic hearing, the hearing officer is at one location and the agency representative, recipient, and representative are at different locations. The recipient is notified by OAH that a hearing will be telephonic. If the recipient objects to a telephonic hearing, a face-to-face hearing is scheduled by contacting either OAH or the local office in writing prior to the scheduled hearing date.

(volume-i-general-administration)(page-93)Page 93#

MS 0450 (1) Volume 1 - General Administration MS 0450 - R. 7/1/25 - OMTL-674 The Hearing Process The following procedures for administrative hearings are in accordance with the Kentucky Revised Statute KRS 13B, Administrative Hearings. If the hearing request involves a Medical Review Team (MRT) determination, refer to Volume 1 MS 0465. A. Upon receipt of a request for a hearing: 1. Complete a Request for Hearing through Worker Portal by accessing the Hearings tab at the top of the navigation page. a. [When hearing requests are received by call services, the call services worker completes the request through the Hearings Module. This generates a task for the Office of Administrative Hearings (OAH) to schedule the hearing. Once the hearing is scheduled, a task will generate to the Hearings Public Assistance Program Specialist (PAPS) to review and assign the hearing to staff as appropriate. b. Designated staff in the county of residence should try to resolve the issue before it goes to a hearing by offering the individual an opportunity to have an Agency Conference (see Volume 1 MS 0440, C. 1.). In addition, OAH will conduct a telephonic prehearing conference with the individual and agency to explain the administrative hearing and ensure they are conducted in a fair manner prior to swearing in both parties during the scheduled hearing time. However, if a hearing is required, a staff member must attend the hearing (Refer to item A.1.c.). c. A case decision worker, principal, or supervisor from the individual’s county of residence should attend the telephonic prehearing conference and the hearing. Depending on the individual county, who attends may vary. Do not ask OAH to reschedule a hearing because the designated person cannot attend the hearing and/or due to travel to another county. Another worker will have to attend the hearing if the designated worker is unavailable. d. The Regional Claims Worker (RCW) needs to thoroughly review the claim to be able to explain why the claim exists. If the issue is not resolved and a hearing is scheduled, the agency must submit the evidence to OAH via the Hearings Module and to the individual by mail at least eight days prior to the scheduled hearing. e. Telephonic prehearing conferences on claims are held to determine the matter of the claim and to resolve any issue with the claim. The RCW has the ability to ask for a dismissal of a hearing during the telephonic pre-hearing conference due to an untimely request, if an issue relates to another agency, or if there is no issue found. f. If Kentucky Claims Debt Management System (KCD) and Worker Portal Notices are a part of the evidence that is being presented, be sure to include the back of any notice included in the evidence to show the individual has been advised of their rights to request a fair hearing. Prior to uploading the evidence to the Hearings Module and mailing to the individual, ALL evidence must include a cover page labeled as: Exhibit 1, 2, 3 or Exhibit A, B, C, etc.

(volume-i-general-administration)(page-94)Page 94#

MS 0450 (2) g. During the hearing process if the agency is asked to waive the timeframes of hearing procedures, the agency’s answer is always “NO”. Additionally, if another worker had input in the case or gathered collateral information during the time of the claim, include that worker(s) as a witness. Attendance by a Department for Community Based Services (DCBS) worker is mandatory under these circumstances so evidence is not considered “hearsay”. If investigative material is submitted into evidence that was gathered by the Office of Inspector General (OIG), then the OIG investigator must also be present, so the evidence is not considered “hearsay”.] h. Attending staff should have a summary written (may use form PAFS 78.1, Administrative Hearing Summary) and be prepared to represent the agency. Note: The DCBS representative should re-verify any collateral contact used as verification in the case to overcome the hearsay issue once the referral is received in the home county. If the contact is not willing to attend the hearing and testify, ask for a signed statement addressing the issue to be presented at the hearing. 2. [If the hearing issue involves a negative action, include a copy of the negative action notice (i.e., KIP-105 series, FS-105, MA-105, or PA-105), including the back page and forward to OAH. Limited KAMES-generated notices are maintained on the Report Distribution System (RDS) and may also be accessed through DocumentDirect. As RDS does not include the back page of a notice, it is advisable to have a current back page in the office and make a copy to include with the notice. The system-generated notices for Worker Portal are available in the Correspondence module. The back page is included with the notices in the Correspondence module. If the notice is not available at the time of the request, request the hearing through Worker Portal within 24 hours and forward the copy of the notice as it becomes available. 3. If the request is from an individual who has limited English proficiency and requires interpreter services or has a physical or mental condition which requires accommodation in order to participate in the hearing, annotate the hearing request with this information. 4. All requests must be sent to OAH, through the Hearings module in Worker Portal, within 24 hours of receipt, with exception of a hearing related to Medicaid payments or covered services.] 5. A request for a hearing related to Medicaid payments or covered services is heard by the Department for Medicaid Services (DMS). a. Annotate a short description in Notes when requesting the hearing request through Worker Portal. b. [Forward the hearing request within 24 hours to DMS via email to the Department for Medicaid Services or the following physical address: Department for Medicaid Services Administration & Financial Management

(volume-i-general-administration)(page-95)Page 95#

MS 0450 (3) Administrative Service Branch 275 East Main Street, 6E-D Frankfort, Kentucky 40621-0001] c. DO NOT send the case record to DMS. d. The DCBS case worker does not attend the DMS hearing. 6. Individuals can also request DMS hearings by calling the Administrative Services Branch directly, at 502-564-9394.] B. Prepare for the hearing by reviewing the case record and writing a summary of the issue/action that prompted the request. If the hearing involves a claim issue, it may be necessary to contact the RCW for additional information about the case record and give a copy of the summary to the supervisor. 1. [Include in the summary all information, documentation, notices, forms, comments, etc., that support the action taken by the agency. Be clear and concise; include pertinent information with an explanation in the event the worker is unable to attend the hearing and the supervisor or another worker must represent the agency’s position. 2. If the issue involves proper notification, include any manual or system- generated notices that are related to the issue to present at the hearing. Ensure that the back page of every notice is included. 3. Include a copy of any manual section that relate to the issue/action. Include any pertinent policy clarifications that support the agency.] 4. DO NOT include unprofessional language or comments in the summary. C. [Upon receipt of the hearing request, OAH schedules the hearing and may need to contact the individual for clarification of the reason for the hearing. OAH notifies the individual and appropriate Regional Contact of the issue to be heard, along with the date, time and place of the hearing. The Hearings PAPS is responsible for notifying field staff of the hearing.] The worker and supervisor notify any witnesses of the scheduled date of the hearing. The worker, supervisor, or designated individual MUST prepare, attend, and actively participate in the hearing. A thorough review of the case record must be completed to determine if a worker verified information by collateral contact. If the case record reflects that this occurred, the worker who made the collateral contact MUST attend the hearing in order to avoid any “hearsay issues” that may arise. The Hearings PAPS is responsible for ensuring the agency representative is fully prepared. Claims Management Section (CMS) staff will attend Administrative Hearings which involve a claim compromise and/or State Tax Refund Intercept. D. [At the hearing, the burden of proof for the case action is the responsibility of the agency. The agency representative, worker, or individual attending the hearing must be prepared to present the facts surrounding the issue/action. Preparation is important because the hearing officer cannot consider any information or documentation not presented at the hearing.

(volume-i-general-administration)(page-101)Page 101#

MS 0460 (1) Volume 1 - General Administration MS 0460 - R. 1/1/19 - OMTL-538 The Hearing Request A hearing request is a clear expression, either oral or written, to review a decision made by the Agency. A. The request must be made by the client, a household member, his/her counsel, or an individual acting on behalf of the household or recipient. B. Requests for a Hearing, Appeal or Withdrawal, either written or oral, are requested through Worker Portal for the client. 1. When requesting a hearing through Worker Portal for an Employment and Training Program/Kentucky Works Program (ETP/KWP) work program- related issue, indicate that the hearing request involves an ETP/KWP issue. 2. If received by phone or through the mail, indicate this in the comments section when requesting the hearing. 3. When a client has moved out of state and subsequently requests a hearing, tell the individual they may request a hearing to be held telephonically. C. When completing a request for a hearing, be specific when describing the client’s reason(s) for the hearing request. Use statements like: “The client does not agree with the amount of earnings counted in her Kentucky Transitional Assistance Program (KTAP) case”. Avoid vague statements such as “client request” or “client disagrees with denial”. In addition, if the hearing involves an emergency situation, clearly annotate on the Note screen that it is an emergency. D. A request for a Department for Community Based Services (DCBS) hearing may be submitted by the client or their representative directly to the Office of Administrative Hearings (OAH). E. [The client may voluntarily withdraw the hearing request any time prior to the hearing. If the client wishes to withdraw the request, complete a hearing request search through the Hearings Module, locate the client’s hearing request, and click the “Postponement/Withdrawal Request” button. Form PAFS-277, Hearing Withdrawal Confirmation Notice, will generate automatically to the client. Print the system-generated notice and attach in the Hearings module as is part of the official Hearings Record. Enter comments in the Hearings module as well as the respective Worker Portal case or claim. Be specific when describing the client’s reason(s) for the hearing withdrawal.] F. A request for a hearing related to Medicaid-covered service issues is heard by the Department for Medicaid Services (DMS). DCBS staff are not responsible for these hearings. Furthermore, DCBS staff do not attend these hearings. 1. Hearings may include, but are not limited to: a. Patient level of care status determinations in any type of vendor payment case;

(volume-i-general-administration)(page-103)Page 103#

MS 0465 (1) Volume 1 - General Administration MS 0465 - R. 10/1/19 - OMTL-553 Hearing Requests Involving Medical Review Team Determinations A client may request an administrative hearing if he/she disagrees with a determination made by the Medical Review Team (MRT), only after negative action is taken on his/her case based on that determination. A. At the point of the original request for a hearing, ask the client if there is new medical evidence or a change in the client’s condition to justify resubmitting the case to MRT for redetermination. 1. If the client states there is new evidence or the condition has worsened, ask if the client has been to a doctor or medical facility or had tests run since the last MRT determination was submitted. 2. If there is new evidence or a worsened condition not considered by MRT, ask the client if he/she would like to resubmit the case to MRT. Advise the client that if he/she disagrees with the result of the redetermination, he/she can ask for a hearing based on the new action or inaction in the case. Resubmitting the case to MRT could eliminate the need for a hearing and provide benefits to the client in a timelier manner. It is the client’s choice to resubmit to MRT or to request the hearing. 3. If the client agrees to the submission of new information to MRT: a. Take a new application if the application or extension request was denied or reinstate the benefits of a discontinued case (other than an extension to 60 months of KTAP benefits); b. Complete form PA-601T, Referral for Determination of Incapacity/Disability, to include the new information provided by the client and annotate in red on top of the form that it is a redetermination based on new information; c. Have the client sign an original form MRT-15, Authorization to Disclose Information to the Cabinet for Families and Children, for each medical source (doctor, hospital, lab, clinic, etc.) plus two additional forms MRT 15. Sign the forms as a witness; and d. Upon completion of forms PA-601T and MRT-15, immediately forward to MRT the forms along with: (1) The last MRT determination packet, including: (a) Medical information; (b) The last form PA-601T, (c) PA-6, Incapacity Determination; or (d) PA-610, Certification of Permanent and Total Disability; and (2) Any new information/documentation the client may have provided. MRT will make a determination considering the new information provided by the client. Upon receipt of MRT’s determination, take appropriate action on the case. If the client disagrees with the action taken on the case, based on the new determination, the client can request a hearing.

(volume-i-general-administration)(page-104)Page 104#

MS 0465 (2) B. If there is no new evidence or worsened condition or the client does not want to resubmit information for an MRT determination, submit a Request for Hearing, Appeal or Withdrawal through the Worker Portal by accessing the Hearings tab at the top of the navigation page. Advise the client of his/her right to request continuation of benefits pending the hearing and the obligation to repay benefits if the hearing officer does not rule in his/her favor. C. At the hearing, the client may present new medical information such as hospital records, new test results, a new specialist’s report, or appointment to support his/her claim of incapacity/disability. D. When a hearing involves an MRT determination, take a copy of the last packet of medical information, including form PA-601T and PA-601T, Sup. A, Supplement to Referral for Determination or Redetermination of Incapacity/Disability, if appropriate, that MRT used to make the determination along with several blank forms MRT-15 that can be completed, if needed, and form PA-6, Incapacity Determination, or form PA-610, Certification of Permanent and Total Disability, to the hearing. If this is done, and the client presents new medical information, the hearing officer can submit the information along with the interim order directly to MRT. Otherwise, the worker is responsible for submitting the information to MRT. E. At the hearing: 1. If the client does not provide any new evidence, the hearing officer drafts a recommended order based on the information presented by both parties. 2. If the client provides new medical evidence, the hearing officer drafts the interim order to remand the case to MRT for a redetermination. The interim order lists the new medical evidence to be considered by MRT. a. If all the information is available at the hearing, the hearing officer can send the redetermination request and interim order directly to MRT. b. If all the information is not available at the hearing, the worker is responsible for obtaining the information needed and submitting it to MRT. The worker must submit the request for redetermination to MRT within seven calendar days of the hearing. F. Once the request for redetermination is submitted to MRT, MRT has 30 calendar days from the date of the interim order to make a determination. If MRT needs additional time, it can request a 30-day extension. G. MRT will send form PA-6/PA-610 to the hearing officer. If it is a denial, MRT will also send the new information on which the redetermination was made. The hearing officer makes a decision based on additional information. H. [After 30 days, or 60 days, if an extension was granted, if the hearing officer has not received the MRT determination, a recommended order can be drafted without MRT input. A final order is required to be issued by the Cabinet Secretary/Secretary’s Designee. If the Agency is upheld in the final order, the client can request an appeal.

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MS 0470 (1) Volume 1 - General Administration MS 0470 - R. 7/1/16 - OMTL-504 Medicaid Hearing Request Due to the Loss of SSI In Kentucky, the Social Security Administration (SSA) determines Medicaid (MA) eligibility for individuals who receive a Supplemental Security Income (SSI) payment. Any individual who applies for SSI is also applying for MA. If SSI is approved, the individual is also approved for MA. If a recipient’s SSI is discontinued and a hearing is requested, the recipient can continue to receive MA during the hearing process only when they continue to receive the SSI payment. A. [Individuals who contact the local Department for Community Based Services (DCBS) office to appeal the termination of their SSI benefits must be referred to the SSA. Individuals approved by SSA for a continuation of SSI benefits while they are in the appeal process will receive MA coverage automatically and have a payment status code of C01, M01, or M02. Refer to the State Data Exchange (SDX) User Guide Payment Status Codes. B. If the SSI individual contacts the local DCBS office requesting a hearing due to the loss of their MA, the DCBS office handles the hearing request through the Worker Portal. C. Upon receipt of an MA hearing request, the worker should become familiar with the situation and be able to give the reason why MA benefits ended. Review and take the following information to the hearing: 1. PA-10-SSI notices which are located in the Worker Portal Correspondence Module;] 2. SDX screens (pages one and two of the discontinuance action) showing the pay status code and MA discontinuance date; and 3. An explanation of the discontinuance reason, which is located in the SDX manual under pay status codes. Copies of the SDX screens are presented at the hearing and may be viewed by the other attending parties to document the reason for the discontinuance. To ensure that the Internal Revenue Service (IRS) information is kept confidential, black out the wage information on page two of the SDX screen before other parties view the screen. Prior pages of the SDX record may need to be reviewed to find the correct discontinuance reason. However, a copy of the screens is NOT to be given to the hearing officer or the appellant. Once the hearing is over, shred the SDX screens. Provide a verbal explanation of the information contained on the SDX screens during the hearing.

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MS 0475 (1) Volume 1 - General Administration MS 0475 - R. 7/1/25 - OMTL-674 Hearing Time Frames A. For Kentucky Transitional Assistance Program (KTAP), Kinship Care (KC), Medicaid (MA), Family Assistance Short Term (FAST), Work Incentive Reimbursement (WIN), State Supplementation, a hearing request is considered timely if received by the Department: 1. Within 40 calendar days from the date form KIM-105 or MA-105 is sent on a proposed action; 2. Within 30 calendar days from the date form KIM-105 or MA-105 is sent on an action already taken; or 3. Whenever the hearing issue is a delay in action on the case and the action is still pending. B. For Supplemental Nutrition Assistance Program (SNAP), a household or member is allowed to request a hearing on any action by the Department or any loss of benefits which occurred in the prior 90 calendar days. 1. The household may request a hearing any time within the current certification period, only if disputing its current level of benefits. 2. Action by the Department shall include a denial of a request for restoration of any benefits lost more than 90 calendar days but less than a year prior to the request. C. For Child Care, a hearing request is considered timely if received by the Department within 30 calendar days from the effective date of the adverse action, not the date the DCC-105, Child Care Denial/Discontinuance Notice, is sent. D. [The Office of Administrative Hearings (OAH) acknowledges all hearing requests, conducts a hearing, and issues a recommended order within 60 to 90 days from a request for a hearing, the Cabinet Secretary/Secretary’s Designee shall consider the record. E. If the hearing request is untimely, forward the request and any information concerning why the request was untimely to OAH through Worker Portal. The hearing officer determines from the information provided whether the household had good cause for submitting an untimely request.] F. Individuals whose Supplemental Security Income (SSI) is discontinued and who request a hearing must be referred to the Social Security Administration (SSA) to appeal the termination of their SSI benefits. Individuals requesting a continuation of MA benefits must make that request with the SSA agency. If SSA approves the continuation of SSI benefits while they are in the appeal process then the individual will receive MA coverage automatically and they will have a payment status code of C01, M01, or M02.

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MS 0480

[1]

Volume 1 – General Administration MS 0480 – R. 6/1/26 – OMTL – 696 Scheduling the Hearing

A. [The Hearings Branch notifies the individual of the date, time, and place the hearing will be held via form, "Notice of Hearing", in a language and format the individual can understand.

The form also contains information regarding:

1. The individual’s right to bring an attorney and/or witnesses if desired.

2. An explanation that if the individual or a representative does not appear for the hearing, the individual will have a period of ten days to advise the Hearings Branch of the reason for not appearing. The Hearings Branch considers the reasons and determines if good cause exists. The request is considered abandoned and dismissed unless good cause for the absence can be shown.

3. All parties to the hearing are provided at least 10 days timely notice of the hearing to permit adequate preparation of the case, except for Temporary Assistance for Needy Families (TANF)-related, Low Income Home Energy Assistance Program (LIHEAP), or State Supplementation hearings. TANF- related, LIHEAP, or State Supplementation hearings require at least 20 days timely notice. However, the household may request less timely notice to expedite the scheduling of the hearing.

B. The individual may request and is entitled to a postponement without good cause if the request is made before the hearing. The postponement cannot exceed 30 days, and the time limit for action on the decision is extended for as many days as the hearing is postponed. For example, if a hearing is postponed by the household for 10 days, notification of the hearing decision is required within 70 days for SNAP or within 100 days for IM from the date of the request for a hearing. The worker notifies the hearing officer of the postponement.

C. Before conducting a claim hearing, review the Fraud Referral Overview Suspected Internal Program Violation (IPV) Screen on Worker Portal to determine if the claim location code is “Court”. If the claim is being prosecuted, contact the hearing officer or ask for a pre-hearing conference to inform the hearing officer that the court holds jurisdiction over the matter and request the hearing to be dismissed. Contact the Claims Management Section to verify if the claim has been referred for prosecution.

D. For Medical programs, an individual or their representative may request a delay of the hearing for reasons beyond the control of the individual. The decision to grant the delay is made by the hearing officer.]

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MS 0485 (1) Volume 1 - General Administration MS 0485 - R. 6/1/21 - OMTL-577 Program Participation Pending the Hearing – IM Programs A. [When the individual requests a hearing within 10 days of the date on the timely notice, the benefits remain reduced or inactive pending a hearing decision unless the individual specifically requests that the benefits, including supportive services, continue. Explain to the individual that if the Agency's decision is upheld, any overpayments resulting from continuation of benefits will have to be repaid. If the request is received within 20 days of the date of the timely notice, and the individual claims good cause for not reporting within 10 days, determine if the reason for the delay meets the following good cause criteria: 1. The individual was away from home during the entire timely notice period; 2. The individual was unable to read or comprehend the timely notice and the right to request a fair hearing; 3. The individual moved, which resulted in a delay in receiving or failure to receive the timely notice; 4. The individual had a serious illness; or 5. The delay was no fault of the individual. If good cause is determined and the individual requests continuation of benefits, reinstate the case within five work days. Accept the individual's statement for good cause unless there is reason to doubt. B. If the case is active and benefits are reduced and the individual requests a hearing within 10 days of the date on the timely notice, benefits remain reduced unless the individual specifically requests benefits continue. If the individual requests benefits continue, reinstate benefits within five work days at the level prior to the timely notice. C. If benefits are discontinued and the individual, within 10 days of the date on the timely notice, requests a hearing and continuation of benefits:] 1. Complete a Request for Hearing, Appeal or Withdrawal through Worker Portal by accessing the Hearing tab at the top of the navigation page. 2. If reason for discontinuance is "failure to keep recertification interview," complete a recertification. 3. [For all other reasons for discontinuance, annotate case notes in Worker Portal.]

(volume-i-general-administration)(page-112)Page 112#

MS 0490 (1) Volume 1 - General Administration MS 0490 - R. 2/1/15 - OMTL-481 Program Participation Pending the Hearing - SNAP Depending upon the circumstances of the case, the recipient is entitled to participate during the hearing process. The worker explains to the recipient that: A. Participation is continued in the following circumstances: 1. If the recipient requests a hearing during the 10-day timely notice period, participation is continued on the basis authorized immediately prior to the timely action notice unless the recipient specifically waives continuation of benefits. The recipient is advised that if the hearing finds the agency’s decision was correct and the household was ineligible for all or part of the Supplemental Nutrition Assistance Program (SNAP) benefits received pending the hearing officer's decision, a claim is established against the household for the value of extra benefits received. 2. If benefits are reduced or terminated as a result of a mass change without individual notice of timely action, benefits are reinstated on the prior basis only if the issue contested is that eligibility or benefits were improperly computed or that federal law or regulations were misapplied or misinterpreted by the agency and if the household requests the continuation. B. Once continued or reinstated, benefits are not reduced or terminated unless: 1. The certification period expires. Upon expiration of the certification period, the recipient can reapply and have eligibility redetermined. 2. A change affects the household's eligibility or basis of issuance while the hearing decision is pending, and the household fails to request a hearing after the subsequent notice of adverse action. 3. A mass change affects the household's eligibility or basis of issuance while the hearing is pending. 4. The hearing officer makes a preliminary determination in writing, and at the hearing, that the sole issue is one of federal law or regulation and the household's claim that the State Agency improperly computed the allotment or misinterpreted or misapplied such law or regulation is invalid. The household is notified by form KIM-105, General Notice of Action, when benefits are reduced or terminated pending the hearing officer's decision. 5. [The household fails to appear for the hearing, and the Office of Administrative Hearings (OAH) notifies the local office that the hearing request has been abandoned. If the household fails to appear, reduce benefits effective with the next monthly issuance. The household is notified by form KIM-105.]

(volume-i-general-administration)(page-114)Page 114#

MS 0497

[1]

Volume 1 – General Administration MS 0497 – R. 6/1/26 – OMTL – 696 Individual Hearing Rights

[An individual not only has the right to request a hearing but also has additional rights.

A. Explain to the individual or their representative the following rights in a language and format they understand:

1. The right to a qualified interpreter if the individual is Limited English Proficient (LEP) and rights to reasonable modification and auxiliary aids and services for individuals with disabilities;

2. To present the case themselves or to have it presented by legal counsel or another representative. Inform the individual of the availability of free legal services;

3. To review the case record relating to the issue;

4. To bring witnesses to support their case in the hearing;

5. To present arguments without interruption;

6. To question any testimony or evidence and cross-examine witnesses; and

7. To submit evidence establishing pertinent facts and circumstances in the case.

B. Explain to the individual that the department does not provide payment for legal counsel but, if available, will refer them to a legal aid agency.

C. Provide the individual and the individual's representative or legal counsel with adequate opportunity to examine all documents and records to be used at the hearing, a reasonable time before the date of the hearing, as well as during the hearing. The contents of the case file, including the application form and documents of verification used by the agency to establish the household's ineligibility or eligibility and allotment, are made available. Confidential information, such as names of individuals who have disclosed information about the household without its knowledge or the nature or status of pending criminal prosecutions, is protected from release. If requested by the household or its representative, the agency provides a free copy of the relevant portions of the case file. Confidential information protected from release and other documents or records that the household will not otherwise have an opportunity to contest or challenge are not presented at the hearing, and do not affect the hearing officer's decision.

D. If the individual, after requesting a hearing, is dissatisfied with the medical evidence used in making the case decision, the individual may request an examination from another medical examiner. If an examination by an internist or specialist was received within three months prior to the date of the hearing request, the individual must specify the reason for the additional examination.

(volume-i-general-administration)(page-116)Page 116#

MS 0500 (1) Volume 1 - General Administration MS 0500 - R. 8/1/18 - OMTL-533 Conduct of the Hearing A. Hearings are conducted by an impartial hearing officer who is knowledgeable of the Department's law, policy, and procedures. The Office of Administrative Hearings (OAH) operates independently and recommended orders are based only on information presented at the hearing. B. Hearings are privately conducted at a place convenient to the client and: 1. Are orderly but informal; 2. Conducted without the use of strict technical rules of evidence and procedure; 3. Provide a method by which the client can speak freely regarding facts and circumstances of the situation, refute testimony, and examine all papers and records introduced as evidence; 4. Provide the client the opportunity to submit additional evidence and to cross-examine witnesses; and 5. Concluded when the hearing officer is satisfied that sufficient evidence has been introduced to resolve the issue. C. The hearing is attended by the worker and/or supervisor and by the client or his/her representative or both. The hearing may also be attended by friends and relatives of the client, if the client so chooses. However, the hearing officer has the authority to limit the number of persons in attendance at the hearing if space limitations exist. D. At the hearing, the worker or individual must be prepared to present the facts surrounding the issue/action. Preparation is important because the hearing officer cannot consider any information or documentation not presented at the hearing. The preparation includes: 1. Reviewing the case record to become familiar with the case situation. 2. Drafting a presentation that is clear and concise. The written presentation can be entered into evidence after the oral presentation, if needed. 3. For hearings involving a Medical Review Team (MRT) determination, the medical information used by MRT for the determination must be presented in chronological order for each provider. The MRT packet contains a form titled “Case Development Sheet”. This form provides names and dates of requested medical information and contacts. In the MRT packet, the form follows the MRT decision. 4. [Making at least two copies of any forms, notices, documentation, and system screen prints (including Worker Portal comments) that are to be presented as evidence to support the issue or action. One copy is for the hearing officer and the other is for the client.]

(volume-i-general-administration)(page-117)Page 117#

MS 0500 (2) 5. Making two copies of all pertinent manual sections that support the issue/action – one for the hearing officer and the other for the client. Use only Operation Manual Sections, including updates, and Family Support memorandums issued by the Division of Family Support Central Office. Do not submit training materials, forms, or items not issued or sanctioned by the Division of Family Support as evidence at the hearing. 6. Contacting individuals that may be witnesses for the Agency to notify them of the time and place for the hearing. Witnesses, if available, may agree to testify telephonically. These witnesses may include an individual from the MRT, Medicaid (MA), Targeted Assessment Project (TAP), Claims Management Section (CMS), Determining Eligibility through Extensive Review (DETER), etc. Witnesses should be briefed on the issue or action in order for them to testify effectively. When an individual agrees to testify as a witness for the Agency, information from the case record pertinent to the hearing issue is copied and forwarded to that individual. This will allow the individual to be prepared to testify. 7. If a collateral contact was used to verify a household situation and an administrative disqualification hearing is to be held, contact the persons who provided statements about the case to ask if they will attend the hearing. If the person will not attend, ask for a signed written statement supporting verbal information indicated in Worker Portal comments. Worker Portal comments alone are not acceptable sources of verification in a hearing. The worker who spoke to the collateral contact must also attend the hearing to verify statements made on Worker Portal and should be notified well in advance of the hearing date to ensure their attendance. 8. Taking the case record to the hearing to assist in responding to questions asked during the hearing. 9. Dressing professionally. 10. Using professional language when presenting the summary and evidence. When called upon to present the Agency’s position, speak clearly. Explain the policy and procedure used in terms that everyone attending the hearing can understand. If unsure of a response to a question, advise those present that the information is not available at the hearing but will be provided if necessary. E. If conclusive evidence is not produced at the hearing, the hearing officer may continue the hearing. If the hearing officer continues the hearing, the hearing process must still be completed within 60 calendar days of the hearing request for the Supplemental Nutrition Assistance Program (SNAP) or 90 calendar days for MA. If the hearing is continued, the client and workers are notified 10 days in advance of the time and place of the continued hearing. A client or representative may request the hearing officer to delay the recommended order for a reason beyond the control of the client. The decision to grant the delay and continue the hearing is made by the hearing officer.

(volume-i-general-administration)(page-118)Page 118#

MS 0510 (1) Volume 1 - General Administration MS 0510 - R. 7/1/25 - OMTL-674 Recommended Order After completion of the hearing, the hearing officer drafts a recommended order. For Medicaid (MA), State Supplementation, Kentucky Transitional Assistance Program (KTAP), Kinship Care (KC), Kentucky Works Program (KWP), Family Assistance Short Term (FAST), and Child Care Assistance Program (CCAP) hearings, the recommended order is not the final order; therefore, action is not taken on the case until a final order is received. For Supplemental Nutrition Assistance Program (SNAP) related hearings, recommended orders will become the final order if no exceptions are taken, after the 15th day from the mail date of the recommended order. A. The hearing officer: 1. Reviews all evidence and drafts a recommended order. A recommended order: a. Summarizes the facts of the case; b. States the reason for the recommended order; c. Identifies the supporting evidence and the pertinent Operation Manual sections; and d. Cites pertinent state and federal regulations. 2. Ensures that the recommended order complies with federal and state law or regulation and is based on the hearing record. 3. Mails a copy of the recommended order for review to: a. The individual; b. The individual’s representative, if one was present at the hearing; and c. The Department for Medicaid Services (DMS), if the issue involved patient status in a skilled nursing home. 4. Uploads the recommended order to the Hearings Module, creating a task for the Hearings Public Assistance Program Specialist (PAPS) to review the order and take appropriate action. B. If at the hearing, the individual presents new medical evidence which may affect the determination of incapacity, disability or good cause the hearing officer will issue an Interim Order sending the case back to the Medical Review Team (MRT) for a redetermination using the new medical information. The hearing record will be held open for 30 days. Refer to MS 0465. C. The recommended order is reviewed by the parties listed in item A.3 and A.4. The parties have 15 calendar days from the mail date indicated on the recommended order to review and file any exceptions and/or rebuttals. Exceptions or rebuttals filed after the 15th calendar day are disallowed. 1. If the Agency determines that no exception is required in response to a denied Administrative Disqualification Hearing (ADH) or Fair Hearing

(volume-i-general-administration)(page-119)Page 119#

MS 0510 (2) recommended order, the worker must visit the Hearings Module within five calendar days and click on the “Exceptions Request” button and select “No” to answer the question, “After reviewing the recommended order, do you believe exceptions should be filed?” After making the selection, briefly provide your explanation in the comments box and “Save” and “Submit”. This will create a task for Central Office staff to review. a. For SNAP-related hearings, if no exceptions to a recommended order are submitted to the Cabinet Secretary/Secretary’s Designee by the 15th calendar day, the recommended order becomes the final order then on the 16th day and the agency can take appropriate action on the case. b. For all other program-related hearings (MA, State Supplementation, CCAP, KTAP, KWP, FAST, KC), regardless of whether an exception is filed to a recommended order by the 15th calendar day, a final order is required to be issued by the Cabinet Secretary/Secretary’s Designee. The agency does NOT take any action until a final order is received. 2. The recommended order is reviewed to ensure that it is in accordance with regulations. If there are no exceptions or rebuttals to a SNAP program related recommended order received within the 15-day period, then on the 16th day the recommended order becomes the final order. [Note: Central Office will no longer receive notification of the recommended orders from the Office of Administrative Hearings (OAH) or final orders from the Cabinet Secretary/Secretary’s Designee. Hearings PAPS will receive notification through Worker Portal and be responsible for reviewing the orders to determine if an exception is required. If an exception is required, follow instructions below and follow the hearing procedure process for administrative disqualification hearings through Worker Portal.] 3. Exceptions by the Agency are filed by Division of Family Support (DFS) Central Office staff. a. Use the following procedures to file an exception; 1) Upon receipt of a recommended order, the worker and their supervisor have five calendar days from the date it was mailed to determine if an exception is needed. An exception can only be based on the facts and evidence presented at the hearing. New information or evidence may not be used to take exception. 2) The region drafts an exception outlining why the recommended order should be changed. 3) If the Agency determines that an exception is required in response to the ADH or Fair Hearing recommended order, the worker must visit the Hearings Module by the 5th calendar day from the date it was mailed and click on the “Exceptions Request” button and select “Yes” to answer the question, “After reviewing the recommended order, do you believe exceptions should be filed?” After making the selection, briefly provide your explanation and specify the evidence you are referring in the comments box and “Save” and “Submit”. This will

(volume-i-general-administration)(page-122)Page 122#

MS 0520 (1) Volume 1 - General Administration MS 0520 - R. 1/1/19 - OMTL-538 Local Office Follow-up to a Final Order [When the final order signed by the Cabinet Secretary/Secretary’s Designee is received in the local office, the final order and recommended order are reviewed by the supervisor and worker for any reference to future action in the case. A. For reversals of denials or discontinuances of Income Maintenance (IM) cases, take case action to approve or reapprove the case and return the case record to active status. For reversals involving reduction of IM benefits, take case action within 10 days to restore benefits effective the date of the reduction action on which the hearing was held and authorize supplemental benefits, if appropriate. B. Final orders which result in an increase in the household’s ongoing Supplemental Nutrition Assistance Program (SNAP) allotment or the issuance of a supplemental or restoration must be reflected in the benefit allotment within 10 days of the receipt of the final order. If the final order is a result of a request for a casualty replacement that was denied, the casualty replacement must be issued within 10 days of the receipt of the final order. Determine if the recipient has an existing claim. If so, offset benefits, if appropriate. C. When a final order is received that instructs the worker to resubmit a case to Medical Review Team (MRT) for a determination of incapacity or good cause for the Kentucky Works Program (KWP) or for a determination of disability for Medicaid (MA), do the following: 1. Within two days of receipt of the final order, send an appointment letter to the client to complete an MRT Referral. Request the client bring in new or updated medical information. 2. At the appointment, complete an MRT Referral and include any new or updated medical information the client presented at the hearing or has been received since the hearing. Also, have the client sign form MRT-15, Authorization to Disclose Information to Cabinet for Families and Children. 3. Once the MRT request is completed on Worker Portal, a task is generated for MRT staff to complete the disability/incapacity determination. Once a determination has been made, a task is generated for a worker to take appropriate action based on MRT’s decision. If the client disagrees with the action taken based on the new determination, the client can request a hearing. D. If the final order includes recommendations for referrals to, for example, Rehabilitation Services, immediately follow up such recommendations.

(volume-i-general-administration)(page-124)Page 124#

MS 0530 (1) Volume 1 - General Administration MS 0530 - R. 10/1/19 - OMTL-553 Appeal to the Cabinet Secretary/Secretary’s Designee An appeal to the Cabinet Secretary/Secretary’s Designee is the final administrative review available to a recipient dissatisfied with the decision of the hearing officer. A. Requesting an Appeal. If the recipient disagrees with the hearing decision, the recipient must appeal within 15 days of the date the hearing decision was mailed. The mailing date is the date on the hearing decision. The Cabinet Secretary/Secretary’s Designee, if requested by the recipient, may grant a 10 day extension to the 15-day time standard, if good cause for the delay is established according to MS 0475. Whenever an appeal is not made within the 15-day time standard, submit a memorandum with the appeal explaining the cause of the delay and request the Cabinet Secretary/Secretary’s Designee to determine if good cause for the delay exists. The recipient's request for appeal may be either a verbal or written request. The date of the verbal request is the date of the appeal; however, any verbal request must be confirmed in writing by the recipient. The written request is a letter from the recipient that is uploaded as an “exception” in the Hearings module. The date the letter is received establishes the date of the request for appeal. Encourage the recipient to make the appeal in the local office or via phone to avoid delay in requesting the appeal within the prescribed time frame. B. Forwarding the Appeal/Exception Request. Attach the appeal request in the Hearings Module as an “exception” document and annotate in comments that an exception was filed by the client. A task will be generated to the Cabinet Secretary/Secretary’s Designee to take appropriate action. Do not send the case record unless it is requested. The Cabinet Secretary/Secretary’s Designee will have the necessary material and tape of the hearing record. C. [Action after Submitting Request. Central Office will mail the client a copy of any exception filed by the Agency. All exceptions filed, regardless of origin, create a task for the Hearings Public Assistance Program Specialist (PAPS) to review. Parties may request permission within seven calendar days from the date of the filed exception to submit written arguments or new evidence regarding the appeal to the Cabinet Secretary/Secretary’s Designee. The Cabinet Secretary/Secretary’s Designee will send Medicaid hearings recipients an acknowledgement letter indicating the receipt the appeal/exception request.] If the Cabinet Secretary/Secretary’s Designee orders a special examination, the recipient is notified of the date, time, and place of the examination, with a copy of the notification sent to the local office. The recipient notifies the local office if they are unable to keep the appointment and the supervisor emails the Cabinet Secretary/Secretary’s Designee to advise and schedule a new appointment.

(volume-i-general-administration)(page-129)Page 129#

MS 0560

[1]

Volume 1 – General Administration MS 0560 – R. 6/1/26 – OMTL – 696 Documentation of Alien Status

[Verify the status of an alien who is applying for benefits through the United States Citizenship and Immigration Services (USCIS) documentation.

Under no circumstances may a State agency:

A. Require any information about the citizenship or immigration status of anyone who is not applying for the Supplemental Nutrition Assistance Program (SNAP);

B. Deny SNAP to applying household members because a non-applicant household member has not disclosed their citizenship or immigration status or social security number; or

C. Try to establish or verify immigration status through any means other than the procedures outlined below. The Department of Homeland Security (DHS) has primary responsibility to determine the status of non-citizens.]

Aliens who left their homelands under emergency situations may not have all the required documentation for eligibility, such as verification or documentation of birth, marriage, divorce, or relationship. In the absence of the regular sources of verification, use Form I-94, I-151, I-551, or other entry documents to verify required information (e.g., age, relationship, or immigration status). Review and accept any documents brought from their homeland that verify the alien's situation. The individual’s statement may be accepted for verification of marriage, divorce, relationship, and death. USCIS documents may be used to verify date of birth. The individual’s statement is not acceptable to verify immigration status. Immigration status must be verified by USCIS documents.

Use the following chart as a guide to the USCIS documentation. This is not an inclusive chart. An individual may have a different USCIS document that identifies the immigration status and date of entry. Accept any USCIS documentation provided by the individual that verifies status and date of entry, unless it is questionable. Have the alien resolve any questionable status through USCIS.

Note: Concerning Form I-94, Arrival/Departure Record: On 4/30/13, Customs and Border Protection (CBP) automated the I-94 process at air and seaports only. Most non-alien visitors entering the country via air and seaports will no longer be issued a paper I-94. Instead, the admission information generally provided in the paper I-94 will be stamped on the traveler’s foreign passport (i.e., COA, date of entry, and expiration date), with the exception of the I-94 admission number. Aliens have to visit the U.S. Customs and Border Protection website to print their I- 94 admission number. Also, if an alien is unable to provide a passport with the admission stamp, a copy of their record of admission can be printed by the alien at this website.

[CBP no longer issues the paper I-94 card to refugees at Ports of Entry (POE); they will need to obtain the I-94 record online. CBP will stamp the refugee’s transportation boarding letter upon admission to the U.S., which is provided to the

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MS 0560

[2]

Principal Applicant of each refugee case. The transportation boarding letter will be the only document provided to the refugee with an official CBP refugee stamp.]

Derivative asylees and parolees will continue to receive a paper I-94. CBP will strike out the pre-printed number and hand-write the true I-94 number on the document. Use the handwritten I-94 number when verifying immigration status.

The I-94 has a letter that indicates the entry status. The letter will have a number after it, such as A-2, H-3, etc. Letter codes A through L indicate they entered the U.S. for a temporary reason.

The following list defines the specific letter codes:

A – Foreign government official; B – Visitor for business or pleasure; C – Alien in travel status; D – Alien crewman; E – Treaty trader, investor, and family; F – Student; G – Representatives and personnel of international organizations; H – Temporary worker; I – Members of foreign press, radio, or other information media; J – Exchange visitor; K – Fiancé or fiancée of a U.S. citizen and their children; or L – Intra-company transferees and their families.

If the I-94 has an entry other than codes A through L, the alien has entered the U.S. for permanent residence. The entry indicates the status of the alien, such as refugee, asylee, victims of human trafficking, and eligible relatives, etc.

Status of Alien USCIS Document Permanent resident alien before August 22, 1996 I-151 (Registration Receipt Card), commonly known as the “Green Card”, was replaced with the I-551 (Permanent Resident Card) in March 1996 Permanent resident alien on or after August 22, 1996 If a veteran of the US Military If active-duty US Military I-551 (Valid for 10 years)

DD-214 Discharge Certificate Any document showing an active status Refugee I-94 marked with "admitted under INA 207, "Refugee”, or "Refugee - Conditional Entrant." Asylee I-94 marked with "admitted under INA 208" or USCIS letter Deportation Withheld I-94 marked with "admitted under INA 243(h)" or letter from immigration Judge Amerasians I-94 or I-551 marked with an identifier in comments - AM1, AM2, AM3, AM6, AM7 or AM8 Parolees I-94 marked with "admitted under INA 212(d)(5)" The date will read "Indefinite". Conditional Entrants I-94 marked with "admitted under INA 203(a)(7)"

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MS 0560

[3]

Cuban/Haitian Entrants I-94 may be marked "admitted under INA 207", "Refugee", or "Refugee - Conditional Entrant". Battered Alien I-94 admitted under INA 204(a)(1)(A) or (B), or whose deportation is suspended under INA 244(a)(3) Victims of Human Trafficking and Eligible Relatives I-94 or visa with “T-1” category. Eligible relatives of the victims have T-2, T-3, T-4, or T-5 category designations. Afghan/Iraqi Special Alien Passport with an alien visa (IV) stamp noting the individual has been admitted under the IV category SI1; DHS stamp or notation on passport or form I-94 showing date of entry or form I-551 (green card) SI6. Spouse of an Afghan/Iraqi Special Alien Passport with an alien visa (IV) stamp noting the individual has been admitted under the IV category SI2; DHS stamp or notation on passport or form I-94 showing date of entry or form I-551 (green card) SI7. Unmarried dependent child of an Afghan/Iraqi Special Alien Passport with an alien visa (IV) stamp noting the individual has been admitted under the IV category SI3; DHS stamp or notation on passport or form I-94 showing date of entry or form I-551 (green card) SI9. Iraqi Special Alien under Section 1244 Passport with an alien visa (IV) stamp noting the individual has been admitted under the IV category SQ1; DHS stamp or notation on passport or form I-94 showing date of entry or form I-551 (green card) SQ6. Spouse of an Iraqi Special Alien under Section 1244 Passport with an alien visa (IV) stamp noting the individual has been admitted under the IV category SQ2; DHS stamp or notation on passport or form I-94 showing date of entry or form I-551 (green card) SQ7. Unmarried dependent child of an Iraqi Special Alien under Section 1244 Passport with an alien visa (IV) stamp noting the individual has been admitted under the IV category SQ3; DHS stamp or notation on passport or form I-94 showing date of entry or form I-551 (green card) SQ9.

Native Americans born in Canada Form I-181, Memorandum of Creation of Record of Admission for Lawful Permanent Residence, form I-551 with the code S13, an unexpired I-551 stamp in a Canadian passport, form I-94 with the code S13, or a letter or other tribal document certifying at least 50% American Indian blood

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MS 0562

[1]

Volume 1 - General Administration MS 0562 - R. 6/1/26 - OMTL- 696 [Documentation for Alien Victims of Trafficking

Traffickers force young men, women, and children into prostitution, slavery, and forced labor through coercion, threats of physical violence, psychological abuse, torture, and imprisonment. The worker doesn't need to determine whether someone is a victim of a severe form of trafficking or to contact the United States Citizenship and Immigration Service (USCIS) or any division of the Department of Justice (DOJ) to consult on these issues.

The Trafficking Victims Protection Act of 2000 (Public Law 106-386) provides that “victims of a severe form of trafficking” are eligible for benefits and services administered by the Department for Community Based Services (DCBS). Individuals identified as victims and their eligible relatives are treated as aliens who are admitted to the United States as refugees and are not barred from receiving benefits during their first five years in the United States. Eligible relatives include the spouse and dependent children of the victim, and if the victim is a child, the child's parents and siblings. This eligibility is without regard to the actual immigration status of such victims.

The Office of Refugee Resettlement (ORR) is designated to certify that an adult is a victim of a severe form of trafficking. Children under 18 years of age do not need to be certified. However, the child must still be determined eligible for benefits as a minor victim of a severe form of trafficking. ORR issues a certification letter for adults and a letter, similar to the adult certification letter, for children. These letters serve as verification that the individual is a victim of trafficking.

Use the following policy and procedures when processing cases that contain a member who is a victim of human trafficking.

A. Applications for Kentucky Transitional Assistance Program (KTAP), Medicaid, or Supplemental Nutrition Assistance Program (SNAP) who are victims of a severe form of trafficking must present their letter from ORR to the worker.

1. Accept the ORR letters in place of Immigration and Naturalization Service (INS) documentation. Victims of a severe form of trafficking are not required to provide proof of their immigration status. Do not complete a Systematic Alien Verification for Entitlement (SAVE) inquiry on the victims.

2. Email ORR to confirm the validity of the ORR letter and to notify ORR of the type of benefits for which the individual has applied.

B. The entry date for the individual is the certification date that appears in the body of the ORR letter.

C. If the individual does not have documents to verify identity, contact ORR for assistance.

D. If the individual does not have or cannot obtain a Social Security Number (SSN) for work purposes, assist the individual in obtaining an SSN for non-work

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MS 0562 [2]

purposes by providing the individual a letter for the Social Security office that includes: 1. The Cabinet’s letterhead;

2. The individual’s name;

3. The reason a non-work number is required; and

4. A statement of eligibility for the program benefits. This means that all the eligibility factors are verified and entered into the system for approval.

The letter cannot be a form letter, photocopied, or generic.

Do not delay, deny, or discontinue assistance pending the receipt of the SSN.

E. Determine technical and financial eligibility for the program and issue benefits, and if eligible, to the victim in the same manner as refugees.

If the application includes a member who is not a victim of a severe form of trafficking, this member is subject to the five-year ban for receipt of benefits unless their immigration status meets one of the statutory exceptions.

F. Email ORR at recertification.

1. If it is verified that the victim of a severe form of trafficking is recertified with ORR, take no further action until the next recertification.

2. If it is verified that a victim of a severe form of trafficking is not recertified with ORR, take action to have the recipient contact DCBS and determine if ongoing benefits are appropriate in another alien status.

G. At this time, there are no procedures to de-certify victims of severe forms of trafficking. The recipient should have an original updated letter of certification or a similar letter for children at recertification. The recipient’s ORR certification period is eight months and, in most cases, will not correspond with a given program’s certification period. If the household does not have an original updated letter from Health and Human Services (HHS), email ORR for assistance.

If, during an interview, it is determined that the alien is not or is no longer eligible based upon an email response received from ORR, determine eligibility using other criteria for them.

H. Anytime an applicant or recipient believes they may meet the definition of a victim of “severe forms of trafficking”, provide the individual the phone number of the Department of Justice, Division of Civil Rights, 888-428-7581, or the Refugee State Coordinator with Catholic Charities of Louisville, 502-636-9263.

If it is believed that a child has been subjected to a severe form of trafficking, the worker is to make a referral to Protection and Permanency (P&P). P&P makes the decision if the alleged maltreatment meets the adult or child eligibility criteria for intake.]

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MS 0566

[1]

Volume 1 - General Administration MS 0566 - R. 6/1/26 - OMTL- 696 Consideration of the Sponsor’s Income and Resources

[The income and resources of the sponsor and the sponsor’s spouse are deemed as available to a sponsored alien who completed the affidavit of support on or after Dec. 12, 1997.

A. Deeming the sponsor’s income applies to all aliens sponsored by individuals. Deeming continues until the alien gains citizenship.

1. The total income and resources of the sponsor and spouse are considered available to the alien’s household. Consider the deemed income as unearned income.

2. If a change in sponsorship occurs during the recertification period, verify and recalculate the deemed income and resources.

B. There are exceptions for deeming a sponsor’s income. Do not deem the sponsor’s income to the alien if one of the following exceptions applies:

1. If the alien is determined to be indigent. Apply the following conditions to determine indigence:

a. The amount of the sponsor's income and resources given to the alien does not exceed the amount agreed to in the affidavit; and

b. Without the assistance of the Cabinet, the alien would be unable to obtain food and shelter. In determining if the alien is indigent, consider the alien’s own income, plus any cash, food, housing, or other assistance provided by other individuals, including the sponsor.

Count only the amount actually provided by the sponsor for a 12- month period. The 12-month period for the indigent exception starts with the month the determination is made.

If an alien is determined indigent, forward the names of the sponsor and sponsored alien involved to the appropriate program branch in the Division of Family Support.

2. If the alien or alien’s child has been subjected to extreme cruelty or has been battered in the United States (U.S.) by:

a. A spouse or parent; or

b. A member of the spouse's or parent's family living with the alien or alien’s child, and the spouse or parent allows the cruelty or battery; or

3. If the alien is a child who lives with a parent who has been battered or subject to extreme cruelty in the U.S. by:

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MS 0570 [1]

Volume 1 – General Administration MS 0570 – R. 6/1/26 – OMTL - 696 Systematic Alien Verification for Entitlement (SAVE)

Federal law requires that the immigration status of aliens applying for benefits be verified. The Systematic Alien Verification for Entitlement (SAVE) is the U.S. Citizenship and Immigration Services (USCIS) system of verification for this purpose. SAVE is used to re-verify the initial documentation of the immigrant's status received from the alien. Any applicant who is not a U.S. citizen or national is required to carry immigration documentation that contains an Alien Registration Number (A-Number) or an I-94 Admission Number. These numbers are used to access SAVE.

[For aliens who have permanent resident status, the SAVE process is completed only once. For all other aliens, the SAVE process is repeated at every application or recertification, or until they are granted permanent resident status.]

Do not complete a SAVE inquiry on victims of human trafficking. However, do complete a SAVE inquiry on eligible family members of trafficking victims.

[Do not complete a SAVE inquiry on individuals who are not applying to receive benefits.

Under no circumstances may a State agency:

A. Require any information about the citizenship or immigration status of anyone who is not applying for the Supplemental Nutrition Assistance Program (SNAP);

B. Deny SNAP to applying household members because a non-applicant household member has not disclosed his or her citizenship or immigration status or Social Security Number(SSN); or

Use the following procedure when an alien applies for benefits.

A. Initiate a request for verification by SAVE. Send a memorandum with the following information to the Regional Office:

1. Case name and number;

2. For each alien member: name, the corresponding alien registration number, birthdate, the type of documentation provided, and if available, SSN and the I-94 admission number; and

3. Worker name, code, and phone number.

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MS 0590 (1) Volume 1 - General Administration MS 0590 - R. 8/1/22 - OMTL-603 Federal Benefit Changes Retirement, Survivors, Disability Insurance (RSDI), Supplemental Security Income (SSI), Railroad Retirement (RR), Black Lung, and designated Veterans Administration (VA) beneficiaries periodically receive a change in the benefit amount. A. Federal Benefit Changes 1. Medicaid (MA) and Kentucky Transitional Assistance Program (KTAP): [All recipients who receive these benefits are affected and are responsible for reporting the change within the appropriate timeframe in guidance with each program requirement.] Note: Individuals in Long Term Care (LTC) who only receive SSI are not affected by the conversion. 2. Supplemental Nutrition Assistance Program (SNAP): These changes in federal benefit income are known to the agency and are not required to be reported by SNAP recipients/households. a. The federal increase is considered a mass change. b. A notice of action taken is required, but a timely notice of a reduction or discontinuance of benefits is not required. B. [Worker Portal generates all required notices for any case action taken as a result of the conversion.] C. Verifying Benefits During the first week of December, request verification of benefits as follows: 1. Railroad Retirement [Benefits for these individuals may increase or decrease. Use form PAFS-54, Letter to Verify Railroad Retirement Benefits, or the “Active Cases with Black Lung, Railroad Retirement, or Veterans Income” listing to send one alphabetical list of claimants per local office to the appropriate RR District Office shown below. List the claimant’s name, wage earner’s name, and the claim number as it appears on the Medicare card. The Louisville District Office serves most Kentucky counties except those listed below:] Counties: Send to: Boone, Bracken, Cincinnati District Office Campbell, Gallatin, CBLD Center, RM. 201 Grant, Kenton, 36 East 7th Street Mason, Pendleton Cincinnati, Oh. 45202

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MS 0640 (1) Volume 1 - General Administration MS 0640 - R. 3/1/20 - OMTL-563 Voter Registration Federal and state law requires the Department to distribute voter registration forms, assist individuals in the completion of forms, and ensure the completed voter registration forms reach the appropriate state election office for processing. A. Staff are subject to fines, imprisonment up to five years, or both, if convicted of: 1. Seeking to influence political preference or party registration; 2. Displaying any political preference or party allegiance; or 3. Making statements or acting in a way that implies that a decision to register or not to register to vote will have any bearing on the availability of program services or benefits. B. At application, recertification, and when an address change is reported, the head of household/applicant meeting the following criteria is provided the opportunity to complete an application to register to vote or update voter registration: 1. [Be included in the assistance application or case; and 2. Be age 17 or over.] C. Hard copy versions of the voter registration form SBE 01, Commonwealth of Kentucky Voter Registration Application, are made available to the general public in the reception area. D. Other household members may complete form SBE 01 if wishing to register to vote. E. Staff must provide the same level of assistance to individuals wanting to register to vote as is provided for other applications. This includes providing assistance in completing the application to register to vote, unless the applicant/head of household refuses help. F. Completion of the Voter Registration Form is only an application to register to vote. The State Board of Elections approves or denies the application and sends a notice to the applicant. G. General information regarding the voter registration process in Kentucky can be found at the Commonwealth of Kentucky State Board of Elections Website.

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MS 0650 (1) Volume 1 - General Administration MS 0650 - R. 6/1/25 - OMTL-672 Voter Registration Procedures A. At application, recertification, and address change for the head of household (HOH) age 17 years or over: 1. For Face-to-Face Interviews: Enter if the HOH wants to register to vote in Worker Portal. [Form PAFS-706, Voter Registration Rights and Declination, is system- generated. The HOH signs and dates the form.] Form SBE 01, Commonwealth of Kentucky Voter Registration Application, is generated when the HOH, who is age 17 or older, states he/she is not registered to vote at the current residence and would like to apply to register. If the HOH is not present, the authorized representative is given form PAFS 706 and/or the Voter Registration Application, depending upon the response to the question to be completed by the HOH. 2. For Phone Interviews: Follow the instructions for face-to-face interviews and mail form PAFS-706 and/or the Voter Registration Application, depending upon the response to the question, to the household. Inform the HOH to return the forms along with other verification to the local Department for Community Based Services (DCBS) office. 3. For Mail-In Applications and Recertifications: The system generates and mails a letter of explanation, form PAFS-706, and form SBE 01 to LIS Medicaid referrals. All Simplified Assistance for the Elderly (SAFE) cases are mailed the explanation letter, PAFS-706, and the Voter Registration application. 4. For Address Changes: Anytime a home address is changed on the address case change screen, a letter of explanation, form PAFS-706, and the Voter Registration Application will be system-generated to the head of household. [Note: As the completion of form PAFS-706 is not an eligibility requirement, it will not be included on a Request for Information (RFI). B. If the individual wants to register to vote, the individual completes the Voter Registration Application by checking the party affiliation, reads or is read the voter declination statement on form PAFS-706 and signs and dates the Voter

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MS 0675 (1) Volume 1 - General Administration MS 0675 - R. 10/1/24 - OMTL-654 Resolving Match Discrepancies Use the following verification procedures when an Income and Eligibility Verification System (IEVS) discrepancy is identified in any program. A. Match Data Requiring NO Independent Verification: 1. Matching data from Supplemental Nutrition Assistance Program (SNAP), Unemployment Insurance, State Data Exchange (SDX) and Beneficiary Data Exchange (BENDEX) (Unearned Income) files require no independent verification UNLESS the data is questionable. 2. If the matching data is questionable (i.e., conflicts with previously verified case information), document the reason on Worker Portal. Resolve the discrepancy and take appropriate case action within 30 days of the match date. 3. If the matching data is not questionable (i.e., does not conflict with previously verified information), resolve the match within 30 days after the match date. 4. For data received from these sources which is not considered in the case record, adjust benefits within 30 days after the match date. B. Match Data Requiring Independent Verification: 1. Matching data from Wage Records, Internal Revenue Services (IRS) (Computer Matching Data) and BENDEX (Wage and Pension) files require independent verification since the data obtained in the match is several months old and may not reflect current household circumstances. Attempt to resolve 100 percent of matching data requiring independent verification within 30 days after the control date/match date; however, on an individual worker basis, 20 percent may remain unresolved for up to 90 days pending verification from the data source. This remaining 20 percent must be resolved within 90 days after the control date/match date. The 30 and 90-day timeframes DO NOT apply if the case is due for recertification prior to those timeframes. Resolve all matches before the recertification is processed. 2. General Procedure for Independent Verification: a. When a Match requiring verification is received the month prior to the recertification month, do not take action (issue an Request for Information (RFI)) AFTER the date of Cut-Off or Negative Action. Document Case Notes that a match has been received, the reason for not acting on it at that time, and that it must be acted on during recertification.

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MS 0675 (2) b. For Matches acted on during the month of recertification, discuss the match during the interview and request the individual provide the required verification to resolve the match before the recertification due date. Explain to the individual that the verification must be provided before the recertification can be approved. Document Case Notes thoroughly to ensure the worker processing the recertification is aware of the match and the requested verification. Note: For Medicaid cases without a recertification interview, contact the individual to discuss the match and request the individual provide the required verification to resolve the match. Issue an RFI and document in Case Notes. c. For cases not due for recertification, enter the information on Worker Portal and allow the system to issue an RFI requesting the necessary verification. If the requested verification is not returned timely, the system will take appropriate action. Allow the household 10 calendar days from the date of the notice to provide the requested verification. For Medicaid, allow the household 30 calendar days to provide the requested verification. Follow the below procedures and if the individual does not return the information, discontinue the case. When requesting verification by RFI, DO NOT list Federal Tax Information (FTI) on the form. FTI is data derived from the IRS such as: (1) BENDEX earned income; (2) IRS matching data; and (3) Other unearned income IRS computer matches. All screens containing FTI can be easily identified by the banner which states, “This screen contains IRS data – do not print.” The RFI must only request general information. NEVER list any specific information found on income match or computer match screens, such as the employer’s name or the amount of income. Example: A match shows that Bob earned wages of $3,000 from Wal- Mart in the 3rd quarter. On the RFI, the worker requests that the individual contact the Department for Community Based Services (DCBS) to discuss the income. The worker does not specify the name of the employer, amount of the wages, or any other information obtained from the computer match screens. When Bob contacts DCBS the worker asks if he works at Wal-Mart and requests his check stubs. No information from the match is listed on the RFI; therefore, no FTI is shared. The RFI and the check stubs are scanned into ECF. d. When verification, other than what was originally requested, is required as a result of contact with the recipient prior to expiration of the 10-day period, prepare another RFI, as appropriate and allow 10

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MS 0675 (3) calendar days for the recipient to return the additional verification. For Medicaid, allow 30 days for the recipient to return the verification. e. Upon receipt of verification, send the appropriate notice of eligibility/ineligibility, if required, and adjust benefits timely. f. Document all actions thoroughly and completely. g. [Resolve the exception through the Computer Match task.] 3. Wage Records. Use the following criteria to determine when a match requires independent verification. a. The matches which determine whether independent verification is required are the last available Wage Records quarter and the quarter prior to the last available Wage Records quarter. [Example: If the last available Wage Records quarter is the third quarter of 2023 (shown as 3/23) the quarter prior to the last available Wage Records quarter would be the second quarter of 2023 (shown as 2/23). (1) If there are no matches for either of those quarters, no independent verification is required to resolve the Wage Records match. Resolve the exception through the Computer Match task. (2) If a match is shown for either or both quarters, determine whether the income is currently being received by the member.] (a) If the case record contains adequate verification for resolution, document accordingly and resolve the Computer Match. (b) If independent verification is required, refer to item B. 2. b. After IEVS resolution, process any possible claim in accordance with MS 0870. 4. Computer Matching Data Information. Should recipients inquire about the source of Agency information, indicate the data was secured through computer matches made by the Agency. Use the following criteria to determine when a match requires independent verification. a. Independent verification is not required if the match data is currently considered in the case record or the case record contains adequate verification for resolution. Document accordingly and resolve the Computer Match. b. Independent verification is required if the case record does not contain adequate verification. Refer to item B. 2. Additionally, if a bank account has been closed, a statement from the bank or source is required to verify the closure. c. After IEVS resolution, process any possible claim in accordance with MS 0870.

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MS 0675 (4) [Note: When processing income matches with verification available on Eligibility Advisor (EA), it is not appropriate to use the income unless the individual confirms the employer’s name and wages shown on EA are correct. Refer to MS 0680. C. Public Assistance Reporting Information System (PARIS) Veterans Match – Individual Summary: PARIS Veterans Match – Individual Summary, is a quarterly report that matches the Social Security Number (SSN) of Worker Portal members receiving Veterans Administration (VA) benefits against the PARIS Veterans File. The report lists the case information, member information, and the VA matched data. The report includes a two-character Entitlement Code (ENT CODE) that identifies the payment type of the award. The first character indicates the type of service and the second character indicates if the payment is Pension or Compensation (Example: ENT CODE ‘71’ is ‘Vietnam Service Compensation’). Note: ENT CODE ‘51’ indicates a one-time compensation payment for the Month-of-Death. It is not identified in the key.] Use the key below to determine the payment type. First Position Second Position 0 - Gulf War Service 1 - Compensation 1 - WWI Service 2 - Protected Pension (veteran) 2 - WWII Service 4 - Section 306 Pension (veteran) 3 - Korean Conflict Service 5 - Death Compensation 4 - Peacetime Service 6 - Protected Pension (survivor) 7 - Vietnam Service 7 - Dependency Indemnity Compensation 9 - Philippine Service 8 - Section 306 Pension (survivor) D - Improved Pension (survivor) L - Improved Pension (veteran) The gross, net, and check amounts in the VA data portion are shown in whole dollars only (no cents). Therefore, if the individual receives a VA amount that includes cents, then the amount shown on the report will be less than the actual amount received. 1. If the VA income is already counting in the case for the member and the amount on the report differs within 0.99 cents, no change is required to the case except documentation of the match. 2. If the VA income is already counting in the case for the member and the amount on the report differs more than 0.99 cents, consider the income verified upon receipt of the match, the match amount as accurate, and correct the case accordingly. 3. If the VA income is not counting in the case, consider the income verified upon receipt of the match, the match amount as accurate, and correct the case accordingly.

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MS 0680 (1) Volume 1 - General Administration MS 0680 - R. 12/15/25 - OMTL-686 IRS Safeguarding Issues The Internal Revenue Service (IRS) requires that measures be taken to protect or safeguard confidential information. The IRS audits the Cabinet for Health and Family Services (CHFS) annually for compliance with these safeguarding requirements. The following procedures have been developed as a result of these requirements. A. General Safeguarding Procedures: Staff should take all precautions necessary to protect information that must be safeguarded, such as the following: 1. All Federal Tax Information (FTI) – including Computer Match, Income and Eligibility Verification System (IEVS), Beneficiary Data Exchange (BENDEX), earned income, and any other information that comes from the IRS. Worker Portal screens containing FTI are identified by the banner stating, “This screen contains IRS data – do not print.” FTI must NEVER: a. Be copied, e-mailed, printed, or faxed; or b. Be scanned into the Electronic Case File (ECF). 2. Two-barrier security is required for FTI. This means access to the material is locked by two locks. Place form DTA-FTI-1 (included as an attachment to the annually issued FSM, “IRS Safeguarding Procedures”), to the front of all file drawers or locked boxes (with two barrier security) where any potential FTI is held, identifying that those files contain FTI. Also, attach Form DTA-FTI-1 to the front of any file folders within the file so that it is visible to anyone who looks at those records. 3. Any material containing an individual's Social Security Number (SSN) must be safeguarded. Limit access to the case and other recipient-related information. 4. Minimize public access to confidential information: a. Secure work areas against unauthorized and unsupervised access; b. Ensure that during an interview, only the case record pertinent to that individual is visible on the desktop or surrounding areas; c. Ensure that computer terminals only display information related to that individual during interviews; and d. Sign off or lock computer terminals when not in use or when leaving the work area.

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MS 0680 (2) 5. Keep mailed information secure: a. Check mail trays for recipient information regularly; and b. Do not leave recipient information in mail trays overnight. 6. Properly dispose of case record material and other recipient information as follows: a. Shred the material into 5/16 inch or smaller strips; or b. Place in a designated box: (1) Seal the designated boxes and store in a secure location, preferably one that can be locked; and (2) Complete the Certificate of Disposal form. B. Procedures for Safeguarding IRS Information – Computer Match: 1. When an IRS match is received on the computer, and independent verification is required, do not print any Worker Portal screens containing IRS data. These screens can be identified by the banner, which states, “This screen contains IRS data – do not print.” Do not specify the IRS data in case comments 2. If verification is available through system inquiry for the match, and no claim is established, contact the individual to verify the information is accurate, then file the information in the case record and comment accordingly. If verification cannot be obtained through system inquiry, or the individual cannot be reached, the case must pend for the required information. Allowable comments in the case concerning the resolution of the match would be “Computer Match dated ‘mm/dd/yyyy’ resolved”. Generic employment information should be entered for Request for Information (RFI) that are mailed as a result of a computer match. Example: While processing an income match for wages from ABC Employment Agency, staff are unable to reach the individual to confirm that the wages shown on Eligibility Advisor (EA) are representative of anticipated ongoing income. Enter generic employer information when entering into Worker Portal, such as, but not limited to, Job beginning xx/xx/xxxx. It is important that the employer’s name is not entered into the case until it is confirmed with the individual that the information is correct. The RFI must not state the name of the matched employer. 3. If verification returned as a result of the request indicates the need for a claim referral, follow normal procedures in establishing a claim. Note: Form PAFS-7, Notification of Appointment/Request for Verification, is obsolete effective May 1, 2011; however, the log used to track FTI-1 is kept in a locked file and maintained for five years after the last item on the log is destroyed, at which point it is destroyed per procedures found in General Safeguarding Procedures, item D.

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MS 0680 (3) C. Procedures for BENDEX Information: 1. Do not scan any BENDEX information into ECF. BENDEX information is: a. Earned income data found on Worker Portal screens identified by the banner which states, “This screen contains IRS data – do not print;” and b. Retirement, Survivors Disability Insurance (RSDI) income data and earned income data found on BENDEX Inquiry and Kentucky Information Management System (KYIMS) Job Menu, program 39, New BENDEX. 2. Do not mention BENDEX in case comments. Document that the income amount was verified by system inquiry on mm/dd/yyyy. 3. If it is necessary to print and keep any BENDEX screen information, it must be stored under two-barrier security in a folder or file labeled with form DTA-FTI-1. The case record may only reference where verification is filed. 4. Do not copy, fax, or e-mail BENDEX information. D. Purging IRS Federal Tax Information found in Case Records: [Case records cannot contain any BENDEX information, IEVS information, or Department of Child Support Services (DCSS) screens containing IRS data. 1. Check all active and inactive case records for BENDEX information, IEVS information, and DCSS screens containing IRS data. 2. Purge BENDEX information, IEVS information, and DCSS screens containing IRS data found in the active and inactive case records. The purged information must be disposed of following the procedures in General Safeguarding Procedures, item A.6.] E. Penalties for Failure to Safeguard IRS Information: 1. Unauthorized inspection or disclosure of Federal income tax returns or return information may be punishable by a $5,000 fine, five years imprisonment, or both, plus the cost of prosecution, per Internal Revenue Code Section 7213(a); 2. A taxpayer may bring suit for civil damages in a US District Court for unauthorized disclosure or unauthorized inspection of returns and return information, per Internal Revenue Code Section 7431. This Section allows for punitive damages in case of willful inspection or disclosure or gross negligence, as well as the cost of the action; and 3. These civil and criminal penalties apply to the individual worker even if the unauthorized disclosures or unauthorized inspection were made after employment with the Agency terminated and if the individual is no longer an employee of the Commonwealth of Kentucky. F. Improper Inspection or Disclosure:

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MS 0690 (1) Volume 1 - General Administration MS 0690 - R. 5/1/25 - OMTL-669 Prisoner Match Workers must view the State Verification & Exchange System (SVES) prisoner match report found on the Living Arrangement screen for ALL household members age 15 and older at each application, recertification, and member add. A banner is also provided within the Living Arrangement details screen when the system has reviewed the report and a match is found for individuals in the case. The banner will continue to display until the case is disposed. When completing a Supplemental Nutrition Assistance Program (SNAP) application, recertification, or member add: A. [Check SVES for each household member age 15 and older and discuss any records found within the prior six months with the individual. Detailed notes are only required when verification must be requested for an individual with incarceration matches that include the date of confinement and discharge date for each record found within six months of the application date. Verification is not required for any periods of incarceration with a discharge date more than six months before the individual received SNAP benefits. Comments are not required for those members who do not have a match.] B. If a household member was incarcerated during the SNAP certification period, or six months prior to their SNAP application, verification of their release must be provided. Pend the case for verification of release date, if not readily available. A Request for Information (RFI) is generated requesting verification. The individual has 30 days to provide the verification if the record is reviewed at application or untimely recertification, and until the end of the month for a timely recertification. At member add, the information must be provided within 10 days. If the individual is unable to provide their release paperwork, a collateral contact should be made to the facility where they were incarcerated. The facility’s contact information is available on the report.

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MS 0730 (1) Volume 1 - General Administration MS 0730 - R. 12/1/16 - OMTL-510 Electronic Disqualified Recipient Subsystem (eDRS) The Electronic Disqualified Recipient Subsystem (eDRS) is a national database of all individuals disqualified due to an Intentional Program Violation (IPV) in the Supplemental Nutrition Assistance Program (SNAP). IPV disqualifications must be entered on the Worker Portal in order to track occurrences and to allow the matches of out-of-state disqualification information. The eDRS system sends and retrieves data via real time web service interface to transmit SNAP IPV disqualification information. A. [Effective March 16, 2016, staff in the Division of Family Support (DFS) who are working from the Program Integrity queue will receive eDRS tasks via the Worker Portal for disqualifications entered by other states. An eDRS query will be sent for each adult household member requesting SNAP benefits on Worker Portal at application, recertification, and at member add, if the new member is age 18 or older. If the query results in a match: 1. An eDRS task is created and sent to the Program Integrity queue. The disqualification details will automatically populate the IPV screen. This will provide the details of the IPV disqualification, including occurrence, decision date, start date, and length of the disqualification. Contact information for the originating state is also provided. 2. The worker starting the task must contact the originating state to request documentation of the IPV. In order to enter the IPV in the Worker Portal, one of the four types of supporting documentation must be obtained; either: a. A signed waiver of an Administrative Disqualification Hearing (ADH); b. An ADH order; c. A deferred adjudication agreement; or d. A court order. The document will verify the disqualification time period and how the IPV was determined. 3. The originating state has 20 days to provide the documentation. Non- expedited cases will not dispose until after the 20th day in order to allow time for the verification to be obtained. a. For cases meeting expedited criteria, process the case without the IPV verification and document in comments that information relating to an out-of-state IPV has been requested but not provided by the originating state. b. For cases not meeting expedited criteria, if the documentation is not received by the 20th day or by the 10th day for a member add, process the case without the information and document in comments that information

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MS 0810

(1) Volume 1 - General Administration MS 0810 - R. 8/1/26 - OMTL-703 How to Identify a Claim

A. [Identification of claims is an automatic process if an overpayment is detected by the Integrated Eligibility and Enrollment System (IEES) during case processing. For example, field staff make appropriate case changes and IEES detects a potential overpayment. At disposition, an automatic Discrepancy Referral information screen is triggered. Field Staff can create an overpayment discrepancy task for the Regional Claims Worker (RCW) to review from this screen. All other claims are manually referred.

B. A Manual Claim referral is created when the following occurs:

1. Supplemental Nutrition Assistance Program (SNAP) benefits are trafficked;

2. Benefits designated for a specific purpose are used to purchase unapproved items or services;

3. Claims identified as occurring prior to implementation of IEES and were not processed on Kentucky Claims Debt (KCD) Management System;

4. Medicaid Fraud;

5. Individual Child Care Fraud;

6. Child Care Provider Fraud;

7. Some supportive service payments are overpaid; or

8. When any overpayment is detected by field staff that is not automatically detected by IEES.

C. When completing a claim referral or while establishing a claim, staff will utilize one of the following detection code associated with how the claim was identified:

1. Batch Match/Computer Match: Used when computer file data from the Income and Eligibility Verification System (IEVS) is matched against case and member information on Worker Portal and the discovery of unreported income/resources results in an overpayment or incorrect issuance of benefits for all Family Support assistance categories;

2. Public Assistance Reporting Information System (PARIS): Used when a recipient match is received showing benefits were issued in more than one state for the same timeframe;

3. Hotline: Used when an overpayment is found due to a citizen, known or anonymous, contacting the Food and Nutrition Administration (FNA) through a Whistleblower Complaint or the Office of Inspector General

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MS 0810 (2) (OIG) through a Hotline Complaint with information pertaining to a benefit recipient that may be unreported or unknown to the agency. FNA or OIG will then route these complaints to the designated contact for investigation and dissemination;]

4. Quality Control (QC) reviews: Used once the QC process has been completed and a positive error for an over issuance has been detected;

5. Audit: Used when an overpayment is detected via the evaluation process conducted by the United States Department of Agriculture (USDA), Department of Health and Human Services (DHHS), Auditor of Public Accounts (APA), or the Government Accounting Office (GAO);

6. Quality Assurance (QA) review: Used when an overpayment is found by a supervisor, principal, Case Review Team (CRT), or the Division of Family Support (DFS) during any case review process;

7. Management Evaluation (ME) reviews: Used when an overpayment is detected during the review of SNAP cases conducted by ME staff;

8. Central Office: Used when an overpayment is detected by central office staff or when there is an overpayment involving an employee or Simplified Assistance for the Elderly (SAFE) claims;

9. Worker: Used when an overpayment is found during the course of regular casework via application, recertification, or case processing and the worker generates a claim referral, or while processing Fidelity Information Systems (FIS) fraud alerts;

10. Office of the Inspector General (OIG): Used when an overpayment is detected during an OIG investigation;

11. Client: Used when an overpayment is found from a report from the household;

12. Department of Child Support Services (DCSS): Used when an overpayment is found due to unreported child support income and DCSS informs the Department for Community Based Services (DCBS) of the income;

13. Third Party: Used when an overpayment is detected from information provided by a source outside of the agency (i.e., an employer);

14. Eligibility Advisor (EA): Used when an overpayment is detected by unreported income discovered via EA; or

15. National Accuracy Clearinghouse (NAC): Used when an overpayment is detected by the receipt of a notification from the NAC system for the receipt of duplicate benefits in more than one state for the same timeframe.]

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MS 0830 (2) b. For SNAP claims, sending forms FS-80, Notice of SNAP Suspected Intentional Program Violation (SIPV), and FS-80A, Voluntary Waiver of SNAP Administrative Disqualification Hearing, to a SNAP household with a claim that does not meet criteria for OIG referral or OIG does not pursue prosecution. c. RCWs are to update comments on IEES whenever any action is taken on a claim and to ensure that all appropriate dates and codes are entered on the Benefit Recovery screen, in order to document that appropriate action is taken during the claim process. For SNAP claims, update when: 1. Form FS-80 and FS-80A are mailed to the recipient; 2. Form FS-80A is signed and dated by the recipient and returned; 3. Form FS-111, Deferred Adjudication Disqualification Consent Agreement is signed and dated; or 4. An Administrative Disqualification Hearing (ADH) is requested, scheduled, affirmed, or reversed. Note: This information is reviewed for accuracy during the Case Review and the Management Evaluation (ME) review process. 11. Requesting and participating in SNAP ADHs or court proceedings to give testimony to identify a recipient and testify to the explanation given of the recipient’s rights and responsibilities. 12. Verifying and imposing SNAP disqualifications identified by the electronic Disqualified Recipient Subsystem (eDRS). 13. Providing an explanation of benefit reduction to affected households. 14. Responding to fraud hotline requests generated by OIG. 15. Accepting non-cash payments (checks, money orders, or EBT) and issuing receipts for payments brought to the local office for established claims. Non-cash payments are to be mailed to: Claims Management Section 275 E. Main St. 3E-I Frankfort, KY 40621. Advise the recipient to send any future payments to the Claims Management Section (CMS). 16. Referring questions relating to the payment of claims, other than those relating to benefit reduction, to CMS at 502-564-3440. 17. Referring all questions relating to tax intercepts, garnishment of wages, and other intercepts to CMS at 502-564-3440.

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MS 0870

(1)

Volume 1 – General Administration MS 0870 – R. 8/1/26 – OMTL-703 General Procedures for All Claims

[Potential claims are identified for active and inactive cases via an automatic Discrepancy Referral or a manual claim referral. For active cases, the Regional Claims Worker (RCW) responsible for reviewing claim referrals is assigned based on where the household or member lives. For inactive cases or households that have moved out of state, the RCW responsible for reviewing claim referrals is assigned based on the last region of residence where benefits were received.

A. The basic process for task creation for claim referrals includes the following:

1. During case processing, field staff process a change that creates the Discrepancy Overpayment information screen in the Integrated Eligibility and Enrollment System (IEES) or create a manual claim referral when IEES does not detect the potential overpayment.

2. Field staff create a manual Claim Referral for potential claims under the Benefit Management tab for Medical Assistance (MA), Temporary Assistance for Needy Families (TANF) related programs, Simplified Assistance for the Elderly (SAFE), and Supplemental Nutrition Assistance Program (SNAP) trafficking.

3. RCWs will receive a task for “Discrepancy Referral to Claims Worker” or a “Family Support Claim Referral Task”.

4. A Claim Referral is not considered a valid claim until it is investigated and moved from a pending claim status to an active claim status by an RCW.

Complete the following actions related to any suspected over-issuance occurring in the SNAP, SAFE, MA, Kinship Care (KC), Child Care Assistance Program (CCAP), Kentucky Transitional Assistance Program (KTAP), and KTAP-related programs administered by Family Support field staff:

B. Review the circumstances to determine the reason for the error and correct any active case. If an active SAFE case requires corrections, Central Office staff within the Nutrition Assistance Branch (NAB) must be notified via the SAFE inbox to act on the update.

C. Determine if any companion cases exist that may be affected by the potential claim.

D. After entering a change and running eligibility, if you are directed to the Overpayment Discrepancies screen, you will proceed with the following steps:

1. Scroll to the right of the screen to view all details that should be entered.

2. Select the proper method under the Detection drop-down.

3. Select the cause of the discrepancy under the Reason drop-down.

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MS 0870 (2)

4. Select claim type under the Category Type drop-down.

5. Select refer or not refer to claims.

6. Enter specific details regarding the discrepancy in the comment box, including why the claim was referred or not referred, including all relevant details regarding the referral.

7. Click Next to submit the discrepancy.

E. Potential claim referrals are submitted at the case level on IEES.

Exception: MA, SNAP Employment & Training (E&T), SNAP trafficking, Kentucky Works Program (KWP), and referrals with no associated case are submitted and entered on IEES under the individual level.]

F. RCWs are required to enter all available information for the potential claim on IEES within 10 days of the discovery date. The discovery date of the claim is the date that the RCW starts the task.

G. Scan claim information into the Electronic Case File (ECF). See MS 0850.

H. RCW staff will schedule an appointment with the household on IEES, if needed:

1. The scheduled appointment is to occur no later than 30 days from the discovery date.

2. Appointment notices should be sent to the household within 10 days of the discovery date of the claim.

3. Appointments are not required to be scheduled for Agency Error (AE) claims. Appointments are required for Inadvertent Household Error (IHE) and Suspected Intentional Program Violation (SIPV) claims and can be scheduled as a face-to-face or phone interview (except when a phone number is not available). See MS 1020 for SNAP trafficking procedures.

4. The RCW is responsible for contacting the individual at the time the phone interview is scheduled. The face-to-face interview is scheduled in the local office of the county where the client is active or last received in. If the individual is not currently receiving benefits and has moved out of the county that has the claim, the individual may travel to the county for the interview, be given a phone interview, or the new region may be asked to handle the claims interview.

5. Comments regarding the scheduling of the interview are required to be entered when it is scheduled and at the completion of the interview. If the individual is not reachable at the time of the scheduled interview, the RCW is required to leave a message on how to contact them and update comments regarding the outcome. Do not leave any confidential information on the voice recording.

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MS 0870 (3)

Note: If the claim is split due to household members moving in or out, a second appointment is not required. Only one interview is required.

I. Households that refuse to provide information required to determine ongoing eligibility are discontinued for non-cooperation.

J. Document claim comments as well as IEES case comments:

1. Every action taken and the date it happened.

2. List in chronological order the circumstances that resulted in the claim.

3. The date and time of the scheduled interview, if applicable, and the result of the interview at the time it was scheduled.

Example: 2/12/2020 – Interview appointment scheduled for 2/25/2020 at 1:00 p.m. Eastern Time. Appointment notice mailed to household on 2/12/2020. 2/25/2020 – Claim comments should include the phone number you contacted the client at and thoroughly explain the outcome of the interview appointment. This also includes reaching their voicemail and the need to leave a message for a return call.

4. False, misleading, or untimely statements made by the member(s).

5. List all verification used to determine the claim.

6. An explanation of the category of the claim.

7. An explanation of any corrective action taken to prevent future errors of the type that caused the claim.

8. For claims caused by unreported income, indicate who had the income, the type of income, name of employer if it is earned income, and the time period of receipt of the unreported income.

9. The hearing decision and other actions pertaining to the disposition of the claim, such as completion of a waiver to a hearing, termination of an Office of Inspector General (OIG) referral, or court disposition.

10. Any action by the RCW that deviates from the normal procedures.

K. Compute the claim amount based on available information, i.e., wage records, batch match, Eligibility Advisor, driver's license, etc. RCWs are not to investigate using Facebook, Google, or by calling family, friends, employers, or landlords to seek information about the individual that the household did not verify. If a collateral contact is used to substantiate a claim, request and obtain written verification from the source for the claim record.

[Example 1: The case record contains form PAFS-76 that was completed by the landlord. When the RCW contacts the verification source to determine time period of household composition, it is found it

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MS 0870 (4)

was not completed by the landlord. In the claim, it is notated that the individual returned false verification, as the landlord did not complete the PAFS-76.

Example 2: The case record contains form PAFS-700 from the individual’s employer. The employer can be contacted to verify information pertaining to an individual’s employment but is not to be questioned about the individual’s living situation.

Example 3: An individual applied for SNAP benefits on 3/21/2023. Over the course of their certification period, the employment reported at the application ended with the last pay received in June 2023. The individual never reported the change to the agency, and the income continued to count in the case. A claim referral was submitted after the recertification interview for a potential overpayment due to the individual starting new employment on 6/15/2023, and the household failed to report exceeding the gross income limit by 7/10/2023. During the claim investigation, the RCW should attempt to verify the income and termination through the use of form CL-700, Verification of Employment and Wages, a collateral contact, or other acceptable forms of verification. The RCW should not consider terminated income in claim calculations if they are able to obtain verification of the termination and final wages, even when the termination is not reported by the household. Claim calculations utilize the household’s actual income received during a benefit month when determining if an overpayment of benefits occurred.]

L. If verification of the claim cannot be substantiated by any available source, determine if the claim should be referred to OIG for further investigation. If the claim does not meet the criteria for a referral to OIG, then no claim exists. If information later becomes available to establish the claim, it can be reentered as a potential claim on the Benefit Recovery Module.

M. Potential fraud claims that meet the criteria in MS 0910 are referred to OIG for further investigation. If a disability exists or Limited English Proficiency (LEP) is present, prior to completing a referral to OIG, seek an assessment of the individual’s ability to understand program rules from the Department of Community Based Services (DCBS) Equal Employment Opportunity (EEO) Coordinator or Cabinet for Health and Family Services (CHFS) EEO Compliance Branch, 275 East Main Street 5 C-D, Frankfort, KY 40621 or call 502-564- 7770.

[N. State Supplementation potential claim referrals are sent directly to the Medical Support and Benefits Branch (MSBB):

1. If detection is made by field staff for a potential State Supplementation claim, a manual claim referral is submitted on the Benefit Recovery module within the Benefit Management tab.

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MS 0880 (1) Volume 1 – General Administration MS 0880 – R. 3/1/22 – OMTL-592 General Procedures for a Suspected Fraud Claim A preliminary determination of suspected fraud is made after review of the information available to the worker regarding the circumstances of the claim and the individual’s statements regarding the reason(s) for the claim. The supervisor must agree with the findings of the worker referring the case(s) to the Office of Inspector General (OIG) for possible prosecution. Use criteria in MS 0910 to refer a case to OIG. A. Fraud is suspected when an individual: 1. Makes a false or misleading statement in order to receive benefits; 2. Misrepresents, conceals, or withholds factual information in order to receive benefits; 3. Commits a violation of the Food and Nutrition Act relating to the use, presentation, transfer, acquisition, receipt, or possession of Supplemental Nutrition Assistance Program (SNAP) benefits. Specifically prohibited is: a. Purchasing a controlled substance using SNAP benefits; b. Purchasing firearms, ammunition, or explosives using SNAP benefits; c. Buying or selling SNAP benefits on or after August 22, 1996; and d. Making a false statement on or after August 22, 1996, pertaining to identity or residence in order to receive duplicate benefits. 4. Permits an individual other than those listed on the Kentucky Health Card to obtain health care benefits; 5. Misuses a Medicaid-covered service, such as medical transportation, for a non-medical purpose; or 6. Misuses supportive service payments. B. [Suspected fraudulent SNAP claims are established on the Benefit Recovery Module as a Suspected Intentional Program Violation (SIPV). After the claim has been established as SIPV, a change in status must be completed within 90 days. If the claim is not referred to OIG, pursue the Intentional Program Violation (IPV) by sending form FS-80, Notice of SNAP Suspected Intentional Program Violation, and form FS-80A, Voluntary Waiver of SNAP Administrative Disqualification Hearing, to the recipient for signature. If form FS-80A is not returned, is returned unsigned, or without a date, submit a request for an Administrative Disqualification Hearing (ADH) within three calendar days. See MS 1070 for ADH procedures.] C. A SNAP claim is not considered fraud unless:

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MS 0890 (1) Volume 1 – General Administration MS 0890 – R. 7/1/21 – OMTL-580 How to Determine the First Month of a Claim To determine the first month of the claim, apply the following rules. A. [For applications that are incorrectly processed based on information provided at the interview, the claim is established for the effective month of approval and continues for every subsequent month the incorrect information is used. Example: The individual applies for benefits and fails to report a source of income. The claim begins the month of approval and continues until the income is considered in the determination of the benefit. B. The 10-10-10 formula is used to determine the first month of the claim. 1. Determine when the change became known to the household; 2. From that date, allow the household 10 days to report; 3. Allow the worker 10 days to act on the report; and 4. Allow 10 days for adverse action. 5. The month in which the adverse action period ends determines the first month of the claim. The beginning month of the claim is the next month after adverse action ends. C. Simplified Reporting households have until the 10th of the month following the month a change occurs to report a required change. Example: A household’s income increases above the permitted gross limit in August. The individual has until September 10 to report the change. The worker has 10 days to act on the change (September 20), and 10 days (September 30) are allowed for adverse action. The first month of the claim is October. D. A reportable Kentucky Transitional Assistance Program (KTAP) or Kinship Care (KC) change is required to be reported within 10 days. When changes decrease benefits or result in discontinuance of a case, the change must be entered on the Integrated Eligibility and Enrollment System (IEES) by either the negative action cutoff or Child Care Assistance Program (CCAP)/KTAP/Medicaid (MA) cutoff date, whichever affects the next month’s benefits. Example 1: An individual reports a member of the benefit group left the home on September 5, 2010. CCAP/KTAP/MA cut-off is September 21, 2010. Negative action cut-off is September 20, 2010. As this change will decrease benefits, the change must be entered by September 20, 2010, to be effective for October

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MS 0900 (1) Volume 1 – General Administration MS 0900 – R. 10/1/24 – OMTL-658 Determining Eligibility Through Extensive Review The Determining Eligibility Through Extensive Review (DETER) program is offered by the Office of Inspector General (OIG) to prevent individuals from receiving benefits fraudulently. A DETER referral is appropriate ONLY if a specific issue affecting eligibility is identified. Cases that appear suspect are referred to the DETER program for investigation. A. Refer only applications and reapplications that cannot be resolved through normal case processing. DETER is not used on Expedited Supplemental Nutrition Assistance Program (ExSNAP) applications or State Supplementation applications. Only send a DETER referral if there has been a break in benefits. A break in benefits is defined as there is at least one month in between receipt of benefits. Example: An individual received benefits in January. The case discontinued effective February. The individual reapplies in February. Do not complete a DETER referral as there has not been a break in benefits. Example: An individual received benefits in January. The case discontinued effective February. The individual reapplies in March. A DETER referral can be completed since there has been at least a one month break in benefits. 1. Access the DETER function on the case summary screen on the Integrated Eligibility and Enrollment System (IEES). a. Enter detailed comments in the DETER referral window regarding the allegation and what case type is being referred to DETER. b. Scan all related information into the Electronic Case File (ECF). 2. DETER is operational in all counties. 3. Caseworkers must explore all avenues available to resolve the issue before referring the case to DETER. An inappropriate DETER referral will be returned to the worker. B. After satisfying the verification requirements or when all avenues have been exhausted, use the following guidelines to determine if a referral to DETER is appropriate. 1. During the initial application, the caseworker suspects the individual may have withheld information during the interview. 2. The individual provides any verification relative to the eligibility determination that appears to have been altered or not authentic. 3. The applicant provides contradictory information relative to any eligibility factor.

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MS 0900 (2) 4. The individual does not respond during application or reapplication to questions relating to eligibility. Example: The individual states rent and utilities are being paid, no income is reported, and individual does not have a valid explanation as to how the expenses are being paid. C. [In instances where there are two days or less until the case must be processed, a DETER investigation is not possible. The case should be processed and then a Manual Claim Referral created for regional claim staff to review and submit to OIG.] D. After the DETER referral is made, pend the case for up to 15 days or until the case due date, whichever occurs first, to allow the investigator time to gather information and report findings. The investigator has up to 15 calendar days to complete the investigation and provide their findings unless the case due date is less than 15 calendar days from the date of the DETER referral. If there are not 15 days prior to the case due date you must specify, in the DETER comments box, the case due date. Once the DETER investigation is complete, OIG returns the final report to the worker who initiated the DETER referral and the worker’s supervisor. 1. Comment thoroughly the reason for the DETER investigation and pending the application. 2. Pend the case until forms DTR-2, Case Detail Summary Sheet, DTR-2A, DETER Response and Request for Action, and DTR-3, DETER Investigation Report, are received from the DETER investigator or until the case reaches its due date, whichever comes first. Do not pend cases past their due date. Example: A SNAP application is taken on January 1. After verification had been returned on January 23, the worker noticed an altered verification form and initiated a DETER referral. There are not 15 days prior to the case due date of January 30. When the worker creates the DETER referral, they must specify in the DETER comment box that the investigation needs to be completed by January 29. Example: A SNAP application is taken January 1. The individual first stated the father of the child was in the home, but then she stated the father of the child was out of the home. The worker, through all avenues of questioning, cannot determine if the father is in the home. On January 1 the worker submits a DETER referral. The worker would not need to specify a due date when the DETER referral is submitted as there is more than 15 days before the case is due. E. Caseworkers will receive forms DTR-2, DTR-2A, DTR-3, and a document titled Report Attachments containing any supporting documentation obtained during the investigation via e-mail. Caseworkers must review all information provided

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MS 0910 (1) Volume 1 – General Administration MS 0910 – R. 11/1/25 – OMTL-685 Referral of Claims to the Office of Inspector General The Department for Community Based Services (DCBS) contracts with the Office of Inspector General (OIG) of the Cabinet for Health and Family Services (CHFS) to investigate and pursue prosecution of individuals suspected of fraudulently receiving or trafficking program benefits. A. The following claims are referred to OIG for investigation: 1. Medicaid (MA) claims, regardless of the amount, when an individual has withheld or provided false information to receive assistance. MA claims are not entered on the Integrated Eligibility and Enrollment System (IEES) unless adjudicated through the court system. 2. [A Kentucky Transitional Assistance Program (KTAP), Kentucky Works Program (KWP) supportive services, Kinship Care (KC), Family Assistance Short Term (FAST), Work Incentive Reimbursement (WIN), Relocation Assistance Program (RAP), or Supplemental Nutrition Assistance Program (SNAP) case suspected of fraud, when the claim amount: a. Is estimated to be $10,000 or more due to unreported wages only; b. Is estimated to be $3,000 or more for reasons other than unreported income; c. There is a companion case(s), and the combined amount is estimated to be $3,000 or more; or d. There is a companion MA case with at least one month of suspected ineligibility. 3. SNAP trafficking cases/referrals that are believed to be $10,000 or more. 4. SNAP trafficking involving controlled substances, firearms, ammunition, or explosives, regardless of the suspected amount. Note: Any trafficking that does not meet the criteria of items 3 or 4 will need to be handled administratively. 5. Child Care Assistance Program (CCAP) recipient eligibility claims estimated to have a value of $5,000 or more AND suspected to be fraudulent. 6. Child Care provider claims of $10,000 or more and evidence of fraudulent billings, limited to the availability of funds. 7. Low-Income Home Energy Assistance Program (LIHEAP) cases, regardless of the amount.]

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MS 0910 (2) B. Take the following actions when suspected fraud is discovered and the claim meets the criteria in Item A: 1. Calculate the claim based on available verification. 2. Complete form Claim/MA-1, Medical Assistance Eligibility Summary, for claims that include Medicaid. 3. Navigate to the OIG Fraud Claims Tracking SharePoint site and create a new PAFS-88 referral. Enter all relevant claim information in the referral, clearly explain the allegation, and indicate which programs are associated with the overpayment. 4. Upload supporting documentation using the Doc Link hyperlink for the referral. 5. Submit the PAFS-88 referral for supervisor review by updating the referral status. The assigned claims supervisor will review the referral, determine if the referral is appropriate, and ensure all required steps have been completed. The supervisor will have the option to reject the referral or approve and submit the referral for Claims Management Section (CMS) review. 6. CMS reviews the referral and supporting documentation before submitting the referral to OIG on the OIG Fraud Claims Tracking SharePoint site. C. OIG may request a claim to be recalculated based on the findings of the investigation. Complete all recalculations within 15 calendar days of the request by OIG. These computation requests are sent directly to OIG. Contact the OIG investigator and email CMS if there will be a delay in completing computations. D. OIG has a 90-day timeframe to complete the investigation and determine if prosecution will be pursued. 1. If prosecution is not pursued, OIG closes their case and returns the claim to DCBS for administrative action, which must be taken within 10 calendar days. For SNAP claims: a. If fraud is highly suspected, pursue administrative establishment of an Intentional Program Violation (IPV) claim. See MS 1070. b. If the claim was caused by the client but fraud cannot be determined, change the category on the Worker Portal form Suspected Intentional Program Violation (SIPV) and complete as an Inadvertent Household Error Claim (IHE). c. If OIG determines the claim resulted from an Agency Error (AE), review the claim circumstances. The DCBS claims worker determines the appropriate category of a claim. If an AE is found, change the indicator on IEES, and take appropriate action on the claim.

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MS 0920

(1)

Volume 1 – General Administration MS 0920 – R. 8/1/26 – OMTL-703 Fraud Hotline Referrals

A. The Office of Inspector General (OIG) maintains a toll-free hotline, 1-800-372- 2970, to report suspected fraud.

1. When a caller contacts the local office regarding fraud for any program, provide the toll-free hotline number.

2. Use this number to report alleged Medicaid (MA) vendor fraud.

3. Use this number to report alleged employee fraud.

4. If an individual indicates they are unable to leave a message when they call the fraud hotline, take the information and email OIG.

B. OIG screens complaints and sends valid hotline referrals via email to the designated contact for each region within the Department of Community Based Services (DCBS). The DCBS contact is required to respond within 20 calendar days with the outcome of the complaint.

[When a hotline referral is received:

1. Scan a copy of the hotline referral to the Electronic Case File (ECF). If there is an individual name and number listed as the complainant, attempt to contact and obtain any supporting documentation from them. Attempt to contact the household to discuss the allegation. Do not reveal the complainant's information. Review the case to determine if incorrect benefits were issued. Verify any necessary information and secure substantiating documentation. Document thoroughly in case comments any action taken pertaining to the referral.]

2. If the hotline referral is determined to involve suspected trafficking allegations, refer to MS 1020, Trafficking and Retailer Fraud.

3. If a change becomes known to the agency through a hotline referral, enter the change on the Integrated Eligibility and Enrollment System (IEES). IEES will generate a Request for Information (RFI) requesting verification of the change. When the requested verification is returned, enter the verification in IEES and allow the system to process the change. If the verification is not returned, IEES will act on the change according to policy in Volume 2 MS 6750 and MS 6760, as appropriate.

Example: It is reported that a non-custodial parent (NCP) is in the home with income. Enter the information on IEES and allow the case to pend for verification of household composition and income.

4. If sufficient information is not provided to enter the change on the system, select the Unclear Information button on the Case Summary screen and send the RFI notice requesting the specific verification needed to process the change. Document the case thoroughly as to why the question was utilized and what is requested on the RFI. Allow the household 10 days from the date the RFI is mailed to provide the verification. If the mandatory

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MS 0920 (2)

verification is not returned at the end of 10 days, the case will automatically deny/discontinue for non-cooperation.

5. If it is determined there is a possible overpayment of benefits, complete the Overpayment Discrepancy screen or enter a Manual Claim Referral on IEES within 15 calendar days from the date of the hotline referral.

6. If it is determined no overpayment exists based on the hotline referral information, indicate the reason for no action on IEES and return to the designated DCBS contact within 15 calendar days from the date of the hotline referral.

C. [The Food and Nutrition Administration (FNA) maintains a hotline number for the general public to report suspected fraudulent activity. FNA compiles the Whistleblower complaints and sends a report via email to the Integrity and Analysis Section (IAS) for review. IAS will send valid complaints via email to the designated contact for each region within DCBS.

When a Whistleblower complaint is received:

1. Enter the complaint on the Complaint Module in IEES. Scan a copy of the hotline referral to the Electronic Case File (ECF). If there is an individual name and number listed as the complainant, attempt to contact and obtain any supporting documentation from them. Attempt to contact the household to discuss the allegation. Do not reveal the complainant's information. Review the case to determine if incorrect benefits were issued. Verify any necessary information and secure substantiating documentation. Document thoroughly in case comments any action taken pertaining to the referral.

Note: Not all whistleblower complaints will necessarily be fraud. Some complaints may be issues regarding case processing and other general case resolution issues.

2. Review the case to determine if incorrect benefits were issued. Verify any necessary information and secure substantiating documentation. Document thoroughly in case comments any action taken pertaining to the referral.

3. Only use collateral contacts as a verification source as a last resort in these complaints.

4. If a change becomes known to the agency through a Whistleblower complaint, enter the change on IEES. IEES will generate an RFI requesting verification of the change. When the requested verification is returned, enter the verification in IEES and allow the system to process the change. If the verification is not returned, IEES will act on the change according to policy in Volume 2 MS 6750 and MS 6760, as appropriate.

Example: It is reported that a non-custodial parent (NCP) is in the home with income. Enter the information on IEES and allow the case to pend for verification of household composition and income.

5. If sufficient information is not provided to enter the change on the system, select the Unclear Information button on the Case Summary screen and

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MS 0920 (3)

send the RFI notice requesting the specific verification needed to process the change. Document the case thoroughly as to why the question was utilized and what is requested on the RFI. Allow the household 10 days from the date the RFI is mailed to provide the verification. If the mandatory verification is not returned at the end of 10 days, the case will automatically deny/discontinue for non-cooperation. If it is determined there is a possible overpayment of benefits, complete the Overpayment Discrepancy screen or enter a Manual Claim Referral on IEES within 15 calendar days from the date of the Whistleblower complaint.

6. For Whistleblower complaints alleging fraudulent household composition, please review the complaint thoroughly and if the complaint appears to be valid complete the Overpayment Discrepancies Screen or enter a Manual Claim Referral within the timeframe mentioned above so the complaint can be reviewed and sent to OIG if necessary.

Example: A whistleblower complaint is received and alleges the individual’s reported household composition is fraudulent; the father of the youngest child is, and has always been in the home, and the oldest child, which the individual has included in the household, is not in the home. The complaint states there is proof of the individual’s statements being false and social services can be contacted to verify. In this instance, an Overpayment Discrepancy or a Manual Claim Referral would be completed. The Regional Claims Worker (RCW) would send the complaint to OIG as the documentation provided by the individual would be considered questionable and the complaint appears to be valid.

7. For Whistleblower complaints alleging unreported wages, use any verification source available to the agency. If wages are found, complete the Overpayment Discrepancies screen or enter a Manual Claim Referral screen within the timeframe mentioned above.

8. For Whistleblower complaints alleging unreported or incorrectly reported self-employment income, complete the Overpayment Discrepancies screen or enter a Manual Claim Referral in the timeframe mentioned above so the complaint can be reviewed and sent to OIG if necessary.

9. If it is determined no claim overpayment exists based on the Whistleblower complaint, indicate the reason for no action on IEES and respond to IAS within 15 calendar days from the date of the whistleblower complaint.

10. If the Whistleblower complaint is determined to involve allegations of suspected trafficking, refer to MS 1020, Trafficking and Retailer Fraud.

11. A summary of actions taken by the agency must be submitted to IAS, using the proper chain of command, within 25 calendar days of receipt of the Whistleblower complaint.]

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MS 0940 (1) Volume 1 – General Administration MS 0940 – R. 12/1/21 – OMTL-586 Who Must Pay a Claim The following persons are responsible for paying a claim: A. Each person who was an adult member of the household when the claim or Supplemental Nutrition Assistance Program (SNAP) trafficking occurred. Example: A household consists of four members: two adults and two children. One adult is the head of household (HOH) and the case is in their name and social security number. An overpayment is discovered, and a claim established. Because the individual has an active case, the claim will automatically be repaid by benefit reduction. If the case is discontinued, benefit reduction ceases and a demand letter is issued from the Integrated Eligibility and Enrollment System (IEES) to the head of household. If the other adult member of the household subsequently reapplies for benefits, responsibility for repayment transfers to the active case and benefit reduction will be imposed. Example: A household consists of four members: three adults and one child. One adult is the HOH and the SNAP Eligibility Determination Group (EDG) is in his name. The second adult is disqualified for failure to comply with the Employment and Training Program (E&T). The third adult is an ineligible student. An overpayment is discovered, and a claim established. In this instance the only liable member is the HOH. Members that are disqualified or are ineligible and not included in the benefit group are not liable for overpayments that occur while they are not included in the benefit group. [B. Head of Household (HOH), the individual who signs the SNAP application, regardless of their eligibility in the SNAP case. Example: Household of three members: two adults and one child, age 15. HOH, who completed the interview and signed the application, is an ineligible student. An overpayment is discovered, and a claim is established. Both adults are liable for the claim, even though the HOH was an ineligible student and not included in the benefit group. The HOH signed the application taking responsibility for the benefits issued on behalf of the household. Example: Household of four members: two ineligible immigrant adults and two children, ages 15 and 16. Both adult ineligible immigrants would be liable for the claim established as they would otherwise be considered in the benefit group, citizenship aside.] C. A sponsor of an immigrant household member if the sponsor is solely at fault;

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MS 0950 (1) Volume 1 – General Administration MS 0950 – R. 10/1/24 – OMTL-658 Claim Repayment Methods Claims may be repaid using one of the following methods: A. Lump Sum. For active or inactive households, if the household elects to pay the claim at one time, collect a lump sum payment. Acceptable methods of payment are a check or money order made out to the Kentucky State Treasurer, Electronic Benefit Transfer (EBT) benefits, or online at kynect via debit/credit card. Do not accept cash. 1. Do not require the household to liquidate all its resources to make a lump sum payment. 2. It is permissible for the household to make a lump sum payment as partial repayment of the claim. 3. If the household chooses to make a monthly or lump sum payment from EBT benefits, complete form EBT-6, Claims Repayment Request, for the Supplemental Nutrition Assistance Program (SNAP) claim. Submit to the Claims Management Section (CMS) by postal mail or by fax to 502-564 9810. 4. If the household voluntarily returns an issued benefit check to use as payment on a claim, issue a PAFS 30.3, Multi-Program Claims Receipt, to the individual. Forward the check along with a copy of the PAFS 30.3 to: Department for Community Based Services Division of Family Support Program Integrity Branch Claims Management Section 275 East Main Street, 3 E-I Frankfort, Ky 40621 B. Installments. If the individual with an inactive benefits case chooses to pay by installment payments, form KCD 1.11, Repayment Agreement, is required to be completed and returned to CMS within a designated time frame. An individual who is paying a claim by benefit reduction in an active case can also choose to make additional payments by installment. Notify CMS of the individual’s request. Below shows the minimum payment required based on the claim threshold: $0 to $1,000 $25 $1,001 to $5,000 $50 $5,001 to $10,000 $75 $10,001 to $15,000 $100 $15,001 to $20,000 $125 $20,001 and higher $150 C. [Benefit Reduction. If any liable member is active in a case, the benefits are reduced to recover the remaining claim balance not paid by a lump sum

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MS 0950 (2) payment. The Integrated Eligibility and Enrollment System (IEES) reduces benefits automatically. Benefit reduction can occur from more than one case at a time if there is more than one liable member actively receiving in separate cases. The initial benefit, when a household is first certified, cannot be reduced. Benefit reduction cannot be used to repay SNAP Employment & Training (E&T), Family Assistance Short Term (FAST), Work Incentive Reimbursement (WIN), Supportive Services, Remedial Health Care, Summer Electronic Benefit Transfer (SEBT), or Aid for Families with Dependent Children (AFDC) program claims.] D. The minimum benefit amount recovered each month by benefit reduction calculated by the Integrated Eligibility and Enrollment System (IEES) is: 1. SNAP Agency Error (AE) or Inadvertent Household Error (IHE) Claims - the greater of 10 percent of the monthly benefit or $10. The individual can choose to increase the reduction amount. 2. SNAP Intentional Program Violation (IPV) Claims - the greater of 20 percent of the monthly benefit entitlement or $20. The individual can choose to increase the reduction amount. 3. 10 percent of the Kentucky Transitional Assistance Program (KTAP) or Kinship Care (KC) maximum payment for claims established due to overpayments of KTAP, KC, Relocation Assistance, Education Bonuses, or Kentucky Works supportive services. A minimum amount of $1 is issued in cases with benefit reduction. 4. The $16 minimum SNAP benefit level for one and two-member households applies only to the allotment prior to reduction. Actual benefits for any size household may be zero if benefit reduction occurs. E. Tax Intercept. CMS obtains payment through intercept of State and Federal tax refunds, lottery offsets, stimulus payments, and other options. F. Expunged Benefits. Expunged benefits are applied to claims. This payment method is an automated function by IEES, and no action is required by staff. If an individual has multiple claims, the expunged benefits are applied to the oldest claim first. G. [Restorations. Claims can be offset using up to all of a restoration, as needed, for repayment. When a case is owed a restoration, IEES will match prior to issuing the restoration. When a claim(s) exists, update IEES case comments about the payment being applied to the claim(s). IEES will apply the appropriate amount of the restoration towards the amount owed in the claim(s). Any remaining amount of the restoration owed to the individual is issued to the individual by IEES.]

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MS 0960 (1) Volume 1 – General Administration MS 0960 – R. 7/1/21 – OMTL-580 Collecting Payments on Claims Collection of a claim is either by benefit reduction or by the Claims Management Section (CMS) located in the Division of Family Support (DFS) in Frankfort. [A. The Benefit Management module sends notices and pursues collection from households with claims. All repayment notices issued to individuals are maintained on the Integrated Eligibility and Enrollment System (IEES). B. IEES will automatically reduce benefits on active households with a claim, unless the claim was adjudicated in court. C. Once the court adjudicated claim is outside the court's jurisdiction and benefits are active, IEES begins benefit reduction. D. The local office’s responsibilities are to: 1. Tell the individual to send payments, made out to the Kentucky State Treasurer, to: Department for Community Based Services Program Integrity Branch Claims Management Section 275 East Main Street, 3E-I Frankfort, KY 40621 2. If the individual presents a check or money order in the local office for repayment, please complete form PAFS-30.3, Multi Program Repayments, and provide a copy as a receipt to the client. Local office staff will then need to send the payment and a copy of form PAFS-30.3 to CMS. 3. If a payment is received via mail in the local office for repayment, local office staff will need to mail the payment to CMS with a date stamp on the envelope of when the payment was received. 4. Never accept cash payments. 5. Provide individuals with the kynect website if they request methods of paying with a credit or debit card. 6. Notify CMS via email if the individual requests a hearing regarding their claim. 7. Advise individuals to contact CMS at 502-564-3440 regarding any questions about their claim. 8. The transfer of claims to or from other states requires the approval of the CMS Supervisor. Notify CMS by e-mail of all requests received from other states.]

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MS 1000 (1) Volume 1 – General Administration MS 1000 – R. 7/1/21 – OMTL-580 Categories of Supplemental Nutrition Assistance Program (SNAP) Claims [A claim occurs when a household receives benefits to which it is not eligible or traffics SNAP benefits. Refer to MS 1020 for information on trafficking. There are three main categories of claims for SNAP and one temporary category. A. Agency Error (AE) – occurs when the claim is caused by a worker’s action or failure to take action, which includes: 1. Failure to take prompt action on a client-reported change; 2. Incorrectly computing income and deductions; 3. Failure to take prompt action on a change known to the agency. 4. Incorrect benefit issuance related to system defects or errors. B. Inadvertent Household Error (IHE) – occurs when the claim is caused by a misunderstanding or an unintended error by the client. 1. This includes claims caused by: a. Failure to provide correct or complete information; b. Failure to report a change in circumstances timely; c. Receipt of benefits pending the outcome of a hearing that upholds the agency; d. The agency’s inability to prove fraud in a hearing or court proceeding. e. Suspected Intentional Violation Claims (SIPV) claims in which the head of household is deceased and there are other adult members in the home. 2. If the agency has sufficient evidence to pursue an Intentional Program Violation (IPV) but the application(s) for the claim period cannot be located, pursue the claim as an IHE. C. Intentional Program Violation (IPV) – occurs when it is established by an individual signing form FS-80A, Voluntary Waiver of SNAP Administrative Disqualification Hearing, a hearing officer’s order is issued granting the IPV, an individual signing form FS-111, Deferred Adjudication Disqualification Consent Agreement, or prosecution through court. 1. This includes claims caused by: a. Deliberately made a false or misleading statement. b. Deliberately misrepresented, concealed, or withheld facts.

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MS 1005

(1)

Volume 1 – General Administration MS 1005 – R. 8/1/26 – OMTL-703 No Claim Determination

A. [A claim cannot be established when it is unclear if the individual completed an application or if an interview was conducted and there is no associated signed application.

The exceptions are:

1. Applications initiated by the individual on the Self-Service Portal (SSP); or

2. Instances of electronic benefit transfer (EBT) card trafficking or misuse. An individual who is alleged to have trafficked or misused benefits must have had their own historical Supplemental Nutrition Assistance Program (SNAP) and been informed of the program rules to be held accountable.

Example: An interview is completed by the Regional Claims Worker (RCW) and the individual states they had not been contacted or been in the office to complete an interview. The RCW’s investigation additionally finds no signed application on file. Since there is no clear evidence that the individual made an application, there would be no claim. However, the SNAP case should be discontinued.

Example: An individual applied for SNAP using SSP. The agency approved the application without conducting an interview. Since an application was initiated on the SSP, a claim can be pursued.

Example: An individual purchased SNAP benefits from a household with active benefits. The individual who purchased SNAP benefits has never had a SNAP case of their own and never been informed of the program rules. Since there is no clear evidence the individual who purchased SNAP benefits was aware of the program rules, a claim cannot be pursued.

Example: An individual sold their SNAP benefits to someone outside of their SNAP household. During the recertification, the agency failed to capture a signature on the KIF-101, Application for SNAP Benefits. Since the household has a historical record of completed signed applications, the agency can validate that the individual was made aware of the program rules and a claim can be pursued.]

B. If the claim referral has been completed and a determination of “No Claim” is made, document the case comments regarding the basis of the determination.

C. MS 1010, Procedures for Specific Households, should be referenced regarding procedures associated to lost or unsigned applications and electronic signature applications.

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MS 1010 (2)

Review for a potential claim if a household contains an ineligible member and they fail to report a change that would make the ineligible member's status change to eligible, causing their income and resources to count towards eligibility. This includes member statuses such as an ineligible student, a member having a work-related disqualification, a fleeing felon, a probation or parole violator, and ineligible immigrants.

G. Disqualified Members

Review for a potential claim if a household containing a disqualified member fails to report a change in income or resources. Disqualified members are those disqualified for an Intentional Program Violation (IPV), a work penalty, enumeration, child support delinquency, or for failure to meet citizenship requirements.

H. Fleeing Felons

Review for a potential claim if a household member has an outstanding felony warrant and received benefits while the warrant was in effect.

I. Simplified Reporting (SR)

1. SR policy was implemented effective February 1, 2002, and includes all cases with earned income, including self-employment.

2. SR policy was expanded effective March 1, 2003, to include all cases except households in which all members are elderly or disabled with NO earned income.

3. SR policy was expanded effective April 1, 2009, to all households.

J. Dual Participation (SNAP)

An overpayment can occur when an individual gives false or misleading information about their identity and/or place of residency in order to receive benefits in multiple states simultaneously. A claim pursued for dual participation requires contacting the other state(s) and obtaining verification that the benefits were issued for the same time period as in Kentucky, and the issued benefits from each state were accessed and used. It is not dual participation if benefits are only accessed in one state.

[Example 1: An individual applies in Kentucky and states they are not receiving benefits in any other state. A report verifies the individual was receiving benefits in another state for the same time period. Verification was received confirming the individual accessed and used the benefits from the other state at the same time the individual was receiving and using benefits in Kentucky. This would be explored as a Dual Participation Claim and pursue the associated Intentional Program Violation (IPV) disqualification.

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MS 1010

(3)

Example 2: An individual applies in Kentucky and states they are not receiving benefits in any other state. A report verifies the individual was active in another state at the time she was approved for benefits in Kentucky; however, the issued benefits in the other state have not been used. Due to SR rules, there is no claim for benefits issued in the other state as an address change falls under SR guidelines. A claim is pursued for benefits issued in Kentucky as the individual is required at application to report receipt of benefits from another state. Verification of benefit issuance and closure of the other state’s case is required to determine the overpayment period. A Dual Participation claim would not be explored as the individual did not use the benefits issued from both states. This does not prevent the claim from being explored as an IPV.]

K. Missing/Unsigned Applications (SNAP)

A missing/unsigned SNAP application does not prevent a SNAP claim from being established.

Example 1: A claim referral is completed on an individual. The referral is split into two claims due to the household situation and each claim will be assigned a different claim number. Both claims are referred to the Office of Inspector General (OIG) for prosecution. The first claim case is prosecuted, but the second claim is returned to the local office for administrative action due to a missing recertification application. The Integrated Eligibility and Enrollment System (IEES) indicates the individual completed the recertification timely, information was updated on IEES, and OIG evidence supports an intentional program violation. However, without the application being located in the case record, there is not sufficient evidence to prove fraud in a hearing or court proceeding. In this instance, the second claim was returned for administrative action because an IPV cannot be pursued. The second claim would be established as an Inadvertent Household Error (IHE).

Example 2: An individual applied for and was approved for SNAP on August 1, 2012. The household exceeded the income limit in September 2012 and did not report it until the recertification interview in July 2013. The claim is referred as a Suspected Intentional Program Violation (SIPV). Upon review, the RCW cannot locate the signed application and without the application, there is insufficient evidence to support an IPV. The overpayment would be pursued as an IHE claim.

[Example 3: The recipient completed a recertification on June 1, 2012. The household exceeded the income limit in August 2012 and the individual reports the change untimely to the agency. The Agency was unable to locate a signed copy of the application from the June recertification. In this instance, the correct category would be an IHE.

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MS 1015 (1) Volume 1 – General Administration MS 1015 – R. 6/1/24 – OMTL-649 Drug and Alcohol Abuse Treatment Center Claims Drug and Alcohol Abuse (DAA) treatment centers are responsible for the misuse of Supplemental Nutrition Assistance Program (SNAP) and/or the misrepresentation of information on behalf of a center resident. Pursue a claim in either of these instances. The DAA facility is responsible for repayment of a claim established due to misuse of benefits or misrepresentation of information. These types of claims are established for SNAP over-issuances that occurred on or after January 1, 2010. Establish a claim in the name of the resident if an agency error occurs. The resident is responsible for repayment of the claim. If the resident has an active case on the Integrated Eligibility and Enrollment System (IEES), it will be subject to benefit reduction. A. Establish separate claims for each resident whose benefits are overpaid if the treatment center is the cause of the overpayment or the misuse. 1. DAA facility claims are established under provider/facility claim establishment. 2. The claim is established as an Inadvertent Household Error (IHE) on the Benefit Management module. 3. All DAA facility claims are in the name of the treatment center. The Benefit Management module will assign a 10-digit claim number when the claim is submitted. 4. If there are multiple claims against the treatment center, each claim will have a different claim number. 5. The resident of the DAA is not responsible for the repayment of the IHE claim; therefore, if the resident has an active SNAP case on IEES, he/she is not subject to benefit reduction. B. [The organization authorized by the Food and Nutrition Service (FNS) as a retail food store can be penalized or disqualified if it is determined administratively or judicially that benefits have been misappropriated or used for purchases that did not contribute to a certified participant's meals. The office promptly notifies the Nutrition Assistance Branch (NAB) by memorandum through the appropriate chain of command when it has reason to believe that an organization is misusing benefits. NAB notifies FNS upon receipt of the memorandum from the local office. NAB takes no action against the organization or institution prior to FNS action. See Volume 2 MS 2660 for more details regarding claims on DAA facilities.]

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MS 1020

(1) Volume 1 – General Administration MS 1020 – R. 8/1/26 – OMTL-703 Trafficking and Retail Fraud

A. Trafficking is the act of:

1. Buying, selling, stealing, or exchanging Supplemental Nutrition Assistance Program (SNAP) benefits, SNAP Electronic Benefit Transfer (EBT) cards, card numbers, Personal Identification Numbers (PIN), or manual vouchers for cash or consideration other than eligible food either directly, indirectly, in complicity or collusion with others, or acting alone;

2. Attempting to buy, sell, steal, or otherwise affect an exchange of SNAP benefits issued and accessed via EBT cards, card numbers, and PIN, or by manual voucher and signatures, for cash or consideration other than eligible food, either directly, indirectly, in complicity or collusion with others, or acting alone;

3. [Exchanging an EBT card and/or card information or SNAP benefits for firearms, ammunition, explosives, or controlled substances. The Office of Inspector General (OIG) identifies and refers all cases involving firearms, ammunition, explosives, or controlled substances to the Kentucky State Police (KSP);]

4. Purchasing a product with SNAP benefits that has a container requiring a return deposit with the intent of obtaining cash by discarding the product and returning the container for the deposit amount, intentionally discarding the product, and intentionally returning the container for the deposit amount;

5. Intentionally reselling or exchanging eligible food purchased with SNAP benefits for the purpose of obtaining cash and/or other considerations; or

6. Retailers knowingly purchasing products originally purchased with SNAP benefits in exchange for cash or considerations other than eligible food.

B. Trafficking hotline referrals are sent from OIG to the Integrity and Analysis Section (IAS). IAS will refer trafficking hotline referrals for individuals to Regional Claims Workers (RCW) for investigation. If EBT account transactions indicate trafficking or misuse of benefits, follow the trafficking procedures outlined in D of this section, or MS 1025 for EBT misuse. The claim is only entered on the Benefit Recovery module when one of the following requirements has been met:

1. The recipient signs and dates form FS-80A (TR), Voluntary Waiver of SNAP Administrative Disqualification Hearing (ADH); 2. An Intentional Program Violation (IPV) is granted by an ADH;

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MS 1020

(2)

3. A completed FS-111, Deferred Adjudication Disqualification Consent Agreement, signed by the recipient and the prosecuting attorney, is received; or

4. The claim has been adjudicated in court.

C. For allegations received and/or identified by field staff, a manual claim referral is created by accessing the benefit recovery through the Benefit Management tab on the Integrated Eligibility and Enrollment System (IEES).

D. [When allegations that an individual has trafficked SNAP benefits are received by the regional claims staff, use the following procedures:

1. Access the individual’s account on the EBT website and review transaction information for the period described in the allegation. Review transaction history for the following activity. Include only transactional data that would support a strong pattern of trafficking through clear and convincing evidence.

Review EBT transaction history for the following:

a. Whole dollar transactions. These indicate payments of credit accounts, cash transactions, or gas purchases.

b. Back-to-back transactions within a time period too short for the scanning of eligible items. This indicates ineligible sales or cash transactions.

c. Large purchases at a retailer that carries a limited or minimal amount of eligible food items. This indicates payments made on credit accounts or cash transactions.

d. Vendor location. Determine if the individual bypassed other EBT vendors in their area to make purchases at the vendor’s location identified by their EBT transactions. Utilize the SNAP Retailer Locator, which provides locations of retailers who accept SNAP benefits. Bypassing other vendors in their area indicates the individual has a unique reason for making transactions at that specific vendor. During the interview, question the individual regarding the reason.

Note: When retailer trafficking fraud is believed to be occurring by assisting the individual in committing fraud, the retailer should be submitted to IAS for the store to be investigated by the United States Department of Agriculture (USDA).

e. A large or questionable number of lost or stolen EBT cards and/or substantial requests for replacement EBT cards. This indicates the individual is selling the card, reporting it lost or stolen, and requesting a new EBT card and PIN to receive the next month’s benefits.

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MS 1020

(3)

f. Rapid benefit depletion. When an individual uses a large portion of their benefits in a short period of time upon receiving them. This indicates purchasing food items for another household or buying food items with the intent to sell for cash.

g. All day spending. When a pattern of purchases at the same store throughout the day is identified during the review of the EBT transactions. This indicates that the individual is allowing someone outside of their benefit group or not an authorized representative access to use the EBT card to make purchases.

h. An excessive number of invalid PIN entries or attempted purchases with insufficient funds. These indicate the individual is allowing someone outside of their benefit group or not an authorized representative access to use the EBT card to make purchases.

Example 1: During a claim interview, an individual acknowledges selling their EBT card with $200 of available SNAP benefits for $100 by providing their PIN to an individual outside of a local discount store. A review of the EBT transactions confirms the date and the amount of benefits on the card. The actions by both the individual selling their benefits and the individual purchasing the benefits are trafficking. The claim amount is $200.00 and an IPV is pursued against the recipient and other individual(s) who made the purchase, if identified. If the recipient signs and dates form FS-80A (TR) or an Intentional Program Violation (IPV) is established by an ADH, use disqualification code Trafficking - Administrative Finding.

Example 2: A fraud hotline report is received from OIG alleging that a recipient who has $400 of benefits on the card sold $100 of SNAP benefits for $50. It is the worker’s responsibility to confirm that the actual transactions support the allegations in the fraud hotline report. The worker should identify all transactions that support the allegation. A review of transactions on the EBT website confirms the date and amount of the reported transaction and supports the allegation that trafficking occurred. The amount of the claim is the amount of benefits trafficked as verified per transaction. During the interview to discuss the transactions, if the recipient admits to the violation that benefits were sold signs and dates form FS-80A (TR), or an IPV is established by an ADH, use disqualification code Trafficking - Administrative Finding.

Example 3: If items purchased through a store credit account are non- eligible items, the use of the EBT card or benefits on the card

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MS 1020

(4)

for payment of the credit account is pursued as trafficking. During a claims interview, a recipient admits to paying on a store credit account with an EBT card. A review of the EBT website account confirms numerous whole dollar ($15.00; $12.00; $18.00) transactions which indicate suspicious purchases. Trafficking is pursued and the retailer information needs to be reported to IAS to submit to Food and Nutrition Services (FNS).

Example 4: A hotline referral was received stating that a retailer purchased 20 cases of soda from a recipient who purchased the soda with SNAP benefits. Trafficking is pursued against the recipient and OIG is notified by the person who received the referral using procedures outlined in Item E of this section, of the retailer’s participation in the transaction.

2. If after reviewing the EBT transaction history and, using professional judgement, no suspicious activity is found or the identified activity does not indicate a strong pattern of trafficking, the RCW has the discretion not to pursue a trafficking referral. Annotate IEES with detailed comments as to the reason for the determination that no trafficking exists.]

3. If trafficking activity has been identified, take the following action:

a. Make copies of the EBT account showing the identified trafficking activities and/or excessive card history.

b. Include all supporting documentation, such as hotline reports or third- party reports, in the claim file.

c. Schedule a telephonic appointment with the recipient to discuss the trafficking activity identified. Schedule an appointment using the IEES scheduling system. If requested, an in-person appointment can be held in the local office of the county where the recipient resides. Discuss all documentation supporting the allegations with the recipient.

d. Thoroughly document the discussion with the recipient as the information obtained is the basis for action taken by the Department of Community Based Services (DCBS).

e. If the household later contacts the agency to cooperate, an interview should be conducted. When a claims specialist is not available onsite for a walk-in recipient, each local office will have a designated worker to interview recipients who come in to resolve a fraud or trafficking complaint.

4. If after a review of the documentation and/or discussion with the recipient (if

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MS 1020

(5)

an interview was conducted), it is determined that no dollar amount can be established, no claim exists, or there was a valid reason for the excessive card replacements, indicate the reason for the action in detailed IEES comments and scan the documentation into the electronic case file. 5. If after a review of the documentation and/or discussion with the recipient (if interview was conducted), trafficking or another program violation is pursued, provide the household with form FS-80 (TR) and form FS-80A (TR). If the recipient reviews the forms and signs and dates form FS-80A (TR), enter a Trafficking - Administrative Finding disqualification on IEES. 6. If form FS-80A (TR) is mailed and returned signed and dated, enter a Trafficking - Administrative Finding disqualification on IEES.

7. If form FS-80A (TR) is not returned, is returned unsigned, or is returned without a date, request an ADH. See MS 1070.

8. Claims pursued as trafficking are not established as Suspected Intentional Program Violation (SIPV) claims. The claim is only entered on the Benefit Recovery module when one of the following requirements has been met:

a. The recipient signs and dates form FS-80A (TR);

b. An IPV is granted by an ADH;

c. A completed FS-111 signed by the recipient and the prosecuting attorney is received; or

d. The claim has been adjudicated in court.

E. When an excessive card task is received by regional claims staff, use the following procedures:

1. When the first excessive card task is received, access the recipient’s account on the EBT website and review transaction information for the prior 12 months from the task received date for trafficking activity.

2. If after reviewing the EBT transaction history no trafficking activity is detected, annotate in IEES with detailed comments regarding the first excessive card task and the determination that no trafficking exists.

3. If trafficking activity is detected, follow the same procedures outlined in item D of this section. When conducting the appointment, regional claims staff should also discuss proper card security and use with these recipients.

4. For subsequent excessive card tasks received by regional claims staff, take the following action:

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MS 1020

(6)

a. Review EBT transaction history from where the prior excessive card task review ended to present for trafficking activity.

b. If trafficking activity is detected, follow the same procedures outlined in item D of this section. When conducting the appointment, regional claims staff should also discuss proper card security and use with these recipients.

c. If no trafficking activity is detected and the recipient was not contacted over the initial excessive card task, an appointment is required to be scheduled to discuss the reason behind the excessive number of cards that have been issued and to counsel the recipient on proper card security and use.

i. During the appointment, question the recipient to determine if the number of replacement card requests is reasonable. Counsel the recipient on proper card security and use. Enter detailed comments about what was discussed. If the recipient continues to receive subsequent excessive card tasks, a new appointment is not required unless review of EBT transaction history shows additional patterns of trafficking. Comments should be entered to detail the findings of the review.

ii. If regional claims staff are not able to reach the recipient for the scheduled appointment, annotate in IEES that the interview was attempted. With subsequent excessive card tasks, regional claims staff must continue to schedule an appointment with the recipient until contact is made to discuss why so many cards have been requested and proper card security and use. Once the recipient is reached and provides a reasonable explanation, if they continue to receive subsequent excessive card tasks, a new appointment is not required unless review of EBT transaction history reveals a pattern that is indicative of trafficking. Review findings for each excessive card task should be annotated in IEES.

F. [FNA investigates, prosecutes, and disqualifies a retailer when fraud is substantiated.

1. FNA notifies IAS that a retailer is disqualified and provides a listing of SNAP benefit recipients who had transactions meeting trafficking criteria at that store during the investigated period.]

2. IAS forwards the information of the SNAP recipients involving high dollar amounts to OIG, which makes a determination whether to pursue prosecution.

3. A list of recipients not pursued by OIG for prosecution is forwarded back to

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MS 1025

(1) Volume 1 – General Administration MS 1025 – R. 8/1/26 – OMTL-703 Supplemental Nutrition Assistance Program (SNAP) Electronic Benefit Transfer (EBT) Misuse

A. EBT misuse is defined as:

1. [Using SNAP benefits in any way other than to purchase food for eligible household members.

2. If the benefits were used incorrectly, but not in a way that meets the definition of trafficking in MS 1020, consider the violation to be misuse. The most common example of misuse is maintaining a credit account with a retailer for the purchase of eligible food but redeeming SNAP benefits on a date other than when the food was received to repay the credit account.

B. When an allegation that a recipient has misused SNAP benefits is received or misuse is detected during casework, the Regional Claims Worker (RCW) should not place a pending claim on the Integrated Eligibility and Enrollment System (IEES) Benefit Recovery module for investigation. Instead, the investigation should be annotated in case comments regarding the issue at hand and that field staff are not to discuss the investigation with the recipient. The RCW should follow all other trafficking procedures outlined in MS 1020 when investigating misuse.

C. A claim amount is not required to pursue EBT misuse.

D. Schedule an appointment and pursue an Intentional Program Violation (IPV) disqualification, unless it is determined during the investigation that misuse is no longer suspected.

E. If an Administrative Disqualification Hearing (ADH) is necessary, the hearing type will be ADH - Misuse.]

Example 1: The payment with an EBT card on a credit account in which only eligible food items were purchased is not considered trafficking but is against program rules. SNAP benefits must be debited at the time the food is received.

[Example 2: Allowing someone who is not authorized to use the EBT card and personal identification number (PIN) access to the EBT card and PIN to make purchases. Only members of the approved SNAP household or a designated Authorized Representative (AR) who has been appropriately added to the case may use the EBT card on behalf of the household.

Note: If the only adult household member becomes incarcerated or

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MS 1030 (1) Volume 1 – General Administration MS 1030 – R. 7/1/21 – OMTL-580 How to Calculate a Supplemental Nutrition Assistance Program (SNAP) Claim For each month that a household is suspected of receiving an overpayment, determine the correct amount of SNAP benefits, if any, the household was entitled to receive. Use the policy in effect at the time the claim occurred. When calculating a SNAP claim, the worker is only required to verify and use new information that was not considered when the benefits were authorized. The worker is not required to re-verify all factors pertaining to the household. Exception: All errors found during any SNAP case review, including Management Evaluation (ME) and Quality Control (QC) reviews, must be corrected to ensure that the basis of issuance is correct based on the review findings. All claims are calculated on the Benefit Recovery module. A. Date of Discovery: 1. Agency Error (AE) claims cannot be calculated for more than 12 months prior to the date of discovery. If the claim also extended into the discovery month or subsequent months, these months are included in the claim period. Example: It is discovered in February 2005 that a household received excess benefits for the period January 2004 through March 2005. A change was completed to correct benefits effective April 2005. The claims months are February 2004 through January 2005 (12 prior months), with the discovery month of February. January 2004 is not a claim month since it is more than 12 months prior to the discovery date. 2. Inadvertent Household Errors (IHE) with a Suspected Intentional Program Violation (SIPV), Inadvertent Household Errors (IHE), and Intentional Program Violation (IPV) cannot be calculated for more than six years prior to the discovery date. If an SIPV claim is not determined to be fraud by admission, hearing, or prosecution, it must be recalculated as an IHE or AE claim. B. Household Composition When establishing a claim containing household members that are not active during the entire time frame of the claim, establish separate claims containing the appropriate active household members. Example 1: A claim contains three adult household members for the period of January through June. The head of household (HOH) is an active member for the entire six months of the certification period. The second adult household member was only an active member of the case from March to April. The third adult household member was only an active member of the case from May to June. Three

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MS 1030 (2) separate claims are established. The first claim would contain the HOH and would be established for the months of January and February. The second claim would contain the HOH and second household members for the months March and April. The third claim would contain the HOH and the third household member for the months of May and June. Example 2: A claim contains three adult household members and one child for the period of July to December. The HOH was active six months of the certification period. The child and second adult household member were active from September to October. The third household member was active from November to December. Three separate claims are established. The first claim would contain the HOH for the months of July and August. The second claim would contain the HOH, the second household member and the child for the months of September and October. The third claim would contain the HOH, the second household member, the child, and the third household member for the months of November and December. C. Utility Allowance: Households entitled to use the Standard Utility Allowance (SUA) or Basic Utility Allowance (BUA) were required to use the appropriate standard effective June 2003. Beginning June 2003, actual utility expenses are used only if the household was not entitled to the SUA or BUA. Prior to June 2003, the household had the option of using a standard deduction or actual expenses. D. Earned Income: When calculating an IPV or IHE claim involving unreported earnings, do not apply the 20 percent earned income deduction to the part of the earnings the household did not report timely, when this is the reason for the claim. E. Cash Assistance and Other Related Program Payments: All cash assistance payments received should be considered in the SNAP claim calculations if the cash assistance payment is not the basis of the claim. Example: An individual applies for SNAP and Kentucky Transitional Assistance Program (KTAP) benefits for herself and two children. The individual reports wages from employment as well as income from self- employment. The agency failed to enter self-employment income, and SNAP and KTAP benefits are approved considering wages only for the household’s income. A KTAP claim is established for the overpayment of KTAP benefits issued to the household due to incorrectly considered income. The full KTAP payment(s) will be considered in the SNAP claim calculations, though a claim has been established to recoup the incorrectly issued payment(s). F. Reported Information/Changes:

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MS 1030 (3) For reported information/changes not considered in the original benefit, use the reported income received for the appropriate household member’s reported expenses (except for utility), household size, and any other household circumstances not considered. 1. Reported income at application or recertifications does not have to be re verified. Use the converted income that was used in the original allotment. 2. When calculating the claim, use all other household circumstances that were correctly considered. Include the actual income that was omitted in error. 3. If wages were known and not acted on, allow the actual dependent care expenses as a deduction. Budget the reported wages that were not acted on by using the anticipated converted income that should have been used in the original allotment. 4. [Reported, but unverified reported wages. If income were reported to the agency and verification was not provided, the worker should first attempt to obtain the missing income verification. If the verification is not returned, the worker may then use wage match data to calculate the claim. When using wage match data, use the gross quarterly income, divide by three months, and round to the nearest dollar to obtain the average monthly amount. If the employment was less than three months, average the gross amount over the period of time between the beginning and end dates of employment. This date may be determined by contact with the employer or client. Example: An individual reports at the SNAP recertification that they began new employment four months prior to the recertification date. The case was pended for verification of employment to confirm the start date and to ensure the household did not exceed gross income limits. No verification was returned to the agency, and the case discontinued for failure to provide mandatory verification. A claim referral was later submitted for failure to report this income. When investigating, the worker would first attempt to obtain missing income verification before using wage match data.] 5. Consider any countable income from ineligible and disqualified members. Refer to MS 1010. 6. For prorated or annualized income, count the prorated or annualized amount for each month of the claim, even in months when the income was not received (Example: countable student income). 7. Consider any countable unearned income. 8. Consider any deductions that were reported but not acted upon.

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MS 1030 (4) 9. Consider any deductions that were considered in the case during the claim period. G. Unreported Changes/Information: For unreported information/changes that were not considered in the original benefit, use the actual income for the appropriate household member(s) that was not reported, actual household size, and any other household circumstances that were required to be reported. 1. Consider actual income. Do not average and convert any income that was not reported. 2. Reported income does not have to be re-verified. Use the anticipated converted income that was used in the original budget. 3. When calculating the claim, use all other household circumstances that were correctly considered. 4. Do not allow the earned income deduction for that portion of the earned income not reported. If the household reports part but not all of the earned income, allow the deduction on the part that was reported. 5. [Verify wages. If wages are discovered but verification has not been provided, the worker should first attempt to obtain the missing income verification. If the verification is not returned, the worker may then use wage match data to calculate the claim. When using wage match data, use the gross quarterly income, divided by three months, and round to the nearest dollar to obtain the average amount per month. If the employment was less than three months, average the gross amount over the period of time between the beginning and end dates of employment. This date may be determined by contact with the employer or individual.] 6. Consider any countable income from ineligible and disqualified members. 7. For prorated or annualized income, count the prorated or annualized amount for each month of the claim, even in months when the income was not actually received. Example: Countable student income. 8. Consider any countable unearned income. 9. Consider changes in deductions if required to be reported. Otherwise, consider deductions that were used in the case for the claim period. 10. Do not consider expenses on unreported self-employment/farm income. 11. Do not consider unreported deductions. 12. Consider any deductions that were considered in the case during the claim period.

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MS 1040 (1) Volume 1 – General Administration MS 1040 – R. 7/1/21 – OMTL-580 Joint Non-Fraud and Fraud Claims [A joint claim occurs when there is more than one category of claim for the overpaid period. When a claim occurs due to an Intentional Program Violation (IPV) and an Agency Error (AE) or Inadvertent Household Error (IHE), calculate on the Integrated Eligibility and Enrollment System (IEES) each type of claim as outlined below. Enter claim comments in the Benefit Management Module explaining how the claims are computed. A. Compute the AE or IHE claim prior to completing the IPV claim. 1. Enter the actual amount of benefits the household received during each month in question. To determine the amount the household actually received, do the following: a. Access the Benefit Issuance screen from the IEES Benefit Management tab; b. Search the associated case and benefit period as indicated for the overpaid benefits. c. Any overpayment which occurred more than 12 months (one year) prior to the discovery of the overpayment is not included in an AE claim. An overpayment which occurred more than 72 months (six years) is not included in an IHE claim.] 2. Enter the issuance case data, correcting the AE or IHE claim factor but excluding the IPV factor. 3. The amount of the AE or IHE claim is the difference between the two allotment totals. 4. Establish the claim(s) as active to start recoupment. B. IPV claim. 1. [Use the data from the associated AE and/or IHE claims and include the IPV change. 2. Subtract the corrected benefit amount, which includes all known changes, from the benefits from the associated AE and/or IHE claims. The difference is the IPV claim amount. 3. Take action as appropriate for IPV claims independently from the AE or IHE portion of the claim.] Example: An IPV claim is identified due to an individual’s deliberate failure to report Retirement Survivors Disability Insurance (RSDI) income. Upon further review, it is discovered that the individual was given a

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MS 1050 (1) Volume 1 – General Administration MS 1050 – R. 7/1/21 – OMTL-580 How to Process an Intentional Program Violation Claim [If a potential Supplemental Nutrition Assistance Program (SNAP) benefits claim occurs in an active or inactive case, enter the claim on Integrated Eligibility & Enrollment System (IEES). A suspected fraud claim is calculated and established as a Suspected Intentional Program Violation (SIPV). The IEES SIPV category code can be calculated for up to six years from the discovery date. A claim is not categorized as an Intentional Program Violation (IPV) until fraud is established by:] • The individual signing and dating form FS-80A, Voluntary Waiver of SNAP Administrative Disqualification Hearing (ADH); • A final order issued by the Office of Administrative Hearings (OAH) states IPV occurred; • The individual signing and dating form FS-111, Deferred Adjudication Disqualification Consent Agreement; or • A court finding of guilt. A. Refer the following situations to the Office of Inspector General (OIG) for further investigation. See MS 0910. 1. [The claim amount is estimated to be $3,000 or more for reasons other than income; 2. Is estimated to be $10,000 or more due to unreported wages only; or 3. There is a companion Medicaid case with at least one month of expected ineligibility.] B. For claims that do not include at least one month of Medicaid ineligibility and do not meet the criteria above: 1. Send form FS-80, Notice of SNAP Suspected Intentional Program Violation, to the household within 10 days of establishing the claim. 2. Include form FS-80A with form FS-80 when mailing to a household in which the person suspected of fraud does not have a mental disability. The option to waive a disqualification hearing is not offered to a person with a mental disability. 3. Allow 10 days for return of the FS-80A. a. If the household does not return form FS-80A, refer for an Administrative Disqualification Hearing (ADH). See MS 1070. b. If form FS-80A is returned and the individual waives the ADH by signing and dating the form:

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MS 1050 (2) [IEES is accessed, the date the form is signed by the individual is entered on the claim adjustment screen, and the claim category is changed from SIPV to IPV. If the case is inactive, email the Claims Management Section (CMS). c. The worker enters the appropriate disqualification for the member on IEES for active and inactive cases using the following steps from the IEES “Manage IPV (eDRS)” on the individual screen: 1) Select Program SNAP; 2) Select YES under Sources (this is the only option); 3) Select the IPV occurrence; 4) Enter the decision date (the date the FS-80A was signed); 5) Enter the verification date (the date the FS-80A was received by the agency); 6) Enter the start date; and 7) Enter the end date If the SNAP benefits case is active, you must enter the case and rerun eligibility to impose the IPV disqualification. If there are no active cases, you must go to the individual summary screen and select “Manage IPVs”. Once the recipient serves their disqualification period, eligibility will have to be run before the recipient is added back to the SNAP EDG.] C. Per federal regulation, no further administrative appeal procedure exists after an individual waives his/her right to an ADH and a disqualification penalty is imposed. The disqualification penalty cannot be changed by a subsequent fair hearing decision. The individual is entitled to seek relief in a court having appropriate jurisdiction. D. When OIG advises they will not pursue prosecution in a case, but fraud is still suspected, follow procedures in B. If fraud is ruled out, change the category of the claim to IHE or AE and recalculate the claim amount. E. If the final order from the Office of Administrative Hearings (OAH) establishes an IPV, disqualify the member on IEES. If the final order does not establish IPV, change the category of claim to IHE or AE per the findings of the hearing officer. Recalculate an AE claim for 12 months (one year) from the discovery date and an IHE claim for 72 months (six years) from the discovery date.

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MS 1060 (1) Volume 1 – General Administration MS 1060 – R. 7/1/21 – OMTL-580 Criteria for Pursuing an Intentional Program Violation Claim The burden of proof to establish an Intentional Program Violation (IPV) is on the agency. Evidence used to demonstrate this must support the accusation of IPV and prove intent to commit food benefits fraud. An IPV may also be pursued due to an out-of-state match via the Electronic Disqualified Recipient System (eDRS). A. Evidence may include, but is not limited to: 1. A signed Supplemental Nutrition Assistance Program (SNAP) benefits application used to determine eligibility for the claim period. A lost, unsigned, or otherwise unavailable application does not prevent establishing a claim; 2. Computer printouts; 3. Income and Eligibility Verification System (IEVS) records; 4. Form PAFS-700 or CL-700, Verification of Employment and Wages; 5. Form PAFS-76 or CL-76, Information Request; 6. Form PAFS-702 or CL-702, Proof of No Income; 7. [Prior IPV documentation; and 8. Integrated Eligibility & Enrollment System (IEES) notices to the recipient. Example 1: The individual applied for SNAP on January 1, 2021, for a household of one. The individual reported no source of income for self, which was verified by use of a PAFS-702. The SNAP application was approved on January 16, 2021. On April 1, 2021, the agency obtained verification confirming that the individual went to work on October 1, 2020, and was actively working at the time of the January 1, 2021, application. During the claims interview, the individual admitted that the income was not reported so that more benefits could be obtained as the individual was struggling to pay bills. The evidence would include the application, PAFS-702, IEES comment entries from the SNAP application interview, SNAP approval notice, wage records confirming employment, claim interview comments, and any other documentation supporting the claim establishment and IPV disqualification penalty. Example 2: The individual applied for SNAP on January 1, 2021,

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MS 1070

(1)

Volume 1 – General Administration MS 1070 – R. 7/1/25 – OMTL-674 Administrative Disqualification Hearings

[An Administrative Disqualification Hearing (ADH) is conducted by the Office of Administrative Hearings (OAH) to determine if an Intentional Program Violation (IPV) has occurred. The format of the hearing is similar to that of a fair hearing, except the burden of proof is on the agency.]

A. Refer a case for a disqualification hearing via form FS-79, Request for an Administrative Disqualification Hearing, by submitting a hearing request from the claim adjustment screen, within three calendar days if there is sufficient evidence to substantiate a claim of IPV and one or more of the following situations apply:

1. The claim does not meet the criteria for referral to the Office of Inspector General (OIG);

2. The facts of the case do not warrant civil or criminal prosecution, and OIG closes its case; or

3. Form FS-80A, Voluntary Waiver of SNAP Administrative Disqualification Hearing (ADH), is not received signed within 10 calendar days of being sent to the household.

B. [Review Integrated Eligibility & Enrollment System (IEES) for previous disqualifications before completing the FS-80A. Make OAH aware of the prior IPV that was established by indicating on the FS-80A whether it is a first, second, or third offense. If the individual commits an IPV after July 1, 2013, the waiver can be offered to establish an IPV for each program violation.]

C. Access the “Claim Adjustment” screen on your navigation panel through Benefit Management and click “Request ADH” to start the administrative hearing process. For trafficking-related ADH requests, start the hearing request process via the “Hearings” tab, as a claim will not already be established.

D. Complete form FS-79 and attach it with all the evidence that will be presented at the hearing in the Hearings module under the appropriate hearing ID “Exhibits – Agency”.

E. Only evidence listed on form FS-79 can be introduced at the hearing. If information is not listed on form FS-79 or evidence is missing, submit a “Withdraw Request” via the Hearings module before the hearing is scheduled and resubmit a new form FS-79 with the correct information and all necessary evidence following the process outlined in C above. All evidence must be labeled as Exhibit 1, 2, 3 or Exhibit A, B, C, etc. prior to uploading to the Hearings Module and mailing to the individual. Complete the FS-79 using the following guidelines:

1. Provide a detailed explanation of the charges, attaching additional sheets if necessary.

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MS 1070

(3)

4. Electronic Signature application(s) and dates are verified by IEES inquiry. However, in pursuing the IPV claim, provide the hard copy application to show that the electronic signature was used to process the SNAP application for the period of the claim.

5. Voice-Recorded Signature applications and dates are verified through IEES. However, in pursuing the IPV claim, you must present the original Voice Signature Application, the completed Voice Signature Application Instruction Letter that was scanned into the Electronic Case File (ECF) for the SNAP case (if available), and IEES comment entries showing who completed the interview for the associated application.

6. Any prior disqualification verification, i.e., FS-80A, FS-111, court documentation, prior hearing affirmation, or out-of-state disqualification verification, must be included in an evidence packet and be presented during the ADH.

7. [When a hearing is requested on IEES, tasks are systematically created for the requested hearings based on SNAP, Medicaid, Kentucky Transitional Assistance Program (KTAP), and Child Care Assistance Program (CCAP) eligibility, and Claims. A task will be sent to OAH along with any documentation associated with the hearing request. The type of hearing requested will determine the task that is created by OAH and the type of notice sent back to each region. The regions have assigned a designated Hearings Public Assistance Program Specialist (PAPS) who will be a part of the queue to receive tasks concerning the notices for the different types of hearings. The Hearing PAPS will log the hearing notices and assign a task to the appropriate supervisor/worker for that region. They will monitor the hearing process and track results.]

8. Once an ADH has been requested through IEES, corrections cannot be made to the hearing request on IEES; instead, “Withdraw Request” will need to be completed, and a new hearing request completed if corrections are required prior to the scheduling of the hearing.

9. Individuals who are not on IEES or have never had a case on KAMES, i.e., “caseless individuals”, must first be assigned an Individual number prior to requesting a hearing. The individual number is created by clicking on the Individual tab at the top of the navigation page through IEES. Enter the required information on the individual. Once all information is entered, the system navigation will take you to the Individual Summary screen. Now that the individual is known to IEES, the worker may create a manual claim against the individual and request a hearing through Benefit Management or the Hearings Module, whichever is appropriate.

F. [OAH schedules the hearing and provides written notice to the household at least 30 days in advance of the hearing date. The notice advising of the date and time of the hearing is sent to the household and a task is generated for the Hearings PAPS to review.

1. Hearings held telephonically – an agency representative must be present at

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MS 1070

(4)

each hearing. In the instance that the assigned claims worker is unable to attend the hearing, the agency cannot ask OAH to reschedule. Instead, another claims worker will be assigned to attend the hearing. Additionally, if another worker or individual gathered information for the claim/investigation, include that individual as a witness. Attendance by a Department for Community Based Services (DCBS) worker is mandatory under these circumstances so that the evidence is not considered “hearsay”.]

Example: A Protection and Permanency (P&P) worker reported to the local office that the individual lost custody of their children a year ago and they are all residing in foster care. The case was referred to claims for an investigation. The claims worker contacted the P&P worker and obtained written records to confirm the allegation and was the basis for claim establishment based on the household size not being reported accurately. The evidence should include verification obtained from P&P. The P&P worker must be requested to attend as an agency witness to the telephonic hearing to testify to the validity of the investigation and findings.

2. [Hearings held face-to-face - an agency representative must be present at each hearing. In the instance that the assigned claims worker is unable to attend the hearing, the agency cannot ask OAH to reschedule. Instead, another claims worker will be assigned to attend the hearing. Prepare a copy of the evidence for the individual to receive at the scheduled face-to- face hearing. Additionally, if another worker or individual gathered information for the claim/investigation, include that individual as a witness. Attendance by a DCBS worker is mandatory under these circumstances so that the evidence is not considered “hearsay”.]

Example: The Office of Inspector General (OIG) conducted an investigation that substantiated an allegation that the recipient was not accurately reporting their household size and income. OIG was able to obtain multiple collateral contacts through the course of the investigation, along with other verification sources to support the allegation. The evidence should include the OIG Investigation received in full. The OIG Investigator must be requested to attend as an agency witness to the face-to-face hearing to testify to the validity of the investigation and findings.

G. A requested hearing may be withdrawn by utilizing the “Postponement/Withdrawal Request” button on the Hearings Summary page in the Hearings when:

1. Information becomes available that indicates IPV did not occur. Contact the individual when this occurs.

2. The individual signs form FS-80A, Voluntary Waiver of SNAP Administrative Disqualification Hearing.

3. It is later discovered that information or evidence pertaining to the claim

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MS 1070 (5) and its establishment is missing. Re-submit a new form FS-79 with the correct information and all the necessary evidence following the process outlined in C above prior to the scheduling of the hearing. H. The preparation for and conduct of an administrative disqualification hearing is the same as a fair hearing. Refer to MS 0450 B for more information. I. [After the hearing is conducted, OAH issues a hearing officer’s order, which is sent for review to all participants at the hearing. Follow policy in MS 0510 C when filing an exception to a hearing officer’s order.] J. The Cabinet Secretary/Secretary’s Designee issues the final order, and copies are mailed to the individual and uploaded to the Hearings module, creating a task for the Hearings PAPS for review. 1. If the final order determines an IPV occurred, enter the IPV disqualification on IEES and update the claim category within three calendar days of receiving the order. 2. If the case is active, change the category to IPV on IEES. If inactive, contact the Claims Management Section (CMS) to change the category, including the individual's name and claim number in the subject line. 3. If the final order determines an IPV did not occur and an SIPV claim has been established, recalculate the claim amount as appropriate and make system entry changes on IEES to show the correct claim category, IHE or AE. If the case is not active, contact CMS to change the category or terminate the claim if the claim period is more than 12 months (one year) prior to the discovery date for AE claims or 72 months (six years) prior to the discovery date for IHE claims. 4. The claims worker updates IEES to reflect the dates that forms FS-80 and FS-80A are sent and when the ADH hearing has been requested, scheduled, affirmed, or reversed. K. If the individual is dissatisfied with the final order, a petition can be filed in the Circuit Court of the county where the member resides within 30 days of receipt of the final order. Although a court appeal may be filed, the disqualification is imposed on IEES; however, it may be subject to change by the decision of the Court.

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MS 1100 (1) Volume 1 – General Administration MS 1100 – R. 3/1/22 – OMTL-592 Regional Claims Staff Procedures for Acting on Administrative Disqualification Hearing Final Order When a final order is received and: A. [The final order states that the member did not commit an Intentional Program Violation (IPV), take action on the case as directed by the final order within three calendar days. B. The member is found guilty of an IPV. Refer to MS 1110 if a claim has been established. The disqualification is entered within three calendar days of the notification. C. The hearing was dismissed: 1. Update the Comments screen on the Integrated Eligibility and Enrollment System (IEES) to show the Administrative Disqualification Hearing (ADH) was dismissed, making sure to annotate the reason for dismissal. 2. Scan the final order and the recommended order into the Electronic Case File (ECF) under the Hearings tab under the associated claim number upon receipt. Any hard copy documents in local office storage will need to be scanned to ECF for cases that were prior to ECF. 3. Due to a lack of service, also annotated as “Unclaimed” or “Undeliverable”, if/when a new address becomes known to the Agency, a new FS-80, Notice of SNAP Suspected Intentional Program Violation, and FS-80A, Voluntary Waiver of SNAP Administrative Disqualification Hearing, will need to be generated and mailed to the recipient. Allow 10 calendar days for the return of the FS-80A before requesting an ADH. If the FS-80A is not returned, is returned unsigned, or is returned without a date, request a new ADH within three calendar days. a. Request a new ADH by accessing the claim adjustment screen on the left navigation panel and click the blue “Request Administrative Disqualification Hearing” button under the associated claim number to start ADH request process. b. Upload a new FS-79, Request for an Administrative Disqualification Hearing, and all associated evidence, along with a copy of the previous hearing decision/final order, into the newly associated Hearing ID. c. The agency must have the evidence submitted as an attachment to the associated hearing on the Hearings module and mailed to the individual at least eight days prior to the scheduled telephonic hearing. Prior to attaching the evidence to the hearing and mailing to the individual, all evidence must be labeled as Exhibit 1, 2, 3 or A, B, C, etc. Provide a summary of the evidence on the FS-79.

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MS 1110

(1)

Volume 1 – General Administration MS 1110 – R. 10/1/24 – OMTL-658 Intentional Program Violation Disqualification Penalties

A disqualification is entered on the Integrated Eligibility & Enrollment System (IEES) within three calendar days of notification that an individual has committed an Intentional Program Violation (IPV).

A. Notification of an IPV is:

1. a signed form FS-80A, Voluntary Waiver of SNAP Administrative Disqualification Hearing;

2. an FS-111, Disqualification Consent Agreement;

3. a final order from an administrative disqualification hearing (ADH); or

4. a court decision or agreement that finds the individual guilty.

B. When it has been determined that an individual has committed an IPV, the individual is disqualified on IEES even if the individual is not currently participating in or has never received, Supplemental Nutrition Assistance Program (SNAP) benefits.

C. When entering an IPV on IEES, take action within three calendar days and follow the below logic as it pertains to your case.

Example 1: A Recommended Order is received with a date stamp of June 7, 2022. The order becomes the Final Order at close of business (COB) on the 15th day if no exceptions are filed. This order becomes Final at COB June 22, 2022, with the first day to act falling on June 23, 2022. Timely action will need to be taken on June 23, 2022, or June 24, 2022, as June 25, 2022 (third calendar day) falls on a weekend and would be lost as an action day.

Example 2: Form FS-80A is returned signed and dated by the individual on May 6, 2022. While the form can be acted on and appropriate action taken the day it is received, the three-calendar-day rule is still applied from the date the form is received for timeliness standards. Timely action will need to be taken by COB May 9, 2022, with May 7, 2022, and May 8, 2022, lost as they fall on a weekend.

D. An individual committing an IPV indicated below is disqualified for the period shown. Multiple disqualifications may be imposed concurrently and not consecutively. Disqualification periods can overlap one another depending on the decision date entered. The disqualification is entered on IEES.

1. Trafficking SNAP benefits of $500 or more on or after August 22, 1996. Disqualification can only be imposed based on a Federal, State, or local court order.

Disqualification: Permanent for the first offense.

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MS 1110 (3) Offense: Application fraud/non-report of changes on IEES. Example: A recipient applies (or recertifies) for SNAP benefits and reports no income. It is later discovered the individual was employed and was receiving wages at the time of the application interview. 7. Commits an IPV and another IPV listed above does not apply to the offense committed. Disqualification: a. 12 months for first offense. b. 24 months for the second offense. c. Permanently for the third offense, or d. The length of the penalty assigned by the court. Offense: Application Fraud/non-report of changes on IEES. E. The amount of time served while disqualified is determined by the offense and whether it is the first, second, or third occurrence. Disqualification occurrences are counted cumulatively for all offenses. Example: A person commits an IPV, then a trafficking offense. The trafficking disqualification is added to the IEES as a second occurrence, not a first. F. For permanent disqualifications check the box titled “Permanent Disqualification” located under “Occurrence” on the IPV details screen. This will automatically upload “99” in the number of months field. “99” in this instance is not the number of months disqualified, “99” is what is accepted on the Electronic Disqualified Recipient Subsystem (eDRS) for the permanent disqualification. G. When an IPV disqualification is entered on IEES, the disqualification “Valid From" date starts the first month action can be taken to change SNAP eligibility. For disqualifications that are the result of a court order, use the circuit/district court entered stamp date as the disqualification decision date. For disqualifications that result from form FS-80A, the disqualification decision date is the date the individual signed and dated form FS-80A. Enter the date the Agency received the form as the verification date. 1. If the "Decision Date" is on or before SNAP cut-off, the "Start Date" is the first day of the following month. 2. If the "Decision Date" is after SNAP cut-off, the "Start Date" is the first day of the month after the month following the disqualification decision month. H. The “End Date” is entered based on the number of months the recipient is disqualified.

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MS 1110 (4)

1. Individuals who are permanently disqualified have the "From Date" set as described in Item C above. The "Through Date" is left blank.

2. The disqualification period is automatically uploaded after all the required disqualification information is entered.

I. If a notice of IPV determination is received while the case is pending, enter the IPV disqualification on the system.

1. IEES sets the disqualification period based on the information entered.

2. After IEES uploads the disqualification dates, return to the pending application and rerun eligibility.

3. If the disqualification period includes the pending eligibility period, the disqualification is applied when the application is disposed.

J. An IPV disqualification does not pend for adverse action.

K. Once a disqualification period begins, it continues uninterrupted for the entire number of months, regardless of whether the disqualified individual’s household is eligible for benefits. The disqualification period does not start and stop depending on the household's eligibility.

L. After disqualification periods have ended, the disqualified individual must be added back to the SNAP case as a household member. Complete a case change to add the individual.

M. If a disqualification is not imposed timely, impose the penalty showing the proper disqualification period. Establish an Agency Error (AE) claim for any months benefits were received when the individual should have been disqualified in accordance with MS 1030.

Example: An individual should have been disqualified for the months of January through December the same year. In June, it is discovered that the disqualification penalty was not imposed. At the time of discovery, enter the disqualification on the IEES showing the disqualification period January through December. Establish an AE claim for January through June if the individual received benefits.

N. When a determination of an IPV is reversed by a court of appropriate jurisdiction, reinstate the individual if the household is currently eligible. Restore any benefits lost as a result of the disqualification, not to exceed 12 months prior to the date of notification of the court's reversal of the imposed disqualification. An individual is not entitled to restoration of lost benefits for the period of disqualification based solely on the fact that a criminal conviction could not be obtained unless the individual successfully challenges the disqualification in a separate court action.

O. [When any active disqualification is changed from active to inactive, manually complete form FS-105, Notice of Eligibility or Ineligibility, and issue to the intended individual and scan a copy into the Electronic Case File (ECF). This is

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MS 1150 (1) Volume 1 – General Administration MS 1150 – R. 7/1/21 – OMTL-580 Treasury Offset Program (TOP) The Treasury Offset Program (TOP) is authorized by federal law to collect delinquent Supplemental Nutrition Assistance Program (SNAP) debts owed to the federal government. SNAP claims are considered federal debts and are subject to TOP collection efforts. Note: Claims in other programs administered by the Department for Community Based Services (DCBS) are not subject to TOP collection efforts. The Integrated Eligibility and Enrollment System (IEES) monitors collections of SNAP claims and systematically determines if the claim has reached delinquency status for submission to TOP. Individuals who contact the local office with questions about the collection of their claim through TOP should be directed to the Claims Management Section (CMS) at 502-564-3440. [Claims in which an intercept has occurred will display on the TOP Claims report on IEES. This report is monitored by CMS. A. Individuals must do one of the following to avoid their debt being submitted to TOP: 1. Repay the debt by sending a check or money order payable to Kentucky State Treasury for the full amount owed to: Cabinet for Health and Family Services Division of Family Support Claims Management Section 275 East Main Street 3E-I Frankfort, KY 40621 2. Agree to and comply with a repayment plan, if unable to pay debt in full, by completing a KCD-1.11, Repayment Agreement form. The individual must agree to a repayment plan acceptable to CMS and make regular payments by the agreed date as required in the repayment plan. Note: Only one repayment agreement will be accepted/entered on IEES. If a household fails to comply with its agreement, the claim will be referred for TOP action. 3. Request a state review in writing if the individual believes the debt is not owed, past due, or legally enforceable. The individual must send evidence to support his/her position to: Cabinet for Health and Family Services Division of Family Support Claims Management Section 275 E. Main Street 3E-I Frankfort, KY 40621 CMS will notify the individual of the decision regarding the debt.

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MS 1150 (2) 4. Verify bankruptcy: If the individual filed for bankruptcy and the automatic bankruptcy stay is in effect, the individual is not subject to offset or other collection actions. Intentional Program Violation (IPV) SNAP claims established by court order, waiver, or Administrative Disqualification Hearing (ADH), are not affected by the bankruptcy petition. CMS receives notification of bankruptcy from the federal court, but will accept official documentation provided by the individual or legal representative. B. Criteria for sending a delinquent claim to TOP: 1. A SNAP claim; 2. A current claim balance of greater than $25; 3. Not currently in benefit reduction status; 4. Not in compliance with a KCD 1.11 that was accepted by the agency or failure to return KCD 1.11 timely; 5. Not included under an automatic stay due to bankruptcy; and 6. Not currently under a court’s restitution order or a restitution order was issued but the ordered amount to be paid is not being met by the individual.] C. Collection process before going to TOP: 1. [A claim is considered delinquent when a KCD 1.11 has not been entered into and a payment has not been received within 30 days of the initial demand letter or is one day late on a previously arranged repayment plan. 2. At 90 days after the debt becomes delinquent, the KCD-1.60, 60 Day Notice, is sent to the individual. This notice includes information on how the individual can avoid having the debt submitted to TOP and the type of federal payments that may be offset to collect on the claim. A KCD-1.60 is sent to all adult liable members for the claim period. 3. If after 60 days from the date of the KCD-1.60 the client has not responded, the debt is submitted to TOP. Note: A total of 120 days must elapse from the delinquent date before a claim can be submitted to TOP.] D. Eligible Federal Payments: TOP will reduce or withhold payments in the amount of the debt owed by the individual from the following federal sources: 1. Income tax refunds, including Earned Income Tax Credit. 2. Up to 15 percent of a federal salary payment, including military. 3. Up to 25 percent of a Federal Retirement payment.

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MS 1200 (1) Volume 1 – General Administration MS 1200 – R. 6/5/23 – OMTL-626 Cash Assistance and Other Related Program Claims A. Claims occur in the cash assistance programs when the benefit issued exceeds the eligible amount and there is a loss to the Agency. This includes receipt of benefits pending resolution of a hearing when the Agency is upheld. Cash assistance programs are: 1. Aid for Families with Dependent Children (AFDC) - the last month benefits were issued in this program was September 1996. A claim must be established and collection pursued for all overpayments discovered on or after April 1, 1982. Use claim type codes ‘AFDC’ on the Integrated Eligibility and Enrollment System (IEES). 2. Kentucky Transitional Assistance Program (KTAP) - the month benefits were first issued in this program was October 1996. Use claim type codes ‘KTAP’ on IEES. a. Claims are established and collection pursued for all overpayments occurring due to recipient error, fraud, or non-fraud, regardless of the discovery date. b. Claims are established and collection pursued for all overpayments occurring on or after February 1, 2025, due to agency error. 3. Kinship Care Program (KC) – the month benefits were first issued in this program was October 1999. Use claim type codes ‘Kinship Care’ on IEES. a. Claims are established and collection pursued for all overpayments occurring due to recipient error, fraud or non-fraud, regardless of the discovery date. b. Claims are established and collection pursued for all overpayments occurring on or after February 1, 2025, due to agency error. B. Related program claims occur when an individual erroneously receives or uses a payment intended for Kentucky Works (KWP) supportive services or short- term assistance. Use claim type code ‘KWP’ on IEES. Related programs are: 1. Kentucky Works Supportive Services. Claims are established and collection pursued for all overpayments occurring on or after January 1, 2006. An overpayment occurs when the recipient is not eligible for KTAP but is authorized a supportive service or is KTAP eligible but fraudulently receives the payment. Forgery of form PA-33, Verification of Kentucky Works Participation, does not automatically establish a claim. Example: The participant received transportation assistance for August prospectively. In September, they return form KW-33 to verify

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MS 1210 (1) Volume 1 – General Administration MS 1210 – R. 1/1/26 – OMTL-689 How to Calculate a Cash Assistance and Other Related Program Claim A. Claims are calculated and computed on the Integrated Eligibility and Enrollment System (IEES) for Aid for Families with Dependent Children (AFDC), Kentucky Transitional Assistance Program (KTAP), Kinship Care (KC), and Family Assistance Short Term (FAST). 1. Use the actual income and deductions to determine the benefit the case should have received for a given month. 2. A claim does not result solely from normal fluctuations in income which do not last over 30 days. Normal fluctuations include fifth or periodic paychecks or sporadic overtime. 3. Earnings deductions are not appropriate for any month when wages were not reported timely or at all. 4. [If child support is collected by the Department of Child Support Services (DCSS) the amount of a claim may be reduced by the child support collected and retained by the Cabinet. See MS 1230.] 5. When computing a claim for a prior period, use policy in effect at the time the claim occurred. 6. If the case is ineligible, a claim must be established for any supportive services, education bonuses, or relocation payments authorized to a member in the ineligible month. 7. If the claim is established and a subsequent claim for a different time period or different circumstance is discovered, do not add the claims together. Complete the claim process; however, do not reduce the benefits or seek cash repayment until the first claim is repaid in full. Example: A claim has been established for January, February, and March due to unreported wages. Subsequently, the individual fails to report receiving unemployment benefits causing a claim for April and May. Separate calculations are completed for each circumstance. A separate Electronic Case File (ECF) is maintained for each claim. 8. If it is discovered prior to the claim being established, that the individual has not cashed or used the benefits on the Electronic Benefit Transfer (EBT) card for the exact months for which the claim is being established, form EBT-61, EBT Benefits Account Adjustment Request, can be complete to correct the error. For returned checks, complete form PAFS-61, Disposition of Returned Checks. B. Claims are manually computed, and the total claim amount entered on Worker Portal for the following types of overpayments: 1. Supportive services overpayments occur when:

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MS 1210 (2) a. The individual is ineligible for KTAP but receives supportive services. The claim amount is the amount of supportive services authorized for or to the individual during the ineligible month. If it is later determined the individual was ineligible for KTAP at the time payment was authorized, establish a claim. b. The agency erroneously authorizes payments. The claim amount is the difference between the correct payment and authorized amount. c. If it is determined that the individual fraudulently received supportive services, establish a claim. The claim amount is the amount of supportive services that was authorized. Note: Failure to meet Kentucky Works Program (KWP) participation is not a reason to establish a claim on transportation payments. If transportation was authorized correctly at the time of issuance, there would be no claim. 2. FAST and Family Alternative Diversion (FAD) overpayments occur when the individual is not technically eligible for FAST/FAD. The claim amount is the total of all FAST/FAD payments issued. 3. Relocation Assistance Program (RAP) overpayments occur when: a. The individual does not meet eligibility criteria for a payment. The claim amount is the amount issued for relocation expenses. b. The individual purchases items or services that are not approved by the agency. The claim amount is the amount not spent on approved items. 4. Education bonus overpayments occur when: a. The individual receiving the bonus is not eligible for KTAP or KC in the month of graduation. b. The payment is erroneously issued. c. Proof of graduation is falsified. d. In all instances, the claim amount is the amount of the bonus. 5. Work Incentive (WIN) reimbursement overpayments occur when: a. The individual receiving WIN reimbursements is not employed. b. The household does not contain a dependent child. c. The income of the household exceeds 200 percent of the federal poverty limit. d. The earned income that caused discontinuance of the KTAP benefit is not reported timely.

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MS 1230 (1) Volume 1 – General Administration MS 1230 – R. 1/1/26 – OMTL-689 Retained Child Support Consider child support retained by the Agency when calculating any Kentucky Transitional Assistance Program (KTAP) or Kinship Care (KC) claim. A. [Retained support is the amount of collected support reported by the Department of Child Support Services (DCSS) minus collections forwarded (e.g., escrow) to the recipient as verified on the DCSS External Search accessed from the Kentucky Online Gateway (KOG). B. If retained child support is equal to or more than the benefits issued for a month (before benefit reduction), there is no claim. C. If the absent parent is known, access the DCSS External Search to determine the retained support by DCSS. 1. Launch the DCSS External Search application from KOG and select participant/case inquiry to determine if child/spousal support is paid. 2. Use the column “Distribution Date (MM/YYYY)” on the DCSS Payment Distribution Inquiry Screen to determine the month of receipt. 3. Use the column “CSUP Retained by State” to determine the amount of State retained support for the month. 4. If more than one payment is received during the month, the screen will display the total dollars distributed to the participant and/or retained by the State. D. Calculate the amount of child support kept by the state and compare that monthly amount to the amount of benefits issued for each month of the potential claim. 1. If the retained child support for an individual month equals or is greater than the KTAP benefits received for that month, no claim exists for that month. Update the Integrated Eligibility and Enrollment System (IEES) to show the claim was not established. Example:The individual received $235 KTAP benefits. The individual was only entitled to $150. Child support was retained in the amount of $235. 2. If the retained child support for the month is less than the KTAP issued, subtract the corrected benefit amount for that month from retained child support. Deduct the remaining child support from the overpayment for that month. Example:$210 of KTAP benefits is issued. The correct amount is $100. Child support of $140 was retained by DCSS.] Calculate using the following steps:

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MS 1240 (1) Volume 1 – General Administration MS 1240 – R. 7/1/25 – OMTL-674 Medical Assistance Claims A. Medical Assistance (MA) claims occur when a recipient or responsible party, age 18 or older, causes a financial loss to Medicaid by: 1. Deliberately making false or misleading statements in order to obtain MA benefits. 2. Allowing an individual other than those listed on the Kentucky Health card to obtain health care benefits by use of the household’s Kentucky Health card; or 3. Inappropriately using a covered service (e.g., using Non-Emergency Medical Transportation to go to work, etc.). B. When an overpayment of MA occurs due to suspected fraudulent actions: 1. [Field staff will complete a manual Family Support Claim Referral task on the Integrated Eligibility and Enrollment System (IEES). 2. A Regional Claims Worker (RCW) will review the MA claim referral and determine if there has been an overpayment of MA benefits. 3. The RCW rejects the MA claim referral on the system and refers the suspected MA claim to the Office of Inspector General (OIG). In situations where the RCW determines there is no overpayment, the RCW will reject the referral on the system and thoroughly comment. 4. When a companion case is suspected of fraud, involving at least one month of MA ineligibility, all cases must be referred to OIG regardless of the dollar amount. 5. Enter comments on the IEES regarding the referral to OIG on all associated cases and/or claims. 6. Complete form Claim/MA-1, Medical Assistance Eligibility Summary, indicating the eligibility status for each household member. OIG will obtain the dollar amount of Medicaid usage for each ineligible month. This will be added to the overpaid benefits from the other programs to determine if prosecution will be pursued.] C. A Medical Assistance claim is entered on IEES only when the claim is adjudicated through the court. If OIG determines the medical card was not used during the ineligible period or fraud cannot be established, there is no claim on IEES. D. Payments on Medical Assistance claims are handled by the Claims Management Section (CMS). OIG may recommend the collection of

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Division of Family Support Operation Manual Volume 2 Supplemental Nutrition Assistance Program (SNAP) Table of Contents R. 8/1/26 OMTL - 704 1 Introduction 2000-2009 SNAP Definitions 2000-2001 Definitions 2000 SNAP 2002-2005 Use of SNAP Benefits 2002 Special Uses 2004 Volunteers 2006-2009 Volunteers 2006 Household Composition and Classification 2010-3499 Determining Household Composition 2010-2199 Relatives as a Separate Household 2010 Special Provision for the Elderly and Disabled 2020 Emancipated Child 2030 Irregular Household Members 2040 Non-household Members 2060 Non-household Members as a Separate Household 2070 Ineligible Members 2080 Residents of Institutions 2090 Excluded Members 2100 Boarders 2200-2299 Boarders - General 2200 Students 2300-2349 Students 2300

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Division of Family Support Operation Manual Volume 2 Supplemental Nutrition Assistance Program (SNAP) Table of Contents R. 8/1/26 OMTL - 704

Period of Student Enrollment 2310

Ineligible Students 2320

Exceptions to Student Status 2330

Criminals 2350-2369

Criminals 2350

Other Program Noncompliance 2370-2399

Noncompliance with Other Programs 2370

Child Support Disqualification Overview 2380

Child Support Disqualification Exemptions 2385

Strikers 2400-2459

Strikers - Introduction 2400

Guidelines for Applying Striker Provisions 2420

Shelters for the Homeless 2460-2499

Temporary Shelters for the Homeless 2460

Shelters for Victims of Abuse 2500-2599

Shelters for Victims of Abuse 2500

Duplicate Participation of Shelter Residents 2510

Drug/Alcoholic Treatment Centers 2600-2699

Basis for Treatment Center Participation 2600

Eligibility of Center Residents 2610

Exemption from Work Registration 2640

Certification Procedures 2650

Center Responsibilities 2660

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Group Living Arrangement 2700-2789

Group Living – Introduction 2700

Method of Application 2710

Supports for Community Living and Group Living Arrangements 2715

Certification Procedures 2720

Group Living Facility Responsibilities 2730

Food Preparation 2780

Regional Responsibilities 2790-2799

Regional Responsibilities for DAA’s and GLA’s 2790

Migrants and Seasonal Farmworkers 2800-2899

Migrant and Seasonal Farmworker- General 2800

Destitute Households 2820

Citizenship and Alien Status 2900-3099

Immigrant Status 2900

Citizenship/Alien Status Declaration Requirement 2903

Verification of Citizenship 2905

Verification of Alien Status 2910

Verification - SAVE 2915

Ineligible Alien/Member - Resources and Income 2920

Ineligible Alien - Deductions 2930

Determining Ineligible Alien Status 2940

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Division of Family Support Operation Manual Volume 2 Supplemental Nutrition Assistance Program (SNAP) Table of Contents R. 8/1/26 OMTL - 704

4 Sponsored Aliens - General 3000

Household Responsibilities 3010

K-TAP Sponsored Alien Information 3050

Deeming Sponsor's Income 3060

Verification of Sponsored Alien Information 3070

SSI Households - SSA Applications 3100-3159

SNAP Applications by the SSA Office 3100

Expedited Services/SSA SNAP Applications 3110

Eligibility Determination for SNAP Applications from SSA 3120

Categorical Eligibility 3160-3199

Categorical Eligibility 3160

Verification at Application 3175

Simplified Assistance for the Elderly 3200-3399

Simplified Assistance for the Elderly – Overview 3200

SAFE Eligibility 3210

SAFE Allotments 3220

SAFE Application Procedures 3230

Verification Requirements 3250

Change Report Requirements for SAFE 3260

Monthly SDX Match for SAFE 3275

SAFE Recertification Processing 3280

Denial and Discontinuance Reasons 3285

Elderly Simplified Assistance Project 3300-3370

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Elderly Simplified Application Project (ESAP) Overview 3300

ESAP Application Procedures 3320

ESAP Verification Requirements

3330

ESAP Change Reporting Requirements 3340

Monthly System Match for ESAP

3350

ESAP Recertification Processing

3360

ESAP Denial and Discontinuance Reasons

3370

Summer Electronic Benefits Transfer 3400-3499

Summer Electronic Benefits Transfer (SEBT) Overview

3400

SEBT Application Procedures 3420

SEBT Allotments and Income Guidelines 3430

Transitional Supplemental Nutrition Assistance Program 3450-3455

Transitional Supplemental Nutrition Assistance Program (TSNAP) - Overview_____________________________________________3450

Transitional Supplemental Nutrition Assistance Program (TSNAP) - Ineligible Households ___________________________________3455

Technical Eligibility 3500-3899

Residency 3500-3599

Residency 3500

Enumeration 3600-3699

Enumeration Requirements for the SNAP 3600

Failure to Comply With Enumeration Requirement 3610

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Division of Family Support Operation Manual Volume 2 Supplemental Nutrition Assistance Program (SNAP) Table of Contents R. 8/1/26 OMTL - 704

SSN Applications 3620

Good Cause Criteria 3630

Use of the SSN 3640

Representatives 3800-3899

Representative Requirements 3800

Allowed Representatives 3810

Non-Allowed Representatives 3820

Emergency Representatives 3830

Representatives for Treatment Center Participants 3840

Representative Liability for Over-issuances 3850

Disqualification of Representative 3860

National Accuracy Clearinghouse

National Accuracy Clearinghouse (NAC) – Overview 4000

NAC SNAP Duplicate Participation 4010

NAC Match Tasks 4020

NAC Match Tasks Flows 4030

NAC Procedures 4040

Technical Financial Eligibility 5000-5999

Resources

5000-5199

Resource Maximums 5000

Resources - Self-Employed 5010

Transfer of Resources - Allowable 5020

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Transfer of Resources - Disqualification 5030

Resources - Excluded 5040

Countable Resources 5050

Resources Which May or May Not be Counted 5060

Income

5200-5299

Income Eligibility Scale 5200

Excluded Income 5210

Countable Income 5220

Farm/Self-Employment Income 5300-5399

Types of Self-Employment Income 5300

Special Considerations 5310

Boarders 5315

Business Expenses 5320

Budgeting-Nonfarm Income 5330

Budgeting-Farm Income 5340

Farm Income Net Loss 5350

Deductions

5400-5599

Deductions - General 5400

Members Eligible for Medical Deduction 5410

Medical Deductions - General 5420

Allowable Medical Deductions 5430

Disallowable Medical Deductions 5440

Dependent Care Deduction 5450

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Division of Family Support Operation Manual Volume 2 Supplemental Nutrition Assistance Program (SNAP) Table of Contents R. 8/1/26 OMTL - 704

Allowable Shelter Deductions 5470

Disallowable Shelter Costs 5480

Treatment of Homeless Households with Shelter Costs 5485

Heating and Cooling Costs/Standard Utility Allowance 5490

Non-heating/Non-cooling Costs/Basic Utility Allowance 5498

Treatment of Utility Expenses 5500

Child Support Deduction 5510

Special Considerations for Specific Households 5520

Determining Eligibility 5600-5799

Determining Eligibility and Allotment 5600

Month of Application or Recertification 5610

Eligibility Months 5620

Budgeting Income 5650

Converting Income 5660

Budgeting Deductions 5670

Determining Household Size and Composition 5680

Calculating Allotment 5800-5899

Calculation of Allotment 5800

Special Procedures for Calculation 5810

Rounding 5820

Certification Process 6000-7499

Overview of Certification Process 6000-6099

Initial Contact - Responsibilities 6000

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Household Classification 6010

Caseworker Responsibilities 6020

Filing Application/Recertification 6100-6199

Filing an Application 6100

Taking the Application 6102

Who Signs the Application 6103

Withdrawal of Application 6120

Interview Time Standards 6210-6220

Recertification Interviews 6210

Interviews for Working Recipients 6220

Interviewing 6300-6399

Requirement for Interview 6300

Types of Interviews 6310

Scope of the Interview 6320

Criteria for Out-of-Office Interview 6330

Conducting Out-of-Office Interview 6340

Application Time Standards 6400-6499

Overview of Application Time Standards 6400

Verification Time Standards at Application and Recertification 6410

Issuance Time Standards at Application 6420

Expedited Services Criteria 6430

Special Issuance Timeframes for Expedited Services 6450

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Assigning Certification Periods for Expedited Services 6460

Delays in Processing 6470

Reinstatement 6475

SNAP Interim Review Overview 6480

SNAP Interim Review Processing 6485

SNAP Interim Review Verification Requirements 6490

Recertification Time Standards 6500-6599

Overview of Recertification Time Standards 6500

Verification Time Standards at Recertification 6520

Change Reported Prior to Processing Recertification 6525

Issuance Time Standards at Recertification 6530

Failure to Complete Recertification 6540

Assigning Certification Periods 6600-6699

Assigning Certification Periods 6600

Reporting Changes 6700-6899

Simplified Reporting Households 6705

Simplified Reporting – Acting on Changes 6707

Reporting Requirements and Entering Changes for Pending Applications 6710

Failure to Report Changes 6730

Death of Head-of-Household 6732

Worker Requirements for Acting on Changes in Medical Expenses 6735

Worker Requirements for Acting on All Other Changes 6740

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System Action on SNAP Changes with Missing Verification 6745

Acting on Changes Which Increase Benefits 6750

Acting on Changes Which Decrease Benefits 6760

Acting on Change of Address 6765

Providing Supplementals 6770

Overview of PA Changes Affecting SNAP Cases 6780

SNAP Restorations 6790

Verification

7000-7199

Required Verification at Application 7000

Expedited Verification 7010

Verification of Questionable Information 7020

Required Verification at Recertification 7030

Verification of Changes 7040

Sources of Verification 7050

Household Cooperation 7060

Household Failure to Cooperate 7070

Method of Providing Verification 7090

Worker Responsibility for Verification 7100

Timely Notice of Decrease, Discontinuance _____ 7110

Exceptions to Timely Notice Period – SNAP 7115

Case Record 7200-7499

Disclosure of Information – SNAP 7200

Case Record Content 7450

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SNAP Case Documentation 7475

Management Evaluation (ME) 7500-7699

Management Evaluation/Program Access Reviews – Purpose ____7500

Corrective Action Plan (CAP) 7600

Electronic Benefit Transfer 8000-8299

Issuance

8100-8199

Issuance Cycle 8100

Replacements 8200-8299

Authorizing Replacements Due to a Casualty Loss 8220

Special Procedures 9000-9499

FNS Declared Disaster 9000-9100

Disaster - General 9000

DSNAP Eligibility 9005

DSNAP Income Limits 9010

DSNAP Allotment 9015

DSNAP Caseworker Responsibilities 9020

Dual Participation 9025

DSNAP Fair Hearings 9030

DSNAP Electronic Benefit Transfer (EBT) Issuance 9035

DSNAP EBT Card Security 9040

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MS 2000 [1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 2000 – R. 6/15/26 – OMTL – 698 Definitions

Active Case: A household that was certified for and received SNAP benefits during the month.

Adequate Notice: A written notice that includes:

A. A statement of the action the agency has taken or intends to take;

B. The reason for the intended action;

C. The household's right to request a fair hearing;

D. The name of the person to contact for additional information;

E. The availability of continued benefits; and

F. The liability of the household for any over issuance received while awaiting a fair hearing if the hearing official's decision is adverse to the household.

This notice must be received no later than when the reduced benefits are received. If benefits are terminated, the notice must be received at the time benefits would have been received if they had not been terminated. Participants are allowed 10 calendar days from the date the notice is mailed to request a hearing and continuation of benefits. If the 10-day period ends on a weekend or a holiday and a request is received the day after the weekend or holiday, consider the request to be timely.

Adult: Any individual aged 18 or over, or an emancipated child under the age of 18.

Allotment: The total value of SNAP benefits a household is authorized to receive.

Application: The form signed by a household member or the household's representative to apply for SNAP benefits.

Authorized Representative (AR): A person or persons designated in writing by the head of the household, spouse, or other responsible member of the household to act on behalf of the household in applying for, obtaining, and using the SNAP benefits. The AR can complete work registration for those household members required to register for work. The household has the option of selecting one AR to apply for program benefits, and another to obtain and use the SNAP benefits (Electronic Benefit Transfer (EBT) representative), or one to perform both functions.

Basis of Issuance: Tables or charts used by the agency to determine monthly benefit amounts based on the Thrifty Food Plan.

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MS 2000 [2]

Boarder: An individual or multiple individuals residing with a household and paying reasonable compensation to the household for lodging and meals or residing in a commercial boarding house.

Boarding House: An establishment licensed as a commercial enterprise that offers meals and lodging for payment. In areas without licensing requirements, a boarding house is a commercial establishment that offers meals and lodging for payment with the intent of making a profit. The number of boarders residing in a boarding house is not used to determine if a boarding house is a commercial enterprise. The household of the operator of a boarding house may participate in the program separately and apart from the residents of a boarding house if that household meets all other eligibility requirements.

Cafeteria Plan: Under some pay/benefit plans, an employee may choose to have the employer withhold money from wages to pay expenses such as childcare, medical expenses, etc. If the benefit plan involves money owed to the recipient, it is countable income. As each cafeteria plan is unique, it must be reviewed thoroughly to determine if the funds would otherwise be available to the household.

Call Services Worker (CSW): CSWs are responsible for incoming and outgoing calls related to all benefit programs. Their goal is to resolve the concern or request on the first call whenever possible. This job function may include application and recertification phone interviews, resolving complaints, providing information or answering questions, processing case changes, etc.

Capital Gain: Profit resulting from the sale of capital investments such as stocks, real estate, etc.

Collateral Contact: A verbal or written confirmation of a household's circumstances by a person outside of the household.

Communal Dining Facility: One of the following:

A. A public or nonprofit private establishment approved by the Food and Nutrition Administration (FNA) which prepares and serves meals for elderly persons or for Social Security Insurance (SSI) recipients and their spouses; B. A public or private nonprofit establishment (eating or otherwise) that feeds elderly persons or SSI recipients and their spouses; C. Federally subsidized housing for the elderly, where meals are prepared for and served to the residents; and D. Private establishments that contract with a State or local agency to offer meals at concessional prices to elderly persons or SSI recipients and their spouses.

Date of Admission: The date established by the U.S. Citizenship and Immigration Services (USCIS) as the date a sponsored alien is admitted for permanent residence into the United States.

Disabled: An individual determined eligible for or receives the following benefits. This includes instances in which the entire benefit is recouped to recover an overpayment.

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MS 2000 [3]

A. SSI or presumptive SSI under Title XVI of the Social Security Act or disability/blindness payments under Titles I, II, X, XIV, or XVI of the Social Security Act. A description of these titles is as follows:

1. Title I - Old-Age and Medical Assistance for the Aged;

2. Title II - Federal Old-Age, Survivors and Disability Insurance Benefits;

3. Title X - Aid to the Blind;

4. Title XIV - Aid to the Permanently and Totally Disabled;

5. Title XVI - Aid to the Aged, Blind or Disabled or for such Aid and Medical Assistance for the Aged;

B. State Supplementation;

C. Disability retirement benefits from a Federal, State, or local governmental agency because of a disability considered permanent under Section 221(i) of the Social Security Act. This includes Federal Employees Compensation Act (FECA) payments that an individual elects to receive in place of Civil Service Retirement (CSR) benefits. This does not include FECA payments received pending a determination of eligibility for Civil Service disability;

D. Annuity payments under:

1. Section 2(a)(1)(iv) of the Railroad Retirement Act of 1974 and is determined to qualify for Medicare by the Railroad Retirement Board; or

2. Section 2(a)(i)(v) of the Railroad Retirement Act of 1974 and is disabled based upon the criteria used under Title XVI of the Social Security Act;

E. A veteran with a service-connected or nonservice-connected disability rated by the Veterans Administration (VA) or paid as total (100%) by the VA under Title 38 of the United States Code;

F. A veteran considered by the VA to require regular aid and attendance or to be permanently housebound under Title 38 of the United States Code;

G. A surviving spouse of a veteran considered by the VA to be in need of regular aid and attendance or permanently housebound, or a surviving child of a veteran and considered by the VA to be permanently incapable of self-support under Title 38; or

H. A surviving spouse or child of a veteran considered by the VA to be entitled to compensation for a service-connected death or pension benefits for a nonservice-connected death under Title 38, who has a disability considered permanent under Section 221(i) of the Social Security Act. Disabilities considered permanent under the Social Security Act include: 1. Permanent loss of use of both hands, both feet, or one hand and one foot; 2. Amputation of the leg at the hip;

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MS 2000 [4]

3. Amputation of leg or foot because of diabetes mellitus or peripheral vascular disease;

4. Total deafness, not correctable by surgery or hearing aid;

5. Statutory blindness, except if due to cataracts or detached retina;

6. IQ 59 or less, established after attaining age 16;

7. Spinal cord or nerve root lesions resulting in paraplegia or quadriplegia;

8. Multiple sclerosis, in which there is damage to the nervous system because of scattered areas of inflammation that recur and have progressed to varied interference with the function of the nervous system, including severe muscle weakness, paralysis, and vision and speech defects;

9. Muscular dystrophy with irreversible wasting of the muscles, with a significant effect on the ability to use the arms and/or legs;

10.Impaired renal function due to chronic renal disease (documented by persistent adverse objective findings) resulting in severely reduced function, which may require dialysis or a kidney transplant; and

11.Amputation of a limb, current age 55 or older.

I. Disability related medical assistance under Title XIX of the Social Security, including a determination by the Medical Review Team (MRT) that the person is disabled. A Kentucky Transitional Assistance Program (KTAP) incapacity determination is not evidence of disability for this reason.

Documentation: An explanation maintained in the case record of the household's circumstances. The documentation must be in sufficient detail to support the accuracy of any case determination.

Drug Addiction and Alcohol (DAA) Treatment Center: Any drug addiction or alcoholic treatment and rehabilitation program conducted by a public agency pursuant to Part B of Title XIX of the Public Health Service Act, or a private nonprofit organization or institution which is certified by the State agency or agencies designated by the Governor as responsible for the administration of the State’s programs for alcoholics and drug addicts pursuant to P.L. 91-616, Comprehensive Alcohol Abuse and Alcoholism Prevention Treatment and Rehabilitation Act of 1970 and P.L. 92-255, Drug Abuse Office and Treatment and Rehabilitation Act of 1972 as providing treatment that can lead to the rehabilitation of drug addicts or alcoholics. Please refer to MS 2600.

Elderly: An individual aged 60 or older. If a member is 59 years of age at the time of application but will turn 60 before the end of the month of application, consider that member elderly.

Electronic Income Verification (EIV): A method of verifying income through the transmission of information by various electronic systems.

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MS 2000 [5]

Eligibility Advisor (EA): An electronic system used to locate and verify an individual's current wages, job start or end, bank accounts and balances, and property holdings.

Eligible Food: Any of the following:

A. Food or a food product intended for human consumption, including bottled water. Alcoholic beverages, including "non-alcoholic" beer, tobacco, and hot food products prepared for immediate consumption, do not fall within this definition;

B. Seeds and plants to grow foods for the personal consumption of eligible households;

C. Meals prepared and delivered by an authorized meal delivery service to households eligible to use SNAP benefits to purchase delivered meals;

D. Meals served to households eligible to use benefits for communal dining, by an authorized communal dining facility for the elderly, SSI households, or both;

E. Meals prepared and served by a drug addiction or alcohol treatment and rehabilitation center to eligible households;

F. Meals prepared and served by a certified public or private non-profit group living arrangement facility to residents who are blind, aged, or disabled and meet the definition of "disabled";

G. Meals prepared by and served by a shelter for battered women and children to its eligible residents; and

H. Meals prepared and served by a public or private, nonprofit establishment that feeds homeless individuals, e.g., soup kitchen, shelter for the homeless, and which is approved by FNA and the appropriate state or local agency.

Eligibility and Enrollment: This job function completes in-person application/recertification interviews for assigned programs, including processing and disposing applications during the interview when all verification is provided and no additional actions are needed, such as a supervisor case review.

Entitlement: The amount of SNAP benefits the household would receive if one or more members disqualified for an Intentional Program Violation were included in the calculation of benefits.

Fleeing Felon: An individual convicted of Federal aggravated sexual abuse, murder, sexual exploitation and abuse of children, sexual assault, or similar State laws, and who is not in compliance with the terms of their sentence or parole.

Flexible Benefits: Under some pay/benefit plans, an employer awards the employee fringe benefits. This is usually an employer-paid benefit and, in most cases, is not monetary, such as a point system redeemable for merchandise. These are not considered countable income unless determined to be wages owed to the employee.

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MS 2000 [6]

Fluctuating Income: Pay amounts differ every pay period.

Group Living Arrangement (GLA): A public or private nonprofit residential setting that serves no more than sixteen residents and is certified by the State under regulations issued under Section 1616(e) of the Social Security Act or under standards determined to be comparable to the standards implemented by appropriate state agencies under Section 1616(e) of the Social Security Act. To be eligible for SNAP benefits, a resident of a GLA must be blind, aged, or disabled and meet the definition of "Disabled" contained in this section.

Head-Of-Household (HOH): The person in whose name the application is made for participation in the Program.

Homeless Individual: A homeless individual is one who:

A. Lacks a fixed and regular night-time residence; or

B. Has a primary night-time residence that is:

1. A supervised shelter designed to provide temporary living accommodations;

2. An institution that provides a temporary residence for individuals intended to be institutionalized;

3. A temporary accommodation of less than 90 days in the residence of another individual; or

4. A place not designed for, or ordinarily used as a regular sleeping accommodation for human beings, such as a tent, box, car, etc.

Homeless Meal Provider: A nonprofit establishment authorized to prepare and serve meals to homeless individuals (e.g., soup kitchens, shelters for the homeless).

Income Eligibility Verification System (IEVS): A system of information sharing through various computer matches for purposes of income and eligibility verification.

Indigent Alien: An indigent alien is an alien the agency has determined as being unable to obtain food and shelter, taking into account the alien's own income plus any cash, food, housing, or other assistance provided by other individuals, including the sponsor(s). This means the sum of the eligible sponsored alien’s household's own income, the cash contribution of the sponsor and others, and the value of any in-kind assistance the sponsor and others provide does not exceed 200% of the poverty level guidelines for the household's size.

Institution of Higher Education: A business, technical, trade, or vocational school that normally requires a high school diploma or equivalency certificate for enrollment in the curriculum, or a college or university that offers degree programs regardless of whether a high school diploma is required. A college includes a junior, community, two-year, or four-year college or a university.

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MS 2000 [7]

Intake Worker: This job function includes more than one role and may be completed by one or more staff members, depending on the size of the local office and foot traffic. Roles of the intake worker include routing individuals who come into the local office to apply, recertify, or report changes. Intake workers assign tasks to the appropriate worker and provide support to individuals who walk into the office. The intake worker reviews the individual’s information to determine the appropriate next steps and assigns the individual to an Eligibility and Enrollment, Adult Medicaid, or Kentucky Works Program (KWP) worker. The support function for the intake worker includes:

A. Answering questions; B. Providing information about services or processes; C. Scanning documents, and D. Assigning individuals to support services.

Intentional Program Violation (IPV): Any of the following intentional actions by a household member:

A. Making a false or misleading statement; B. Misrepresenting, concealing, or withholding facts; or C. Committing any act that constitutes a violation of the Food and Nutrition Act of 2008, federal or state SNAP regulations, or any state statute relating to the use, presentation, transfer, acquisition, receipt, or possession of SNAP benefits.

Irregular Income: An amount that is not received consistently. The amount may be stable or varied, but receipt every pay period is uncertain. There may be some pay periods where no income is received.

Meal Delivery Service: A private nonprofit organization or a private establishment with which a State or local agency has contracted for the preparation and delivery of meals at concessional prices to elderly persons and their spouses, and to disabled persons and their spouses who are unable to adequately prepare all of their meals.

Means-Tested: An applicant's financial circumstances are considered in determining eligibility and/or benefit level. Examples of means-tested programs are KTAP, SSI, publicly funded housing, and educational payments that are counted as income. If the income is not countable for SNAP benefits purposes, the question of whether it is means-tested is not considered.

Migrants: A farm worker who travels away from home regularly, seeking employment in an agriculturally related activity. A migrant household is a household traveling for this purpose.

Over Issuance: The amount of SNAP benefits that exceeds the amount the household was eligible to receive.

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MS 2000 [8]

Physician: A practitioner of medicine who is authorized or licensed to treat diseases. A chiropractor who is licensed by the Kentucky State Board of Chiropractic Examiners is recognized as a licensed practitioner who can diagnose and treat diseases or disorders that are within their realm of expertise.

Post-Secondary Schools: Includes vocational/technical schools, even those not requiring a high school diploma or GED, if these institutions are recognized by the State to provide an educational program beyond secondary education, all colleges and universities, and all programs providing training to prepare the individual for gainful employment, including correspondence schools and programs for the physically/mentally disabled at any level.

Public Assistance (PA): Any household in which all members have been approved for a KTAP grant or State Supplementation benefit, whether or not the first payment is received in the month of approval.

Qualified Alien: An alien who meets eligibility requirements specified in MS 2900.

Quality Control Review: A review of a case to determine if a household is receiving the food benefits to which they are entitled and to ensure benefits are not incorrectly denied or terminated.

Recognized Chemical Dependency Treatment Program: is defined as “A program which provides treatment that leads to the rehabilitation of drug addicts and/or alcoholics.”

Reference Date: the cutoff date for determining which reported items require verification for initial eligibility (10 days prior to the 30th day).

Residents of Institutions: Individuals who are residents of an institution that provides two or more meals daily, as part of the institution's normal services. Residents of institutions include students with meal tickets who reside in dormitories, fraternities, and/or sororities, and spouses who reside in spouse abuse centers where the majority of meals are provided. On-campus housing includes any university-sponsored housing where meals are provided. The facility does not have to be physically located on campus.

Resources: Available money or other assets.

Roomer: An individual to whom a household furnishes lodging but not meals.

Salary: The same amount is received every pay period.

Seasonal Farmworker: A person employed in agricultural work, temporary in nature, and not required to be absent from home overnight.

Self-Employment Income: Income from which NO taxes are withheld prior to receipt of income by the individual.

Shelter for Battered Individuals and Children: A nonprofit residential facility that serves battered individuals and their children. If such a facility serves other

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MS 2000 [9]

individuals, a portion of the facility must be set aside on a long-term basis to serve only battered individuals and children.

Significant Ownership Interest: An ownership interest of 5 percent or more in a for-profit entity that filed an alien visa petition to give a prospective employee alien status.

Sponsor: A person who is either eligible to execute or has executed an affidavit of support or similar agreement on behalf of an alien as a condition of the alien’s entry as a permanent resident into the United States. Sponsors must be individuals and not corporations or other entities.

Sponsored Alien: An alien lawfully admitted for permanent residence in the United States, on whose behalf a sponsor executed an affidavit of support or similar agreement, including any spouse or child who will accompany or follow-to-join the beneficiary of an alien visa petition.

Spouse: Either of two individuals:

1. Who are defined as married to each other under applicable State law; or

2. Who live together and represent themselves as husband and wife to the community, which includes relatives, friends, neighbors, or tradespeople.

Striker: Anyone involved in a strike or concerted stoppage of work by employees, including a stoppage by reason of the expiration of a collective bargaining agreement and any concerted slowdown or interruption of operations by employees.

Student: Any person who is aged 18 through 49, physically and mentally fit, and enrolled at least half-time in an institution of higher education. See the definition of Institution of Higher Education.

Supplemental Security Income (SSI): Monthly cash payments made under the authority of:

A. Title XVI of the Social Security Act, as amended, to the aged, blind, and disabled; B. Section 1616 (a) of the Social Security Act; or C. Section 212 (a) of Public Law 93-66. Support Services Worker: This job function will handle all items received via mail, fax, or electronic means and process documents as appropriate. Additional functions include scanning/indexing/attaching documents in the Electronic Case File (ECF), mailing Request For Information (RFI) and other application or recertification documents generated from Call Services, and processing cases.

Supportive Services: Services provided to KTAP recipients participating in the Kentucky Works Program (KWP). Supportive services payments are authorized for transportation expenses and other items or services needed by the participant.

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MS 2000 [10]

Thrifty Food Plan: SNAP benefits levels are based on the Thrifty Food Plan. The Thrifty Food Plan is a low-cost diet and is revised on October 1st of each year.

Transitional Housing: Housing to encourage the movement of homeless individuals or families to independent living within a reasonable amount of time, as determined by the Secretary of Housing and Urban Development (HUD). Transitional housing includes housing primarily designed to serve formerly institutionalized homeless individuals, homeless individuals with mental disabilities, and homeless families with children.

Under issuance: The amount of SNAP benefits issued to a household that was less than the amount it was eligible to receive.

Verification: The use of third-party information or documentation to establish the validity of statements provided by the household.

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MS 2002

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2002 – R. 6/15/26 – OMTL – 698 Use of SNAP Benefits

Eligible households may use their SNAP benefits to purchase eligible food items in stores and at farmers’ markets that are authorized by the United States Department of Agriculture (USDA), Food and Nutrition Administration (FNA) to accept benefits.

A. Federal law does not allow sales tax to be charged on food purchased with SNAP benefits.

1. For items purchased with a combination of SNAP benefits and cash, sales tax can only be charged on the taxable items purchased with cash. 2. All complaints from participants about sales tax being charged on taxable items purchased with SNAP benefits should be reported to:

Kentucky Department of Revenue

501 High Street

Frankfort, KY 40601 3. Complaints should include the name and address of the grocer, what you are disputing, by stating the type of tax involved, the tax periods affected, all disputed tax notice number(s), items on which sales tax was charged; and, if available, attach a copy of the sales receipt. 4. Individuals filing a complaint do not have to reveal their name or address.

B. The following items can be purchased with SNAP benefits:

1. Food items intended for home preparation and consumption; 2. Seeds or plants to grow food intended to be consumed by the household; and 3. Nonalcoholic beverages.

C. The following items cannot be purchased with SNAP benefits:

1. Alcoholic beverages, including "non-alcoholic" beer; 2. Household products such as soap, paper products, and cleaning supplies; 3. Hot foods (such as cooked food from a grocery store deli) or food products prepared for immediate consumption, except as provided in MS 2004; 4. Tobacco products; and 5. Any other nonfood products.

D. SNAP benefits on the Electronic Benefit Transfer (EBT) card cannot be used to pay on credit accounts; this includes accounts where retailers have allowed recipients to charge eligible food purchases.

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MS 2004 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2004 – R. 6/15/26 – OMTL – 698 Special Uses

[Prepared meals may be purchased with SNAP benefits in the following instances:

A. Communal Dining. Eligible household members who are age 60 or over, or SSI recipients, and the spouses of these members may use benefits to purchase meals prepared especially for them at communal dining facilities authorized by the Federal Nutrition Assistance Administration (FNA) for that purpose. Communal dining facilities include private establishments, such as churches, which do not normally serve food.

B. Meals On Wheels. Eligible household members who are age 60 or over or who are housebound, physically disabled, or otherwise unable to adequately prepare all their meals may use benefits to purchase meals from a nonprofit meal delivery service authorized by the FNA. Spouses, regardless of age or disability, are eligible to participate in this program.

C. Cooperatives. Benefits may be used to purchase food at any private nonprofit cooperative food-purchasing venture, including those whose members pay for food prior to its receipt.

D. Substance Use Treatment Programs, including Drug Addiction and Alcohol Addiction (DAA) treatment centers.

E. Group Living Arrangements.

F. Domestic Abuse Center Residents.]

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MS 2006 [1]

[Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2006 – R. 6/15/26 – OMTL – 698 Volunteers

Volunteers or other persons not employed by the Department may be involved in certification-related activities; however, they cannot conduct certification interviews or certify applicant households. Activities of these volunteers include the following:

A. Teaching nutrition;

B. Transporting individuals to certification and issuance offices;

C. Assisting in completion of required eligibility forms;

D. Assisting in securing necessary verification; and

E. Acting as representatives.

No persons or organizations that are parties to a strike or lockout are used in any certification-related activity. An employee of the Department for Community Based Services (DCBS) whose spouse is a party to a strike is not included in this restriction.

These individuals may be used as a source of verification for information provided by applicant households if they would, under normal circumstances, be in the best position to confirm a household's circumstances. The facilities of persons or organizations who are parties to a strike or lockout are not used in the certification process or as a site for the certification interview.]

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MS 2010

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2010 – R. 6/15/26 – OMTL – 698 Relatives as a Separate Household

A. [The following individuals living together must be certified as one household regardless of whether they customarily purchase and prepare food separately.

1. The spouse (as defined in MS 2000) of any household member;

Example: Individuals living together and representing themselves as spouses to the community (which includes relatives, friends, neighbors, or tradespeople) must be certified as one household.

2. Parents living with their natural, adopted, or stepchildren who are age 21 or younger (including ex-stepchildren, as divorce does not sever the stepparent relationship). For SNAP benefit purposes, biological blood ties are severed when a child is legally adopted. However, guardianship does not override a parent’s natural relationship; and

Example: A child lives in the home with a natural parent and an adoptive parent. The child must be included in the case with the adoptive parent if the parents are applying as separate households.

3. Children, other than foster children under 18, who are under the parental control of an adult household member.

Note: In situations where a parent moves into a household that contains a child and a non-parental adult who has custody of said child, the SNAP case must include the parent, child, and non-parental adult, along with anyone else with whom they purchase and prepare meals. The parent and child must be in the same SNAP case, as this is a requirement for any parent living with their child age 21 or younger. Since the non-parental adult has custody of the child and the child is under that adult’s parental control, until the child moves out or the custody has been severed, the non-parental adult must also be included in the same SNAP case.

Separate entrances to a home have no bearing on household composition; there must be a clear separation of living units.

Example: a duplex is considered separate dwellings/living units; however, a converted basement apartment is not a separate dwelling/living unit.

B. The following relatives may be granted separate household status if they meet all other eligibility criteria and purchase food and prepare meals separately from the others.

1. Adult children age 22 or older, living with their parents; and

2. Siblings who, regardless of age, are not living with their parents.

3. A person who is too disabled to purchase their own food, but who has arranged to have the food purchased and prepared separately from those

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MS 2010

[2]

with whom they live, may qualify for separate household status. The disabled person may claim separate household status even if the person who shops for food or prepares meals resides with them.

If questionable, require the household member to verify separate household status.

C. If a household containing elderly and disabled relatives, who purchase and prepare their meals together, is requesting separate household status, see MS 2020.

D. If an applicant does not meet the criteria above, all household members must be included in the case.]

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MS 2020

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2020 – R. 6/15/26 – OMTL – 698 Special Provision for the Elderly and Disabled.

[For SNAP purposes, a household is an individual or group of individuals who live together and who customarily purchase and prepare food together. The members of a household may be related or unrelated. For further guidance regarding required household members, reference MS 2010 – MS 2100. Any individual or a group of individuals who purchase and prepare food together are considered as one household unless an elderly individual, whether related or unrelated, is unable to purchase and prepare meals separately because of a disability. If an individual states they fall into this category, that individual and their spouse can be certified as a separate household if all of the following apply:

A. The individual is age 60 or over;

B. The individual has a disability considered permanent under the Social Security Act or suffers from a non-disease-related, severe, permanent disability as outlined in MS 2000; and

C. The countable gross income of all others living with the individual, excluding the income of the elderly and disabled individual's spouse, is less than or equal to 165% of the net monthly income eligibility standard.

Income information for the other individuals who reside with the elderly and disabled applicant(s) in the case is requested; however, the income is not used to calculate the allotment for the elderly and disabled applicant(s) but is used to determine whether the elderly or disabled household is eligible to receive benefits separately. If the income of the other individuals is greater than the 165% limit, all individuals must be included in one household.]

(volume-ii-snap)(page-29)Page 29#

MS 2030 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2030 – R. 6/15/26 – OMTL – 698 Emancipated Child

[If a child under age 18, other than the natural, adoptive, or stepchild of a household member, is not under the control of a household member, the child can be certified as a separate food benefits household if the household is eligible for separate household status, and if one of the following applies:

A. The child has income sufficient to meet their needs; or

B. The child has moved into the household due to their divorce or separation.]

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MS 2040 [1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2040 – R. 6/15/26 – OMTL – 698 Irregular Household Members [Irregular household members are individuals in the household who are in and out of the home due to the nature of their employment, vacation, school, or hospital confinement. Household composition for irregular members is considered differently based on whether that member is a spouse or other household member. Treat irregular household members, other than a spouse, in the following manner: A. Do not enter the irregular household member as the head-of-household. B. In situations where it cannot be determined whether an irregular member can be claimed by the household, make the determination based on where the individual takes the majority of their meals. C. If a child involved in a joint custody arrangement receives an equal number of meals from each parent’s household, the parents must decide which household will apply for SNAP benefits for the child. If an agreement between the parents cannot be made, the child will be included in the household that applies first. If the other parent applies for the child while the child is already receiving benefits in the first parent’s case, advise the parent that they may request a hearing. During the hearing process, a hearing officer will make a decision on which household may claim the child for SNAP benefits. D. If the family member engaged in out-of-town employment, vacation, or hospital confinement is in the home sometime during the month, staff may include them in the household for that month. Example: A family member works away from home during the week but comes home every weekend. In this situation, because the individual is expected to return home during the month, the individual is considered a household member. Since this individual is considered a household member, all of their income is included when considering the household’s income. E. Establish the amount of income provided to the household by the family member who is not a part of the household, and consider this amount as income to the household. Example: A family member works away from the home and does not return to the household during the month, but gives money to the household. In this situation, the individual is not considered a household member, but the money received is considered income to the household. F. Spouses who are in and out of the household due to the nature of employment, vacation, hospital confinement, or school attendance, treat them in the following manner:

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MS 2040

[2]

1. If the spouse has not established another residence and is in the household or is expected to be in the household sometime during the month, consider the spouse as a household member in determining the household's SNAP allotment amount;

2. Consider the spouse's income available in its entirety to the household; and

3. Consider deductible expenses incurred by the spouse while absent from the household, along with all other deductible expenses.

Example: A spouse works away from home on weekdays and pays for a hotel during the week; this expense may be considered in addition to the household’s regular shelter expenses.

Note: This does not apply to other individuals who are in and out of the home and who are not a spouse of the head of household.]

(volume-ii-snap)(page-32)Page 32#

MS 2060 [1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 2060 – R. 6/15/26 – OMTL – 698 Non-Household Members

[The following individuals are considered non-household members when determining household composition. Please note: The relationship of non- members should be thoroughly explored and documented.

A. Roomers, which are individuals to whom a household furnishes lodging, but not meals;

B. Live-in attendants;

C. Ineligible students, including a related member (see MS 2320 for more on ineligible students);

D. Boarders, if the household does not request their inclusion;

E. Unrelated individuals who live together but who do not customarily purchase and prepare food together; and

F. Foster care children/adults, if the household does not request their inclusion.

Refer to MS 2010 for more information regarding how to consider related household members.

Household size and composition must be verified at every application, reapplication, recertification, reported change in composition and/or address, and whenever the information provided by the household is questionable.

During the FS-2 process, client statement is acceptable as verification of a change in household composition, unless it is questionable.]

(volume-ii-snap)(page-33)Page 33#

MS 2080 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2080 – R. 6/15/26 – OMTL – 698 Ineligible Members

[The following individuals are ineligible to participate in the SNAP program:

A. Boarders - residents in a household who pay reasonable compensation to the household for lodging and meals, or individuals who reside in a commercial boarding house;

B. Foster care children/adults excluded at the request of the SNAP applicant; except foster care adults who are residents of a group home. See MS 2700;

C. Residents of institutions such as nursing homes, hospitals, facilities in which all meals are provided, etc., except as provided in MS 2090;

D. Strikers, unless the household was eligible for benefits the day prior to the strike and the household is eligible at the time of application;

E. Excluded household members as outlined in MS 2100; and

F. Ineligible students. For more information, see MS 2320.]

(volume-ii-snap)(page-34)Page 34#

MS 2090 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2090 – R. 6/15/26 – OMTL – 698 Residents of Institutions

[Only the following residents of institutions can participate in the SNAP program:

A. Residents of federally subsidized housing for the elderly;

B. Individuals with Substance Use Disorders (SUD) and their children who reside at an approved Drug Addiction and Alcohol (DAA) treatment center that meets the criteria specified in MS 2600.

C. Aged, blind, or disabled individuals who meet the definition of "disabled" and who are residents of a group living arrangement.

D. Individuals or individuals with their children temporarily residing in a domestic violence shelter.

E. Residents of temporary shelters for the homeless.

F. Applications received from the Social Security Administration (SSA) for Supplemental Security Insurance (SSI) applicants who are residents of institutions. The application is held for processing until the SSA advises the local office of a release date. Refer to MS 3155 for details.

G. Residents of dormitories or other on-campus housing who do not have meal tickets.]

(volume-ii-snap)(page-35)Page 35#

MS 2100 [1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 2100 – R. 6/15/26 – OMTL – 698 Excluded Members

[Excluded members cannot participate in SNAP as a separate household or as a member of any SNAP household. Refer to MS 5050, MS 5220, and MS 5520 for treatment of resources, income, and deductions for those individuals.

The following are considered excluded household members:

A. Ineligible aliens;

B. Individuals currently disqualified for:

1. Refusing to provide or apply for a Social Security Number (SSN);

2. Intentional program violation;

3. Failure to agree to register for work;

4. Noncompliance with an employment and training requirement, including a Kentucky Works Program (KWP) sanction;

5. Voluntarily quitting a job, reducing work hours, or refusing a job;

6. Fleeing to avoid prosecution, custody, or confinement for a crime that would be classified as a felony;

7. Fleeing to avoid prosecution or custody for an attempt to commit a crime that would be classified as a felony; or

8. Violating the conditions of probation or parole under Federal or State law.]

(volume-ii-snap)(page-36)Page 36#

MS 2200

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2200 – R. 6/15/26 – OMTL – 698 Boarders - General

[Boarders are individuals residing with a household who pay reasonable compensation to the household for lodging and meals, or who reside in a commercial boarding house. Boarders are considered non-household members.

To be considered a boarder, the member must meet the following criteria:

A. Make reasonable monthly payments as follows:

1. Pays an amount equal to or exceeding full monthly SNAP benefits according to the border’s benefit household size. This applies to boarder households who receive an average of more than two meals each day; or

2. Pays an amount equal to or exceeding two-thirds of the full monthly food benefits according to the boarder’s household size. This applies to boarder households who receive an average of two meals or less each day.

B. Foster care adults/children who are excluded from the household are considered boarders. The reasonable payment criteria do not apply. The entire foster care maintenance payment is excluded from consideration in benefits calculations.

C. The following relatives who live together but do not purchase and prepare food together may be considered boarders.

1. Children age 22 or older, living with their parents; and

2. Siblings who do not live with their parents. (If the sibling is under age 18 and is under the parental control of another sibling, they cannot be a boarder in the case of the sibling who assumes the parental role.)

These individuals must be making reasonable monthly payments, as defined above.

The following cannot be considered a boarder:

A. Spouse of a household member; B. Children under 18 years of age, if under the control of a household member; C. Individuals paying less than a reasonable monthly payment for meals; D. Individuals furnished both meals and lodging by a household, but contribute less than a reasonable monthly amount for meals; or E. Parents living with their natural, adopted, or stepchildren.

Note: Individuals who are coded as boarders in an active/pending case cannot apply separately for themselves.]

(volume-ii-snap)(page-37)Page 37#

MS 2300 [1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 2300 – R. 7/1/26 – OMTL – 701 Students

A. [To be eligible to participate in SNAP, students, as defined in MS 2000, must meet at least one of the following criteria:

1. Be employed and paid for an average of 20 hours per week or 80 hours per month;

2. Be self-employed and working an average of 20 hours per week or 80 hours per month and receive weekly earnings at least equal to the Federal minimum wage multiplied by 20 hours per week or 80 hours per month (use gross amount of income to make this determination);

3. Participate in a State or federally financed work-study program during the regular school year.

To qualify under this provision, the student must be: a. Approved for work-study at the time of application for SNAP benefits;

b. The work study must be approved for the school term and,

c. The student must anticipate actually working during that time. The exemption begins with the month in which the school term begins, or the month work-study is approved, whichever is later. Once started, the exemption continues until the end of the month in which the school term ends, or it becomes known the student has refused an assignment. The exemption does not continue between terms when there is a full month or longer break, unless the student participates in work-study during the break;

4. Be responsible for the physical care of a dependent household member under age six. Only one parent/stepparent per household can be responsible for the care of dependent household members under age six. The parents must decide who has primary responsibility;

5. Be a single parent enrolled in an institution of higher education on a full- time basis, as determined by the institution, who is responsible for a dependent child under age 12, regardless of the availability of adequate childcare.

This provision applies where only one natural, adoptive, or stepparent, regardless of marital status, is in the same SNAP household as the child. “Regardless of marital status” means the parent may be single (meaning never married), a widow or widower, separated, divorced, or married and living in a separate household from the other parent.

If no natural, adoptive, or stepparent is in the same SNAP household as the child, another full-time student in the same SNAP household as the child

(volume-ii-snap)(page-38)Page 38#

MS 2300 [2]

may be eligible if they have parental control over the child and are not living with their spouse;

6. Be responsible for the care of a dependent household member who has reached age six but is under age 12, and where it has been determined adequate childcare is not affordable or convenient to enable the individual to attend class and satisfy the work requirements of item one of this section.

The lack of adequate childcare includes any case situation where abuse, neglect, or the safety of the child is in question. Only one parent/stepparent per household can be responsible for the child between the ages of six and 12. The parents must decide who has primary responsibility;

7. Receive benefits from the Kentucky Transitional Assistance Program (KTAP). This does not include Work Incentive Reimbursement (WIN) payments;

8. Be assigned to or placed in an institution of higher education through a program under the Workforce Innovation and Opportunity Act (WIOA), or in compliance with the requirements of another program operated by a State or local government, for the purpose of the Employment and Training Program (E&T).

An appropriate State or local E&T program contains components that are at least equivalent to the acceptable components of the SNAP E&T program. Individuals who voluntarily participate in one of these E&T programs and are placed in an institution of higher education through or in compliance with the requirements of the program also qualify for the exemption; or

Note: Students attending Kentucky Community and Technical College System (KCTCS) schools who are enrolled in a program that cannot be transferred to a four-year degree program and agree to participate in E&T are considered eligible students through the Vocational Education Skills (VES) program.

9. Be assigned to, or placed in, an institution of higher education through, or in compliance with, Section 236 of the Trade Act of 1974.

This Act was passed to assist workers who have lost their jobs due to foreign trade. The Office of E&T administers the provisions of the Trade Act through a program entitled Trade Adjustment Assistance (TAA).

To receive assistance through TAA, a group of three or more fired or laid- off employees, the labor union, or the company may petition E&T for consideration. E&T submits the request to the Department of Labor for consideration. The Department of Labor is responsible for determining the job loss was the result of foreign trade. If the Department of Labor approves the request, E&T notifies the dislocated workers when to come to the local One-Stop Career Center to apply for the TAA program. Individuals with college credits

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MS 2300 [3]

will be placed into college; all others will be placed into a trade or vocational school.

Note: If a household member is enrolled at least half-time due to E&T placement or through TAA, they are not exempt from work registration.

B. Individuals who reside on campus and possess a meal plan that provides over 50% of daily meals are not eligible for SNAP benefits. These individuals are considered to be living in an ineligible institution.

C. Participants in an on-the-job training program are not considered students during the time they are in training. They may be considered students during the period of time they are only attending classes. However, if they meet the student definition, they must meet one of the criteria in item A above to be eligible for SNAP benefits.

D. At the end of the school term, if the student does not meet ongoing eligibility, it is the responsibility of the household to report this change.

E. Students determined ineligible can become eligible for SNAP benefits as soon as one of the criteria listed in this section, item A, is met.

F. For determination of student financial eligibility, refer to MS 5650.]

(volume-ii-snap)(page-40)Page 40#

MS 2310

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2310 – R. 7/1/26 – OMTL – 701 Period of Student Enrollment

[Enrollment status begins on the first day of the school term of the institution of higher education. Enrollment continues through normal periods of class attendance, vacation, and recess, including summer recess, unless the student:

A. Graduates;

B. Is suspended or expelled;

C. Drops out; or

D. Does not intend to register for the next normal school term, excluding the summer term.]

(volume-ii-snap)(page-41)Page 41#

MS 2320 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2320 – R. 7/1/26 – OMTL – 701 Ineligible Students

[An ineligible student is considered an ineligible member. The remaining household members can participate if otherwise eligible.]

(volume-ii-snap)(page-42)Page 42#

MS 2330 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2330 – R. 7/1/26 – OMTL – 701 Exceptions to Student Status

[The following individuals are not considered students or are exempt from student status:

A. Individuals 17 years of age or younger or 50 years of age or older;

B. Individuals who are physically or mentally unfit;

C. Individuals receiving Temporary Assistance for Needy Families (TANF) under Title IV of the Social Security Act;

D. Individuals participating in on-the-job training programs, including paid apprenticeships, are exempt from student criteria during the time they are being trained by the employer. This includes individuals who are placed in an institution of higher education through, or in compliance with the requirements of the program in which they are participating;

Example: An individual enrolled in school to become an electrician and participating in a paid apprenticeship would not be considered a student.

E. Individuals who are employed and paid for an average of 20 hours per week or 80 hours per month, or self-employed and paid for a minimum of 20 hours per week or 80 hours per month and receive weekly earnings at least equal to the federal minimum wage multiplied by 20 hours;

F. Individuals participating in a state or federally financed work-study program during the regular school year;

G. Individuals who are single parents enrolled in an institution of higher education on a full-time basis and are responsible for the care of a dependent child under the age of 12;

H. Individuals attending school less than half-time as defined by the institution;

I. Individuals enrolled full-time in schools and training programs that are not institutions of higher education;

J. Individuals attending high school; and

K. Refugees enrolled only in English as a Second Language (ESL) courses at institutions of higher education. A refugee taking ESL courses as part of a total program must meet one of the student provision requirements if they otherwise meet the definition of a student.]

(volume-ii-snap)(page-43)Page 43#

MS 2350 [1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 2350 – R. 6/1/26 – OMTL – 655 Criminals

[Individuals charged with or convicted of certain crimes are disqualified from receiving food benefits.

A. These crimes are:

1. Fleeing to avoid prosecution, custody, or confinement for a crime that would be classified as a felony. If the warrant is not being acted upon, the individual would not be considered as fleeing;

2. Fleeing to avoid prosecution or custody for an attempt to commit a crime that would be classified as a felony; and

3. Violating the conditions of parole/probation under a Federal or State law. If a law enforcement agency does not intend to arrest an individual for probation or parole violations, within 30 days, the State Agency shall not determine the person as a fleeing felon, probation, or parole violator.

B. Impose a disqualification when:

1. An individual is convicted of Federal aggravated sexual abuse, murder, sexual exploitation and abuse of children, sexual assault, or similar State laws and who is not in compliance with the terms of their sentence or parole.

2. An individual admits they are a fleeing felon and meets all four of the conditions listed below:

a. There is an outstanding felony warrant for the individual by a Federal, State, or local law enforcement agency. The underlying cause for the warrant must be for committing or attempting to commit a crime that is a felony under the law of the place from which the individual is fleeing or a high misdemeanor under the law of New Jersey;

b. The individual is reasonably aware that a felony warrant has already been issued or would have been issued;

c. The individual has taken some action to avoid being arrested or jailed; and

d. The law enforcement agency is actively seeking and intends to enforce the warrant.

3. An individual admits they are a fleeing felon or a probation or parole violator, and the State obtains proof to verify the individual’s admission. Client statement cannot be used to disqualify the individual.

4. Staff are notified by the Division of Family Support (DFS) that the individual is a fleeing felon. When this occurs, impose a disqualification immediately,

(volume-ii-snap)(page-44)Page 44#

MS 2350 [2]

as failure to do so will result in an over-issuance and agency error in the SNAP case.

Note: Pretrial diversion is not considered a “conviction” of a felony.

C. The disqualification varies according to the offense:

Fleeing felons and parole/probation violators are disqualified until the condition stops. Once they are no longer fleeing, delete the disqualification.

If the individual states they are not a fleeing felon and cannot provide proof from the law enforcement agency, contact the Claims Management Section.

Note: The individual is no longer considered fleeing when notification is received from Central Office that the individual provided proof of status from the law enforcement agency.]

(volume-ii-snap)(page-45)Page 45#

MS 2370 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2370 – R. 6/1/26 – OMTL – 686 Noncompliance With Other Programs

A. [When an individual fails to comply with requirements in other programs, they will be penalized in the SNAP Program. This is to prevent SNAP from increasing due to the other program’s benefits decreasing as a result of the non- compliance.

The following Kentucky Transitional Assistance Program (KTAP) penalties will generate a disqualification:

1. Failure to cooperate with the Department of Child Support Services (DCSS), resulting in a 25% reduction in the KTAP benefit;

2. Teen parent and no adult-supervised setting;

3. 16 to 18-year-olds not in school; and

4. Cooperate with the Kentucky Works Program (KWP). If the SNAP member is exempt from work registration for any reason other than receipt of KTAP benefits, then a disqualification is imposed when the member fails to cooperate with KWP requirements.

B. When a SNAP allotment is reduced by 25%, only one 25% reduction is applied to the case, regardless of the number of members with a penalty. For KTAP cases that are being penalized because the individual failed to comply with a program requirement, consider the reduced KTAP amount in the SNAP income calculations. This policy only applies if the individual was certified for SNAP at the time the failure to perform the required action occurred. The system automatically applies penalties and disqualifications.

If there is a break in the household’s SNAP participation and a penalty was imposed prior to the break, then the penalty would still apply at reapplication if the non-cooperation with the KTAP program is still occurring.

A non-cooperation disqualification does not apply when a disqualification is applied in a medical-only case for not complying with Medical Support Enforcement (MSE). See Vol 2A, MS 4350, for additional information on disqualifications.]

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MS 2380

[1] Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 2380 – R. 6/1/26 – OMTL – 686 Child Support Disqualification Overview

[Individuals with $500 or more in child support arrearages are disqualified from receiving SNAP benefits. The individual is ineligible until they meet their monthly obligation amount on all court orders or are exempt as discussed in MS 2385. The Department of Child Support Services (DCSS) determines when the disqualification should be imposed.

A. The Kentucky Automated Support and Enforcement System (KASES) Non- Payment Delinquent report displays all individuals identified as delinquent by DCSS.

Staff use this report to identify individuals who must be disqualified. An individual is disqualified by answering “Yes” to the question on the Non- Financial Questions screen, “Does any of the following apply to anyone in the household: refused a job, voluntarily quit a job, did not comply with other programs, Unemployment Insurance Benefits (UIB) sanctioned, or identified as delinquent with Child Support by DCSS?”

Note: Only individuals who are identified through this report are to be disqualified. Staff should not make their own determination based on information reviewed through another system inquiry or reported by the individual.

B. The KASES Non-Payment Cured Individuals report displays all disqualified members of an active case that have become compliant, as identified by DCSS.

Staff use this report to cure a child support disqualification. The disqualification is cured by completing a case change to add the individual back into the SNAP eligibility determination group and adding an end date to their disqualification.

If an individual comes in prior to appearing on the cure report, the worker must explain the disqualification and inquire if the individual meets the exemption criteria. Do not request or accept statements from local child support offices to cure an individual’s disqualification. If the individual disputes the validity of the disqualification, email the Nutrition Assistance Branch (NAB) through chain of command, who will verify the circumstances with DCSS central office staff.

C. Upon receipt of a Notice of Administrative Hearing (NOH) involving a child support disqualification, email NAB through chain of command and attach a copy of the scheduling order and any other applicable information. NAB will notify DCSS central office staff, who will attempt to resolve the issue prior to the hearing. If the issue is resolved, a notification will be sent to withdraw the hearing request on Worker Portal. If the issue cannot be resolved prior to the hearing, NAB will facilitate a DCSS representative to appear at the hearing, if needed.]

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MS 2385

[1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 2385 – R. 6/1/26 – OMTL – 686 Child Support Disqualification Exemptions

[The child support disqualification does not apply to individuals who meet specific exemption criteria. Exemptions are determined by Family Support staff or Department of Child Support Services (DCSS) staff. Individuals must have a verified exemption at application before the disqualification can be ended.

A. Exemption criteria determined and verified by Family Support:

1. Having a child under age 18 in the home;

2. Residing in a Drug or Alcohol Addiction (DAA) treatment facility;

3. Participating in a drug treatment program;

4. Pregnant or in the 3 Month postpartum period; or

5. Complying with the Employment and Training (E&T) Program, Kentucky Works Program (KWP) or another state or federally funded work program (this applies only after the individual has participated for 30 days).

6. Released from incarceration in the last 12 months, was incarcerated for a period of at least 30 days, and is now cooperating with DCSS.

B. Good Cause criteria determined and verified by Family Support are identifying pending claims for Unemployment Insurance Benefits (UIB).

C. Good Cause criteria determined and verified by DCSS are temporary good cause for 30 days or less for a delinquency due to a job change (only applicable if the individual pays support via wage garnishment), illness, or recent incarceration.

D. If verification of an exemption or temporary good cause is provided, enter an end date for the disqualification and thoroughly document in case comments.]

(volume-ii-snap)(page-48)Page 48#

MS 2400 [1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2400 – R. 6/1/26 – OMTL – 368 Strikers – Introduction [A household containing a member on strike is ineligible to participate in the SNAP program unless one of the following applies: A. The household would have been eligible to participate in the program had an application been made the day prior to the strike; or B. The household was certified for benefits at the time of the strike. However, a certified household may not receive an increased allotment as a result of a decrease in the income of the striking member(s) of the household. Reference MS 2420 for information to determine whether or not a household member is considered a striker for food benefits purposes. To determine the eligibility of households containing strikers, do the following: A. Determine pre-strike eligibility by considering the household's circumstances the day before the strike; B. Determine current eligibility by considering the household's circumstances at the time of application; and C. Compare the striking member's income the day before the strike to the striker's income at the time of application. Add the higher of the two to the current income of the other non-striking household members during the month of application. In determining the allotment amount and eligibility for the household, calculate all deductions, including the earned income deduction for the month of application in the same manner as for any other household.]

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MS 2420

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2420 – R. 6/1/26 – OMTL – 368 Guidelines for Applying Striker Provisions

[Use the following information to determine whether a household member is considered a striker. If a member is determined to be a striker, follow procedures specified in MS 2400.

A. Striker Provisions do not apply to the following individuals or situations:

1. Employees whose workplace is closed by an employer in order to resist demands of employees, i.e., by lockout;

2. Employees who are not members of the striking union and who are unable to work because of striking employees; for example, striking newspaper pressmen are preventing newspapers from being printed, and as a result, truck drivers are not working because there are no papers to deliver;

3. Employees who are not members of the bargaining unit on strike who do not want to cross a picket line due to fear of personal injury or death. The household's statement, as well as general knowledge of violence in the past or present, is sufficient verification to substantiate this exemption from striker provisions;

4. Employees who are exempt from work registration the day prior to the strike, for reasons other than full-time employment at the company that is being struck;

5. Members of the bargaining unit who are working;

6. If the company fires the employee while they are on strike;

7. If the employee officially resigns from their job while on strike;

8. If the company hires permanent replacements for the strikers;

9. If the company will not allow the striker to return to their same job but offers them a different one;

10.If an employee was locked out by the company the day before the strike;

11.If the company lays off, furloughs, or otherwise notifies employees who are not part of the bargaining unit that no jobs are available because of the strike;

12.If a person was laid off when the strike began;

13.Self-employed persons such as independent long-distance truck drivers; or

14.If the union and the company both consider the work stoppage a lockout by the company.

(volume-ii-snap)(page-50)Page 50#

MS 2420

[2]

B. Striker Provisions do apply to the following individuals or situations:

1. If both the union and the company consider work stoppage a strike;

2. If an employee participates in a sympathy or support strike;

3. If all non-working members of the bargaining unit are on strike, even if they are not members of the union and regardless of whether they are afraid to cross a picket line;

4. An individual who gets another job while on strike but does not officially resign from the struck company; or

5. If the union calls off the strike, tells the strikers to return to work, and they do not. The employees are considered strikers until they go back to work, are fired, or resign.

C. If the union and the company disagree as to whether the work stoppage is called a strike or a lockout, the State agency must request that a determination be made by the Food and Nutrition Administration (FNA).

Additionally, employees are not exempt from striker provisions for food benefits purposes solely because:

1. The individual receives unemployment compensation; or

2. The struck company has applied for bankruptcy under Chapter 11.]

(volume-ii-snap)(page-51)Page 51#

MS 2460 [1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 2460 – R. 6/1/26 – OMTL – 368 Temporary Shelters for the Homeless

A. [Individuals and/or families residing in temporary shelters for the homeless may receive SNAP if all eligibility criteria are met.

B. Residents who are billed for rent are entitled to a shelter deduction.

C. Shelters for the homeless may be approved by the Food and Nutrition Administration (FNA) to accept SNAP from the homeless for the purchase of prepared meals.

D. Employees of temporary shelters for the homeless that accept SNAP for payment of meals may not apply for or act as a representative for individuals residing in the shelter.

Refer shelters requesting information regarding approval to accept SNAP for prepared meals to FNA at 877-823-4369

Note: Whether the shelter has been approved to accept SNAP has no bearing on the SNAP eligibility of the homeless residents.]

(volume-ii-snap)(page-52)Page 52#

MS 2500

[1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 2500 – R. 6/1/26 – OMTL – 596 Shelters for Victims of Abuse

[Before certifying shelter residents, determine whether the facility meets the definition of a shelter for battered individuals and children. A nonprofit residential facility that serves battered individuals and their children. If such a facility serves other individuals, a portion of the facility must be set aside on a long-term basis to serve only battered individuals and children. See MS 2000. Document the basis of the determination.

Maintain a list of shelters that meet the definition in the local office to facilitate prompt certification of eligible residents. Shelters that have Federal Nutrition Administration (FNA) authorization to access benefits through wholesalers automatically meet the definition, and the Agency is not required to make any further determination.

Shelter residents can apply on their own behalf or through a representative who is an employee of the shelter.]

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MS 2510 [1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 2510 – R. 6/1/26 – OMTL – 596 Duplicate Participation of Residents of Shelters for Victims of Abuse

[Domestic violence shelter residents may leave households containing the person who abused them where the former household’s certification was based on a household size that includes the individuals who just left.

A. If the shelter resident is certified as a member of the household containing the person who abused them, the shelter resident can apply for and receive duplicate SNAP benefits as a separate household if all other eligibility criteria are met. These individuals can only receive duplicate benefits once a month.

Benefits are prorated from the date of application. Do not deny or discontinue benefits to the resident because the individual and their children have not been removed from the former household timely.

If the former household receives benefits for the shelter residents for more than one month, initiate claims action against the former household for any duplicate benefits it received because the residents were not removed timely.

B. Shelter residents who apply as separate households must be certified solely based on their income and resources and on the expenses for which they are responsible. Do not consider the income, resources, and expenses of the former household. Jointly held resources are considered inaccessible if the conditions in MS 5060 B are met. Room payments made to the shelter are considered a shelter expense.

Take prompt action to ensure that the former household's case reflects the change in the household composition. Provide expedited services to shelter residents if eligible.

1. If the head-of-household moves into a domestic violence shelter, remove all the other members from the SNAP case, except any children who reside with the head-of-household in the shelter. When the case change is processed, the next issuance is added to the household’s existing Electronic Benefit Transfer (EBT) account and is accessible through the household’s current EBT card. If the head-of-household has the EBT card, the household has access to the benefits. If the head-of-household does not have the EBT card, they should report this, and the worker processing the change of address can issue a new card after the change is entered.

2. If a member other than the head-of-household moves into a domestic violence shelter, remove that member and any individual who moved with the member from the SNAP case. Take a new SNAP application for the members residing in the shelter. When the case is approved, a new EBT card is mailed to the individual in the shelter.]

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MS 2600

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2600 – R. 6/15/26 – OMTL – 660 Basis for Treatment Center Participation

[For residents of Drug Addiction and Alcohol (DAA) treatment centers to be eligible to receive SNAP, the DAA center must meet the following criteria:

A. Have a Point of Sale (POS) system certified by the Food and Nutrition Administration (FNA). This is a requirement for for-profit centers, and optional, but recommended for non-profit centers. To determine if a center is an authorized retailer, contact FNS at 877-823-4369, or

B. Non-profit DAA centers may also meet one of the following criteria:

1. Be certified by the Office of the Inspector General (OIG). Facilities certified by the state as a DAA can be found in the Cabinet for Health and Family Services (CHFS) Department of Behavioral Health, Developmental and Intellectual Disabilities (DBHDID) Provider Directory. The list of certified DAA centers can be found by selecting “Substance Use Treatment”. To further narrow the list of results, select the county and/or service type.

2. Provide a certification letter from CHFS DBHDID. To obtain this letter, DAA centers must call The Adult Substance Use Treatment and Recovery Services Branch within DBHDID at (502) 564-4527. The facility must supply DBHDID with a list of services they provide to their residents to determine if the facility qualifies for certification. The letter is good indefinitely, and no subsequent review is conducted by DBHDID.

DAA Authorized Representatives applying on behalf of facility residents who are unable to provide proper documentation must understand that residents are not eligible to receive SNAP benefits until required documentation has been provided.

Please refer centers to (502) 564-4527 to determine eligibility as an allowable DAA facility.]

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MS 2610

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2610 – R. 6/15/26 – OMTL – 643 Eligibility of Treatment Center Participants

[Individuals with a Substance Use Disorder (SUD) who regularly participate in authorized Drug Addiction and Alcohol (DAA) treatment and rehabilitation programs in a residential setting may voluntarily apply for SNAP through the program’s Authorized Representative (AR). Center ARs are not required to apply and recertify in person; however, they are encouraged to contact their local office to make applications, recertifications, and/or case changes. The AR must be an employee of the treatment center/program, have verification that they are an employee, and have verification that they are designated to apply on behalf of the residents. The AR must sign the application.

A. Before approving any residents of private, non-profit treatment centers for SNAP, verify the institution is certified by the appropriate state agency(s) or have the AR provide the letter from the Cabinet for Health and Family Services (CHFS) Department of Behavioral Health, Developmental and Intellectual Disabilities (DBHDID), as specified in MS 2600.

If the treatment center is an ineligible facility, enter the following on the system:

1. Choose “DAA” for the Living Arrangement Type on the Living Arrangement screen.

2. When the Organization/Provider section is opened, enter the “From” date and answer “Yes” to the facility providing 50% of the meals. Leave the “Organization/Provider” field blank.

B. Individuals with a SUD who are participating in a residential program have eligibility determined as a one-person household unless the resident's children also live at the center. Those children are included in the household size.

C. Certify residents of treatment centers by using the same provisions that apply to all other applicant households, except that certification is accomplished through an AR.

D. Individuals who regularly participate in an authorized drug or alcohol treatment and rehabilitation program on a non-resident basis may apply for SNAP on their own behalf or through the use of an AR.

If an AR is appointed, make the following system entries:

1. From the Application Information screen, answer “Yes” to the question, “Is there an Authorized Representative?” This triggers the Representatives screen.

2. From the Representatives screen, complete the AR Information section for all required entry selections. Complete an individual system search for the person(s) being appointed using the “Lookup” button located in this

(volume-ii-snap)(page-56)Page 56#

MS 2610

(2)

section. If the individual is established on the system with an individual number, then this needs to be uploaded in the “Individual #” box. For DAA facilities, the organization name for which the AR works is to be entered in the “Organization Name” field.

Verification for the AR is completed under the “Level of Permission” section. From there, select the Program, Level of Permission, Permission Verification (once verified), and Permission Verification Date (once verified) fields.

3. Although not required, system entry sections, the Address Information and Contact Information sections should be addressed/completed.

Note: Individuals who reside in treatment centers can have more than one AR; however, only one AR may have permission to use the individual’s EBT card. Also, the AR that completes the interview must be the AR to sign the application.]

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MS 2640

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2640 – R. 6/15/26 – OMTL – 643 Exemption from Work Registration

[Individuals who are participating in a drug addiction or alcohol treatment and rehabilitation program, either residential or nonresidential, are exempt from work registration requirements.

If the information is questionable, verify the individual’s regular participation in a treatment program through the organization or institution operating the program before granting the exemption. Consider information questionable if information on the application or previous applications, or received by the agency prior to certification, is contradictory.]

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MS 2650

[1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2650 – R. 6/15/26 – OMTL – 643 Certification Procedures for Residents of Treatment Centers

[The following certification procedures apply to residents of treatment centers:

A. Expedited Services. For residents of treatment centers entitled to expedited services, the monthly allotment is made available no later than five calendar days following the filing date. If eligibility for the initial application is expedited, complete the verification and documentation requirements (if postponed) at recertification.

B. Normal Processing Standards. If item A does not apply, complete the verification and documentation requirements prior to making an eligibility determination for the initial application.

C. Rights of Certified Residents. Resident households have the same rights to notices of adverse action, fair hearings, and entitlement to restoration of lost benefits as all other SNAP households.]

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MS 2660

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2660 – R. 6/15/26 – OMTL – 643 Center Responsibilities

[Drug Addiction and Alcohol (DAA) treatment centers have the following responsibilities:

A. Monthly Reports. Each DAA treatment center provides the local office with a list of residents who are currently receiving SNAP benefits monthly. This list must be submitted by the 5th of each month, and it must include a statement signed by a responsible center official attesting to the validity of the list. This list is then checked each month against any active cases to ensure no over- issuance occurs. This list should also be used by the staff member who is designated to do the quarterly visits. The designated staff member should compare the list to the Electronic Benefit Transfer (EBT) cards that the center has on file. This will ensure that the center is either giving the EBT cards to the individuals as they leave or returning the cards to the local office. If the center fails to provide the list of currently participating residents, contact the Nutrition Assistance Branch (NAB) inbox through your chain of command.

B. Use of Benefits. If the participant receives their benefits prior to the 16th of the month, the treatment center must debit the participant’s EBT card twice per month for half each time. For example, if the participant’s monthly allotment is $200, the center must debit the card for $100 before the 16th of the month and debit it again on or after the 16th of the month for $100. If the participant receives their benefits on or after the 16th of the month, the full month’s benefits can be debited at once.

C. When the Participant Leaves the Center.

1. If the participant leaves the treatment center before the 16th of the month and the benefits have already been issued, the recipient is entitled to one- half of their monthly allotment, and the EBT card is returned to the recipient.

If the participant leaves on or after the 16th of the month and the benefits have already been issued, no benefits are required to be returned to the EBT card; however, the recipient’s EBT card must be returned to them.

2. If the participant applied for benefits after the 15th of the month and was issued the initial or prorated month's benefits and the second month's benefits in the application month, the following procedures apply:

a. If the participant leaves the treatment center prior to the 16th of the second month and a portion of the benefits for the second month have been used on behalf of the individual, the treatment center provides the household with one-half of the second month's allotment.

b. If the participant leaves the treatment center on or after the 16th of the application month but before the first day of the second month,

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MS 2660

[2]

and the benefits for the second month have been issued but not used, the household receives the full allotment for the second month.

If the participant leaves the treatment center without notifying the center and the center is unable to locate the participant, the EBT card is returned to the local office in accordance with Item E of this section.

3. After the participant leaves the treatment center, the center can no longer act as the participant's representative.

4. If possible, the treatment center provides the participant with a change report form. The participant uses the form to report their new address and other circumstances after leaving the center. The center advises the participant to return the form to the appropriate SNAP benefits office in accordance with the participant’s reporting requirements. If the center reports that a participant has left the center, but the participant does not provide a new address, remove the verification source for household composition to allow the case to pend, and correctly discontinue if verification is not returned timely. Comments must address the reason a Request For Information (RFI) was issued.

D. Reporting Changes. The treatment center notifies the local office of changes in accordance with change reporting requirements.

E. Returning Benefits. After returning any applicable benefits the individual may be entitled to, the treatment center returns the participant's EBT card to the address on the back of the card or to the local office if it is received after the participant has left the center. The EBT card is logged in the system and immediately destroyed. The case remains active, and the participant has to request a new EBT card.

F. Center Liability. As a representative, the organization must be knowledgeable about resident circumstances and review those circumstances with residents prior to applying on their behalf. The organization is liable for all losses or misuse of SNAP benefits held on behalf of residents and for all over- issuances which occur while the participants are residents of the treatment center.

G. Center Penalties And Disqualifications. The organization authorized by the Federal Nutrition Administration (FNA) as a retail food store can be penalized or disqualified if it is determined administratively or judicially that benefits are misappropriated or used for purchases that did not contribute to a certified participant's meals. The office promptly notifies the Nutrition Assistance Branch (NAB) by memorandum through the appropriate chain of command when it has reason to believe that an organization is misusing benefits. NAB notifies FNA upon receipt of the memorandum from the local office. NAB takes no action against the organization or institution prior to FNA action. H. Claims for Over-issuance. The treatment center is liable for repayment of SNAP benefits for the misuse of SNAP and/or the misrepresentation of information on behalf of a center resident. The resident is responsible if the

(volume-ii-snap)(page-61)Page 61#

MS 2660 (2) 3. After the participant leaves the treatment center, the center can no longer act as the participant's representative. 4. [If possible, the treatment center provides the participant with a change report form. The participant uses the form to report their new address and other circumstances after leaving the center. The center advises the participant to return the form to the appropriate SNAP benefits office in accordance with the participant’s reporting requirements. If the center reports that a participant has left the center, but the participant does not provide a new address, remove the verification source for household composition to allow the case to pend, and correctly discontinue if verification is not returned timely. Comments must address the reason an RFI was issued.] D. REPORTING CHANGES. The treatment center notifies the local office of changes in accordance with change reporting requirements. E. [RETURNING BENEFITS. After returning any applicable benefits the individual may be entitled to, the treatment center returns the participant's EBT card to the address on the back on the card or to the local office if it is received after the participant has left the center. The EBT card is logged on the system and immediately destroyed. The case remains active and the participant has to request a new EBT card. F. CENTER LIABILITY. As a representative, the organization must be knowledgeable about resident circumstances and review those circumstances with residents prior to applying on their behalf. The organization is liable for all losses or misuse of SNAP benefits held on behalf of residents and for all over- issuances which occur while the participants are residents of the treatment center. G. CENTER PENALTIES AND DISQUALIFICATIONS. The organization authorized by FNS as a retail food store can be penalized or disqualified if it is determined administratively or judicially that benefits misappropriated or used for purchases that did not contribute to a certified participant's meals. The office promptly notifies the Nutrition Assistance Branch by memorandum through the appropriate chain of command when it has reason to believe that an organization is misusing benefits. NAB notifies FNS upon receipt of the memorandum from the local office. NAB takes no action against the organization or institution prior to FNS action.] H. [CLAIMS FOR OVERISSUANCE. The treatment center is liable for repayment of SNAP benefits for the misuse of SNAP and/or the misrepresentation of information on behalf of a center resident. The resident is responsible if the claim is the result of an agency error. Refer to Volume I MS 1015 for more information.] I. DISQUALIFIED TREATMENT CENTER. If FNS disqualifies a treatment center as an authorized retail food store, DCBS suspends the center representative status for the same period and its residents are no longer eligible to participate. The treatment center will be removed from the list of eligible facilities.

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MS 2700

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2700 – R. 6/15/26 – OMTL – 643 Group Living Arrangement (GLA) - Introduction

[Disabled, aged, or blind residents, including disabled, aged, or blind foster adults in a certified Group Living Arrangement (GLA), who meet the definition of "disabled" in MS 2000, may voluntarily apply for SNAP benefits.

A. GLA residents can receive SNAP benefits by either one of the following means:

1. Apply and be certified through the use of an Authorized Representative (AR) employed and designated by the group living arrangement; or 2. In situations where a legal guardian has been appointed, the legal guardian must either make the application for the household or appoint an AR for the household to make the application; or 3. Apply and be certified on their own or through an AR of their own choice.

B. All Supports for Community Living (SCL) facilities in Kentucky are licensed, public institutions and are considered a GLA.

C. The GLA determines if the resident is capable of applying for benefits on their own behalf. The determination is based on the resident's physical and mental ability to handle their affairs. The GLA is encouraged to consult with any other state agencies providing services to individual residents prior to determining if the resident is capable of making an application. In situations where a legal guardian has been appointed, the legal guardian must either make the application for the household or appoint an AR for the household to make the application.

D. If the resident applies through the use of the facility's AR, the GLA either receives and spends the benefit allotment for food prepared for and served to the eligible resident or allows the eligible resident to use all or any portion of the allotment on their behalf.

E. If the resident applies on their behalf, the benefit allotment may:

1. Be used by the facility to purchase food for meals served either communally or individually to eligible residents;

2. Be used by eligible residents to purchase and prepare food for their own consumption; and/or

3. Purchase meals prepared by the GLA.]

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MS 2710

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2710 – R. 6/15/26 – OMTL – 643 Method of Application

[Residents of a Group Living Arrangement (GLA) are certified using one or both of the following application processes:

A. If the resident applies through the use of the facility's Authorized Representative (AR), their eligibility is determined as a one-person household.

B. If the resident applies on their own behalf, the household size is determined in accordance with MS 2010.

C. If more than one resident applies as part of the same SNAP household, deduct the SNAP maximum allotment amount for a one-person household from the room and board payment for each person. Consider the remaining balance as a shelter expense for the household.

While certifying these households, apply the same provisions that apply to all other applicant households. Prior to certifying any residents for SNAP, verify that the GLA is certified by the appropriate State agency(s). GLA’s must be public or private and non-profit.]

(volume-ii-snap)(page-64)Page 64#

MS 2715

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2715 – R. 6/15/26 – OMTL – 643 Supports for Community Living (SCL) Programs

[Some residential group homes for disabled individuals are operated under a Medicaid Waiver, known as Supports for Community Living (SCL). SCL provider organizations in Kentucky are all licensed, public institutions and are therefore considered Group Living Arrangements (GLA’s) as defined in MS 2000.

The residents of these facilities receive supportive services from the organization operating the homes, but the residents may or may not be responsible for their own shelter and food. Even though all meals may be provided, GLA’s have an exception from institutional status. Therefore, if all other eligibility requirements are met, these residents may receive SNAP.

The Department for Community Based Services (DCBS) will determine what portion of the program fee paid to the SCL provider is for shelter and include that amount in the calculation for SNAP benefits.]

(volume-ii-snap)(page-65)Page 65#

MS 2720

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2720 – R. 6/15/26 – OMTL – 643 Certification Procedures

[Apply the following certification procedures to residents of Group Living Arrangements (GLA):

A. Medical and Shelter Deductions. If the resident or their protective payee is making payments from the resident's own funds, allow separate and identifiable room and/or medical costs as shelter and medical deductions, respectively. Vendor payments made by the State or others are not deductible. If the amount paid for medical and shelter costs cannot be separately identified, no deduction is allowed for the costs.

1. If a resident makes a single payment for room and meals that cannot be identified separately, consider the amount of the payment that exceeds the maximum benefit allotment for a one-person household as an identified shelter expense.

2. If a resident makes a single payment for room, meals, and medical needs, identify these three items separately to the extent possible. Some GLAs charge a basic rate for room and board and have higher rates depending on the amount of medical care needed. In these situations, if the expense cannot be identified separately, the difference between the basic rate and the higher rate may be considered as the medical expense.

B. Expedited Services. For those residents of a GLA entitled to expedited services, make SNAP available to the resident no later than five calendar days following the filing date. If eligibility for the initial application is expedited, complete the verification and documentation requirements (if postponed) at recertification.

C. Normal Processing Standards. When normal processing standards apply, complete the verification and documentation requirements prior to making an eligibility determination for the initial application.

D. Rights of Certified Residents. Resident households have the same rights to notices of adverse action, fair hearings, and entitlement to lost benefits as do all other SNAP households.]

(volume-ii-snap)(page-66)Page 66#

MS 2730

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2730 – R. 6/15/26 – OMTL – 643 Group Living Facility (GLA) - Responsibilities

[GLA’s are responsible for the following:

A. Reporting Changes. If the resident made the application on their own behalf, the resident is responsible for reporting changes to the Department for Community Based Services (DCBS). If the GLA is acting in the capacity of an Authorized Representative (AR), the AR notifies DCBS of any changes in the household's income or other circumstances, and when the individual leaves the GLA.

B. When the Participant Leaves the GLA.

1. If a resident or a group of residents applies on their own behalf and retains use of their own benefits, these individuals are entitled to keep the benefits when they leave. If a group of residents has applied as one household, a pro-rata share of the remaining benefits is provided to any departing household member. The household, not the GLA, is responsible for reporting the changes in household circumstances in accordance with reporting requirements.

2. If a resident applies through the use of the facility's AR, the following procedures apply:

a. The departing resident receives the full allotment of benefits if no benefits were spent on behalf of that individual. The GLA provides the departing resident with their Electronic Benefit Transfer (EBT) card regardless of when the resident leaves the center. Follow this procedure any time during the month.

b. If the household leaves the GLA prior to the 16th of the month, and the benefits have been issued for the month and a portion has been used on behalf of the individual, the facility provides the household with their EBT card and one-half of the household’s monthly benefit allotment. If the household leaves on or after the 16th of the month and benefits have been issued for the month and used, the household does not receive any benefits.

c. If the participant applied for benefits after the 15th of the month and was issued the initial or prorated month's benefits and the second month's benefits in the application month, the following procedures apply:

(1) If the household leaves the GLA prior to the 16th of the second month, and a portion of the benefits for the second month were used on behalf of the individual, the facility provides the household with one-half of the second month's benefit allotment.

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MS 2730 [2]

(2) If the household leaves on or after the 16th of the application month but before the first of the second month, and the benefits for the second month were issued and not used, the household receives the full allotment for the second month.

d. If a participant dies, the GLA must return the EBT card to the address on the back of the card.

e. If a group of residents is certified as one household and has returned the benefits to the facility to use, the departing residents are given a pro-rata share of one-half of the household's monthly benefit allotment if leaving prior to the 16th of the month.

f. Once the residents leave, the GLA can no longer act as their AR.

g. If possible, the GLA provides the household with a change report form to return to DCBS with the individual's new address and other circumstances after leaving the GLA and advises the household to return the form to DCBS within 10 days.

C. As an AR, the GLA must be knowledgeable about the household's circumstances and carefully review those circumstances with them prior to applying on their behalf. If the facility acts as the resident's AR, the GLA is strictly liable for all losses or misuse of SNAP benefits held on behalf of the resident households, and for all over-issuances which occur while the households are residents of the GLA, whether the over-issuance is due to an act on the part of the resident or on the part of the treatment center.

D. The GLA may be penalized or disqualified if it is determined administratively or judicially that benefits were misappropriated or used for purchases that did not contribute to the certified household's meals. The DCBS office promptly notifies the Office of the Inspector General (OIG) by memorandum through the appropriate chain of command when it has reason to believe the GLA is misusing SNAP benefits in its possession. Upon receipt of the memorandum, OIG will immediately investigate and notify the Food and Nutrition Administration (FNA). OIG takes no action against the GLA prior to FNA action.

If the GLA loses its certification from FNA, residents applying on their behalf are still eligible to participate.

E. Monthly Reports. Each GLA provides the local DCBS office with a list of currently participating residents on a monthly basis. This list includes a statement signed by a responsible GLA official attesting to the validity of the list. The GLA should be advised to compare this list to the EBT cards they have on file to ensure they have either given the EBT card to the departing individual(s) or have returned the EBT card to the local DCBS office. If the GLA fails to provide the list of currently participating residents, contact the Nutrition Assistance Branch through your chain of command. File cases of residents in GLAs separately and check currently active cases against the list to ensure no over-issuance occurs.]

(volume-ii-snap)(page-68)Page 68#

MS 2780

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2780 – R. 6/15/26 – OMTL – 368 Food Preparation

[Group Living Arrangements (GLA) may purchase and prepare food to be consumed by eligible residents on a group basis if residents normally obtain their meals at a central location as part of the GLA or if meals are prepared at a central location for delivery to the individual residents. If residents purchase and/or prepare food for home consumption as opposed to communal dining, the GLA ensures that each resident's SNAP allotment is used for meals intended for that resident. If the resident retains use of their own SNAP allotment, they may either use the benefits to purchase meals prepared for them by the facility or to purchase food to prepare meals for their own consumption.]

(volume-ii-snap)(page-69)Page 69#

MS 2790

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2790 – R. 6/15/26 – OMTL – 424 Regional Responsibilities for Drug Addiction and Alcohol (DAA) and Group Living Arrangement (GLA) Facilities

[Local office staff designated by the Service Region Administrator (SRA) must conduct random onsite visits to Drug Addiction and Alcohol (DAA) and Group Living Arrangements (GLA) facilities. Staff should ensure at these visits that the DAA and GLA operate within the specified guidelines in order for residents to be eligible for SNAP, that listings are accurate and submitted timely, and that the local office's records are consistent and up to date.

A. Visits to DAAs must be conducted quarterly. Written reports of findings from the visits should be submitted by each Region to the Nutrition Assistance Branch (NAB) Inbox .

The visit should cover the following items:

1. Provide a copy of the current policy regarding DAAs to the treatment center's Authorized Representative (AR). Discuss policies with the center AR and complete the Center Acknowledgement Form. Do not file this form in any case record. Maintain a folder of your report findings. 2. Provide a copy of forms including FS-1, Application for SNAP, PAFS-702, Proof of No Income, PAFS-76, Information Request, and PAFS-700, Proof of Employment and Wages. Discuss each form and its proper usage. 3. Discuss any issues relating to the Point of Sale (POS) machine, worker interactions, communications, etc. Complete the FS-4 Treatment Center Quarterly Review Form. Do not file this form in any case record. Maintain in a folder of report findings. 4. Review the Center’s log books (how benefits are tracked, who is active, etc.) 5. Provide the AR with the full name/e-mail address of the agency contact and advise that they must submit their listing of current residents to the contact via e-mail by the 5th of each month. Forward this list to the appropriate staff.

B. Visits to GLA facilities are conducted periodically. Reports on visits to GLA facilities are not required.

C. If an over-issuance is discovered during an investigation or hearing, establish a claim against the AR of the DAA or GLA for overissuances of SNAP benefits held on behalf of residents. The DAA or GLA is responsible for the overissuance, not the individual residents. Only if a GLA resident applied on their own behalf would the individual be responsible for an overissuance.]

(volume-ii-snap)(page-70)Page 70#

MS 2800

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2800 – R. 6/30/26 – OMTL – 574 Migrant and Seasonal Farmworker-General

[Due to the nature of their employment, migrant and seasonal farm worker households are allowed certain exceptions when eligibility is determined. These exceptions are specified in the sections that follow.

Migrants, who are not citizens, must meet the same immigrant eligibility requirements as outlined in MS 2900.]

(volume-ii-snap)(page-71)Page 71#

MS 2820

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2820 – R. 6/30/26 – OMTL – 368 Destitute Households

[Migrant or seasonal farmworker households may have little or no income at the time of application and may need immediate food assistance, even though they may receive income at some other time during the month of application. Only migrant or seasonal farmworker households can be considered destitute. Therefore, these households are allowed the following exceptions to the normal expedited services criteria and processing.

A. Destitute Household Criteria

Migrant and seasonal farm worker households meeting the destitute criteria are entitled to expedited services at application, as well as special income calculation procedures.

When applying destitute criteria and calculating income for destitute households, consider a migrant or seasonal farmworker's employer to be the grower for whom the migrant is working and not the crew chief. Consider a migrant who travels with the same crew chief but moves from one grower to another, having moved from a terminated income source to a new income source.

Destitute Household Criteria are met if one of the following applies:

1. The only income for the month of application was received prior to the date of application and was from a terminated source. Income is from a terminated source if:

a. It is received on a monthly or more frequent basis, and it will not be received again from the same source during the balance of the month of application or during the following month. b. It is normally received less often than monthly, and no further payments will be received in the month in which the next payment would normally be received.

2. The only income for the month of application is from a new source, and no more than $25 is anticipated to be received by the 10th calendar day following the date of application. Income is from a new source if:

a. It is normally received on a monthly or more frequent basis, and no more than $25 was received from the source within 30 days prior to the date of application. b. It is normally received less often than monthly, and no more than $25 was received from the source within the last normal interval between payments.

3. The only income for the month of application is from a terminated source prior to the date of application and from a new source after the date of application, and income of more than $25 from the new source is not anticipated to be received by the 10th day after the date of application.

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MS 2820

[2]

B. Calculating Income for Destitute Households

1. Consider only income received between the first of the month and the date of application.

2. Do not consider income from a new source that is anticipated after the day of application.

3. At recertification, disregard income from a new source in the first month if more than $25 is not anticipated to be received by the 10th calendar day following the date of the household's normal issuance cycle.

4. Apply these special calculating procedures only for the first month of the certification period for both applications and recertifications.]

(volume-ii-snap)(page-73)Page 73#

MS 2900

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2900 – R. 6/30/26 – OMTL – 684 Alien Status

[A person must be a United States (U.S.) citizen or an eligible alien to participate in SNAP. Nationals of Puerto Rico, Guam, the U.S. Virgin Islands, the Northern Mariana Islands, American Samoa, or Swain’s Island are equivalent to U.S. citizenship. Other individuals are ineligible to participate until they become U.S. citizens or meet the exemption criteria outlined below:

A. An alien must be both a qualified alien listed below in item 1 and meet special SNAP criteria in item 2 to be eligible. Aliens who are both qualified and meet SNAP criteria are eligible to receive SNAP indefinitely from the date of application. Aliens who are considered qualified but do not meet SNAP criteria must live in the U.S. for five years or longer in a qualified status to be eligible.

1. Qualified Alien:

a. Admitted to the U.S. as a Lawful Permanent Resident; b. Under the Consolidated Appropriations Act of 2024, Public Law 118-42, citizens of the Federated States of Micronesia, the Republic of the Marshall Islands, and the Republic of Palau who are lawfully residing in the U.S. are considered qualified aliens for SNAP purposes. They are not subject to the five-year ban; or c. Cuban or Haitian entrant as defined in 501(e) of the Refugee Education Assistance Act (REAA) of 1980. Section 501(e) defines Cuban and Haitian entrants as any individual:

(1) Granted parole status as a Cuban/Haitian entrant (Status pending); (2) Granted any other special status established under U.S. Citizenship and Immigration Services (USCIS) laws for these nationals; (3) Being a national of Cuba or Haiti, paroled into the U.S., and having not acquired another status under USCIS; (4) Subject to exclusion or deportation proceedings under the Immigration and Nationality Act (INA); or (5) Having an application for asylum pending with USCIS.

Cuban and Haitian nationals who are paroled under section 212(d)(5) of INA are considered paroled in the special status in section 501(e)(1) of the REAA of 1980, except for those paroled for purposes of criminal prosecution or solely to testify as a witness in court proceedings, which continue to fall under f. of this section.

2. SNAP Criteria:

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MS 2900 [2]

a. Aliens must meet one of the following criteria:

(1) Cuban or Haitian under 501(e) of REAA (Cuban/Haitian Parolees under section 212(d)(5) are considered the same as a Cuban/Haitian Entrant as defined in section 501(e) of the Refugee Education Act of 1980); (2) Under the Consolidated Appropriations Act of 2024, citizens of the Federated States of Micronesia, the Republic of the Marshall Islands, and the Republic of Palau are not subject to the five-year ban. (3) Amerasian aliens under 584 of Foreign Operations, Export Financing and Related Program Appropriations Act.

b. The following are eligible at application and indefinitely:

(1) Veterans who were honorably discharged for reasons other than alien status; (2) Active-duty military personnel, other than for training. Active duty does not include reserves or guard duty. It is intended to reflect full-time employment in the service. The minimum active-duty service requirements must have been met by the veteran. Active duty is defined as a minimum of 24 months or the period for which the person was called to active duty; (3) The spouse of a living or deceased veteran or active-duty personnel, provided the spouse has not remarried, and the marriage lasted for at least one year or for any period if a child was born before or after the marriage. This includes military personnel who die during active-duty service and Filipinos who served in the Philippine Commonwealth Army during World War II or as a Philippine Scout following the war; (4) The unmarried dependent child of such a veteran or active-duty personnel. Unmarried dependent children, under age 22, who are students regularly attending school, and adult disabled children who were disabled before becoming adults, are also eligible under this provision; (5) "Noncitizens" lawfully in the U.S. and under 18 at the time of application. Once the child turns 18, he or she must meet another criterion to continue to be eligible; (6) "Noncitizens" lawfully in the U.S. and 65 or older on 8/22/96; (7) Blind or disabled legal aliens who receive a disability benefit, such as Supplemental Security Income (SSI) or Medicaid, based on a disability. (8) Lawful permanent residents who can be credited with 40 quarters of work performed in the U.S. and its territories.

(volume-ii-snap)(page-75)Page 75#

MS 2900 [3]

(a) Covered earnings include wages or self-employment income or any earnings of a noncitizen for work legally performed in the U.S. (b) For couples that are still legally married, the quarters can be credited to a spouse. The aliens lose the quarters of the ex- spouse when they become divorced. For qualifying work quarters after 1/1/97, the alien must not have received any federal means-tested public benefits, such as Kentucky Transitional Assistance Program (KTAP), SSI, or SNAP, during that quarter. If the member received means- tested assistance in any month of any quarter, the quarter does not count as a qualifying quarter. (c) The Social Security Administration (SSA) is the primary source of information concerning qualifying quarters worked by an individual. Some aliens may have 40 quarters clearly established, while others may not. Migrant workers in particular may have difficulty obtaining verification of employment. (d) Qualifying quarters are verified via SSA. When the household states that an alien has 40 quarters, answer “Yes” to the question “Does the alien have 40 quarters of qualified Social Security Credits?”. The system will automatically interface with the SSA file to check. If the alien has quarters, the system will prepopulate with the verification source of “Interface” and the date attained. If it cannot verify the quarters, the verification source will prepopulate to “Not Verified”, and the client will be required to obtain verification.

B. Effective 12/19/09, Section 8120 of the Department of Defense Appropriations Act (DDAA) of 2010 provides that Iraqi and Afghan Special Aliens (SIVs) are eligible for SNAP to the same extent and for the same period of time as refugees pursuant to Section 207 of the Immigration and Nationality Act.

Please see MS 2910 for acceptable forms of verification for Afghan/Iraqi Special Aliens.

C. The following aliens may be eligible even if they are not qualified aliens as listed above, and may be eligible for an indefinite period of time:

1. An individual lawfully residing in the U.S. who was a member of a Hmong or Highland Laotian tribe that rendered assistance to U.S. personnel by taking part in a military or rescue operation during the Vietnam Era (8/5/1964-5/7/1975). This also includes the spouse (or unremarried surviving spouse) or unmarried dependent children of these individuals. 2. American Indians born in Canada to whom section 289 of the INA applies, and members of an Indian tribe as defined in section 4(e) of the Indian Self-Determination and Education Assistance Act.

D. Under the Child Citizenship Act of 2000, a child will automatically acquire citizenship on the date that all of the following requirements are satisfied: 1. At least one parent is a U.S. citizen;

(volume-ii-snap)(page-76)Page 76#

MS 2900 [4]

2. The child is under 18 years of age; and

3. The child is admitted to the U.S. as an alien.

The parent can apply for a Certificate of Citizenship by filing Form N-600. They can also apply for a U.S. passport. If the applicant has other documentation that verifies the father of the children is a U.S. Citizen, such as the child’s birth certificate or the father’s birth certificate, then this can be used, and the Certificate of Citizenship would not be necessary.

E. Noncitizens, other than those described above, are ineligible to participate as a member of any household. This includes visitors, tourists, diplomats, and students who enter the U.S. temporarily with no intention of abandoning their residence in a foreign country.

F. See MS 3000 for policy concerning Sponsored Aliens and Required Affidavit of Support.]

(volume-ii-snap)(page-77)Page 77#

MS 2903

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2903 – R. 6/1/26 – OMTL – 684 Citizenship/Alien Status Declaration Requirement

[On a one-time basis only, as a condition of eligibility, one adult representative of the household must attest under penalty of perjury that all household members are citizens or qualified aliens. This is done when the household representative signs the application. Attesting to the citizenship of all household members is contained in the rights and responsibilities portion of the application for SNAP.]

(volume-ii-snap)(page-78)Page 78#

MS 2905

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2905 – R. 6/30/26 – OMTL – 684 Verification of Citizenship

[Verification of citizenship is a technical eligibility requirement. An individual's statement is an acceptable form of verification, unless questionable.

If questionable, ask the household to provide verification of citizenship. Acceptable forms of verification include birth certificates, religious records, voter registration cards, certificates of citizenship or naturalization provided by the United States Citizenship and Immigration Services (USCIS), such as USCIS Form I-179 or USCIS Form I-197, or U.S. passports. If the above forms of verification cannot be obtained and the household provides a reasonable explanation as to why it is not available, accept a signed statement from someone who is a U.S. citizen that declares, under penalty of perjury, that the person in question is a U.S. citizen. For example: I, ______ _____, swear under penalty of perjury, I do know that

_ is a U.S. citizen.

For companion SNAP and Medicaid or Kentucky Transitional Assistance Program (KTAP) cases, the individual’s failure to present documentary evidence of citizenship for the Medicaid or KTAP case does not make the individual’s declaration of citizenship questionable for the SNAP case.]

(volume-ii-snap)(page-79)Page 79#

MS 2910

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2910 – R. 6/30/26 – OMTL – 684 Verification of Alien Status

[When verification of eligible alien status is not provided on a timely basis or if questionable verification is not substantiated, consider the member an ineligible alien. See MS 2920.

A. Determine the eligibility of the remaining household members.

1. If the household states that the member does not meet the criteria that would make the individual eligible for participation, further verification of alien status is not required.

2. If the household states that the member does meet the criteria that would make them eligible for participation but is currently without the verification, a Request for Information (RFI) can be submitted.

Once verification to determine eligible alien status has been submitted to the United States Citizenship and Immigration Services (USCIS), Social Security Administration (SSA), or another federal agency, do not delay, deny, reduce, or terminate the individual’s eligibility. Certify the individual for up to six months from the date of the RFI.

If the verification hasn’t been received and processed by 15 days prior to the six-month expiration date, the system will issue a warning notice to the alien stating their SNAP benefits will cease unless the verification is received by the expiration date. If the verification hasn’t been received and processed by the six-month expiration date, the system will change the member’s status to “ineligible alien” and issue a notice.

3. If the household states they do not know if the member meets the criteria and no documents are available, they are considered ineligible until proven otherwise. If the alien does not wish the Department to contact USCIS to verify immigration status, the agency must give the household the option to withdraw its application or to proceed without that member.

4. If any household member is identified as an alien on the application, determine whether the individual is an eligible alien.

Note: Concerning Form I-94, Arrival/Departure Record: On 4/30/2013, Customs and Border Protection automated the I-94 process at air and seaports only. Most non-alien visitors entering the country via air and seaports will no longer be issued a paper I-94. Instead, the admission information generally provided in the paper I- 94 will be stamped on the traveler’s foreign passport (i.e., COA, date of entry, and expiration date), with the exception of the I-94 admission number. Aliens have to visit the U.S. Customs and Border Protection Arrival/Departure Form I-94 to print their I-94 admission number. Also, if an alien is unable to provide a passport with the admission stamp, a copy of their record of admission can be printed by the alien at this website.

(volume-ii-snap)(page-80)Page 80#

MS 2910 [2]

Beginning 9/7/2015, refugees will no longer receive the paper I-94 card at Ports of Entry (POE) and will need to obtain the I-94 record online. Customs and Border Protection will stamp the refugee’s transportation boarding letter upon admission to the U.S., which is provided to the Principal Applicant of each refugee case. Beginning 9/1/2015, the transportation boarding letter will be the only document provided to the refugee with an official Customs and Border Protection refugee stamp.

Derivative asylees and parolees will continue to receive a paper I-94. Customs and Border Protection will strike out the pre-printed number and hand-write the true I- 94 number on the document. Use the handwritten I-94 number when verifying alien status. When an alien presents only an I-94, workers must ask the individual if they have an Unexpired Foreign Passport. The passport, along with any documentation provided, is scanned into the Electronic Case File (ECF). It is important when scanning alien documentation that clear and clean pictures are captured. When scanning a passport, ensure the biographic page and the admission stamp page are scanned.

B. An alien must present:

1. USCIS form I-151 or I-551, Alien Registration Receipt Card. Encourage aliens who possess Form I-151 to apply for Form I-551, which is more secure and machine-readable.

2. An alien is qualified only if USCIS Form I-94 is annotated as follows:

a. Unexpired temporary I-551 stamp; and meeting SNAP criteria outlined in MS 2900, 2, (a) or (b); or b. The following terms: refugee or parolee as "Cuban/Haitian Entrant" under Section 212(d)(5); 3. Amerasians must present the following:

a. An I-94 with the codes AM1, AM2, or AM3; or b. An I-551 with the codes AM6, AM7, or AM8; or c. A U.S. passport, if stamped by INS with the codes AM1, AM2, or AM3.

4. Afghan/Iraqi Special Alien must present the following: Afghan/Iraqi Special Alien Passport with an alien visa (IV) stamp noting the individual has been admitted under IV category SI1; Department of Homeland Security (DHS) stamp or notation on passport or form I-94 showing date of entry or form I-551 (green card) SI6. Spouse of Afghan/Iraqi Special Alien Passport with an alien visa (IV) stamp noting the individual has been admitted under IV category SI2; DHS stamp or notation on passport or form I-94 showing date of entry or form I-551 SI7.

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MS 2910 [3]

5. If not annotated as such on the aliens' I-94, Cuban and Haitian aliens must present verification from USCIS that confirms admittance under Section 501(e) of the Refugee Education Assistance Act of 1980. See MS 2900 for admittance provisions.

C. To be eligible to participate in SNAP, the individual must first be a qualified alien. An alien is ineligible to participate until acceptable documentation is provided, unless:

1. The agency has submitted a copy of a document provided by the household to USCIS for verification;

2. The agency has submitted a request to SSA for information on the number of quarters of work that can be credited to the individual, and SSA states the number of quarters that can be credited is under investigation; or

3. The individual or agency has submitted a request to a federal agency for verification of information pertaining to the individual’s eligible alien status.

Count the income and resources of members participating in SNAP while awaiting verification of alien status.

D. If USCIS Form I-94 does not bear annotations sufficiently to verify the member's status and the alien has no other verification of alien classification, or if the alien is unable to provide any USCIS document, do the following:

Unmarried dependent child of Afghan/Iraqi Special Alien Passport with an alien visa (IV) stamp noting the individual has been admitted under IV category SI3; DHS stamp or notation on passport or form I-94 showing date of entry or form I-551 SI9. Iraqi Special Alien under Section 1244 Passport with an alien visa (IV) stamp noting the individual has been admitted under IV category SQ1; DHS stamp or notation on passport or form I-94 showing date of entry or form I-551 SQ6. Spouse of Iraqi Special Alien under Section 1244 Passport with an alien visa (IV) stamp noting the individual has been admitted under IV category SQ2; DHS stamp or notation on passport or form I-94 showing date of entry or form I-551 SQ7. Unmarried Dependent child of Iraqi special Alien under Section 1244 Passport with an alien visa (IV) stamp noting the individual has been admitted under IV category SQ3; DHS stamp or notation on passport or form I-94 showing date of entry or form I-551 SQ9.

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MS 2910 [4]

1. The agency submits Form G-845, Document Verification Request, to USCIS. 2. Advise the alien that they may be eligible if acceptable verification is obtained. 3. Explain that the following classifications of the Immigration and Nationality Act result in eligible status: a. Section 207, 208, or 243(h); b. After April 1, 1997, Section 241(b)(3); or c. Cuban or Haitian refugees and Amerasian asylees.

4. The alien may contact USCIS or otherwise obtain the necessary verification, or if the alien chooses to sign a written consent, the worker may contact USCIS to obtain clarification of the alien's status. Do not contact USCIS to obtain information about the alien's correct status without the alien's written consent. Written consent is not required when using Systematic Alien Verification Entitlement (SAVE) to validate the alien's eligible status or when verifying the alien's qualifying quarters.

Once verification to determine eligible alien status has been submitted to the USCIS, SSA, or another federal agency, do not delay, deny, reduce, or terminate the individual’s eligibility. Certify the individual for up to six months from the date of the RFI. If the verification hasn’t been received and processed on or before 15 days prior to the six-month expiration date, the system will issue a warning notice to the alien stating that their SNAP benefits will cease unless the verification is received by the expiration date. If the verification hasn’t been received and processed by the six-month expiration date, the system will change the member’s status to “ineligible alien” and issue a notice.

If the alien does not wish to contact USCIS, give the household the option of withdrawing its application or participating without that member. If the household opts to participate without the ineligible alien, an eligibility notice is sent notifying the household of the exclusion, the reason for the exclusion, the eligibility and benefit level of the remaining members, and the action(s) the household must take to end the member's exclusion.

When the applicant or any other household member indicates an inability or unwillingness to provide verification of alien status for any member, classify that member as an ineligible alien. Do not continue efforts to obtain the verification. Document the case record.

E. If the proper USCIS verification is not available, the alien may state the reason and submit other conclusive evidence as verification. Other forms of acceptable verification include:

1. Corroboration from USCIS that the alien is classified pursuant to Section 207 or 208 of the Immigration and Nationality Act or is a Cuban or Haitian refugee or Amerasian asylee; or

(volume-ii-snap)(page-83)Page 83#

MS 2910 [5]

2. Evidence, such as a court order, stating that deportation has been withheld pursuant to Section 243(h), or after April 1, 1997, Section 241(b)(3) of the Immigration and Nationality Act.

F. If verification of eligible alien status is later received, act on the information as a reported change in household membership. If it is later determined the alien is verified as ineligible, a claim exists for the months the individual received benefits while the department was waiting on verification.]

(volume-ii-snap)(page-84)Page 84#

MS 2915

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2915 – R. 6/30/26 – OMTL – 684 Verification – Systematic Alien Verification for Entitlement (SAVE)

[The Immigration Reform and Control Act of 1986 requires the verification of the immigration status of aliens applying for benefits. SAVE is the United States Citizenship and Immigration Services (USCIS) operating system of verification for this purpose. Use SAVE to reverify the initial documentation of immigration status received from the alien. Any applicant who is not a U.S. citizen is required to carry immigration documentation that contains an Alien Registration Number (A-Number) or an I-94 Admission Number. Use these numbers to access SAVE.

Do not complete a SAVE inquiry on victims of human trafficking. However, do complete a SAVE inquiry on eligible family members of trafficking victims.

The SAVE process must be completed within 30 calendar days of initial application. Complete the SAVE process only once for aliens who have permanent resident status. For all other aliens, repeat the SAVE process at every recertification or until the alien is granted permanent resident status.

Use the following procedure when an alien member applies for SNAP:

A. Obtain initial USCIS documentation of immigration status from the applicant/recipient for any alien who is to be included on the case. If the alien member states they meet the eligibility criteria but they do not have verification, a Request for Information (RFI) can be submitted.

Once verification to determine eligible immigration status has been submitted to the USCIS, the Social Security Administration (SSA), or another federal agency, do not delay, deny, reduce, or terminate the individual’s eligibility. Certify the individual for up to six months from the date of the RFI.

If the verification hasn’t been received and processed by 15 days prior to the six-month expiration date, the system will issue a warning notice to the alien stating their SNAP benefits will cease unless the verification is received by the expiration date. If the verification hasn’t been received and processed by the six-month expiration date, the system will enter a disqualification for the ineligible alien and issue a notice.

If the alien does not wish the Department to contact the USCIS to verify immigration status, the agency must give the household the option of withdrawing its application or participating without that member.

B. At the time the documentation is received, initiate the request for verification by SAVE. Send a memorandum with the following information to the Regional Office:

1. Case name and number; 2. For each alien member: name, the corresponding alien number, birthdate, the type of documentation provided, and if available, the social security number and the I-94 admission number; and 3. Worker name, code, and phone number.

(volume-ii-snap)(page-85)Page 85#

MS 2915

[2]

Do not delay processing the case while awaiting the receipt of the SAVE information.

C. Within three business days from receipt of the request, the Regional contact person accesses the web-based program to obtain SAVE information and:

1. In response, the Verification Information System (VIS) assigns a verification number, which is used as a reference number if further verification from USCIS is needed.

2. VIS also provides the name, alien number, birthdate, and Social Security Number (SSN), if available, which is retained by the VIS database.

3. The Regional Office compares the information provided in the original memorandum to the information provided by VIS and decides whether further verification by Form G-845, Document Verification Request, is necessary.

4. The Regional Office annotates the original memorandum with the SAVE information and its decision and returns the memorandum to the local office.

D. When the SAVE information is received from the Regional Office:

1. If SAVE verifies immigration status, document the SAVE response in comments and scan it into the Electronic Case File (ECF).

2. If SAVE does not verify immigration status and requests additional verification:

a. The Regional Office completes Form G-845, Document Verification Request. The form, along with a scanned copy of the alien’s document with or without additional information for verification, is submitted electronically to USCIS.

Do not deny or discontinue the case based on immigration status until a response is received.

b. If the USCIS response on Form G-845 indicates the immigration status document is valid, document the response in comments and scan it into ECF.

c. If the USCIS response on Form G-845 indicates the immigration status document is not valid, deny or discontinue SNAP for the unverified alien.]

(volume-ii-snap)(page-86)Page 86#

MS 2920

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2920 – R. 6/30/26 – OMTL – 684 Ineligible Alien/Member Resources and Income

A. [All resources of an ineligible alien household member are counted as available to the remaining household members.

B. A pro rata share of the income of the ineligible alien member is counted as income to the remaining members. When manually calculating the pro rata share to ensure the benefit amount is correct, do the following:

1. Subtract allowable exclusions from the ineligible alien's income;

2. Divide the countable income evenly among the household members, including the ineligible alien and any other excluded members; and

3. Count all but the excluded member's share as income to the remaining household members.

C. When considering the income and resources of the ineligible alien, the “ineligible alien” status takes precedence over all other excluded member statuses. For example, an individual who is ineligible due to immigration status and student status is an ineligible alien first, and an ineligible student second.]

(volume-ii-snap)(page-87)Page 87#

MS 2930

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2930 – R. 6/30/26 – OMTL – 684 Ineligible Alien – Deductions

A. [Apply the earned income deduction to the pro rata share of the ineligible alien's countable earned income.

B. Divide the household's allowable shelter and dependent care expenses equally among the members, including the ineligible alien and any other excluded members. Count all but the prorated share of the excluded member as a deductible expense to the remaining household members.

C. Do not include the ineligible alien as a member of the household when determining the household size for the following:

1. Assigning a benefit level; 2. Comparing the household's gross monthly income with the income eligibility standards; or 3. Comparing the household's resources with the resource eligibility limit.

Additionally, the household is not entitled to a medical deduction if the only elderly or disabled individual is an ineligible alien.

Example: A household of four, including the ineligible alien, incurs $100 in shelter expenses per month. Divide the amount by the number of household members to determine each member’s pro rata amount: $100 ÷ 4 = $25. Subtract the ineligible alien’s pro rata amount from the total to determine the countable deduction: $100 – $25 = $75 allowable deduction. When determining the benefit level, gross monthly income limit, and resource eligibility limit, this household is a size of three.]

(volume-ii-snap)(page-88)Page 88#

MS 2940

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 2940 – R. 6/30/26 – OMTL – 684 Determining Ineligible Immigration Status

[When a household does not provide verification of immigration status for a household member, consider that member an ineligible alien. Do not continue efforts to obtain verification of immigration status.

Determine that an alien is undocumented when:

A. There is an admission by the applicant, another household member, or the household's representative that an undocumented alien is a member of the household;

B. United States Citizenship and Immigration Services (USCIS) documents presented by the household during the application process are determined to be forged; or

C. A formal order of deportation is presented by the household during the application/recertification process.]

(volume-ii-snap)(page-89)Page 89#

MS 3000

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3000 – R. 6/30/26 – OMTL – 684 Sponsored Aliens - General

[With the passage of the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA), most aliens are barred from receiving SNAP until they become United States (U.S.) citizens. This restriction applies to most newly arriving aliens and to any alien who was already admitted but whose eligibility for SNAP was not preserved under the Balanced Budget Act of 1997. Exceptions are listed in MS 2900. In addition to meeting general SNAP requirements, sponsored aliens must meet additional income and resource requirements.

A. Sponsored aliens who enter the U.S. on or after 12/19/1997 must complete and sign, before a notary public, a sponsorship agreement; Immigration and Naturalization Service (INS) form I-864, Affidavit of Support under Section 213A of the Act.

Forms I-864 and I-864A show that an alien has adequate means of financial support and is not likely to become a public charge. Signing the form constitutes a legally binding contract between the sponsor and the U.S. Government in which the sponsor agrees to support the alien and any spouse and/or children immigrating with the individual. The deeming requirements apply only to aliens whose sponsor has signed a legally binding affidavit of support (known as 213A affidavits – Form I-864 or I-864A) on or after December 19, 1997. Prior to this time, affidavits of support were not legally binding, meaning the sponsor could not be legally compelled to support the alien. The sponsor's obligation continues until the sponsored alien becomes a U.S. citizen, can be credited with 40 qualifying quarters of work, departs the U.S. permanently, or dies. Divorce does not terminate the obligation. The death of the sponsor does terminate the support agreement but does not relieve the sponsor's estate of reimbursement obligations.

B. The affidavit of support is required for the sponsored aliens listed below and is completed by the individual as listed:

1. All immediate relatives, including orphans and family-based aliens. The family member petitioning for the alien completes the form; and

2. Employment-based aliens where a relative filed the alien visa petition or has a significant ownership interest (five percent or more) in the entity that filed the petition. The petitioning relative or a relative with a significant ownership interest in the petitioning entity completes the form.

C. The sponsor must:

1. Be a citizen or national of the U.S. or an alien lawfully admitted for permanent residence;

2. Be at least 18 years of age;

(volume-ii-snap)(page-90)Page 90#

MS 3000

[2]

3. Be domiciled in the U.S., its territories or possessions; and

4. Demonstrate the ability to support the sponsored alien. The sponsor's household income must meet or exceed 125 percent of the Federal poverty limits. Internal Revenue Service (IRS) tax forms are used by the U.S. Citizenship and Immigration Services (USCIS) to verify household income.

Sponsors on active duty in the U.S. armed forces need only demonstrate income at 100 percent of the Federal poverty limits, IF they are submitting Form I-864 on behalf of their spouse or child. Joint sponsorship is possible, if necessary, to meet the financial requirements. Separate sponsorship agreements are required, and the joint sponsors become equally liable for any overpayment of means-tested benefits.

D. Sponsors must report any change of address to USCIS within 30 days by completing Form I-865/Sponsor's Notice of Change of Address. Failure to do so results in severe penalties.

E. Use of form I-134, Affidavit of Support, or form I-361, Affidavit of Financial Support and Intent to Petition for Legal Custody, is not ruled out, as these forms were used prior to the passage of the Balanced Budget Act of 1997. Aliens currently in the U.S. who previously completed sponsor agreements are not subject to the new affidavit requirements.

F. The following individuals were previously exempted from sponsored alien provisions, based on prior legislation. If the prior affidavit of support is still in effect, these members remain exempt from deeming provisions if otherwise eligible.

1. An alien who was participating in SNAP as a member of their sponsor's household or an alien whose sponsor is participating in SNAP, separate and apart from the alien; or

2. An alien who was sponsored by an organization or group rather than an individual; or

3. An alien who was not required to have a sponsor under the unrevised Immigration and Nationality Act, such as, but not limited to, a refugee, a parolee, an asylee, a Cuban or Haitian entrant, or a noncitizen under age 18.]

(volume-ii-snap)(page-91)Page 91#

MS 3010

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3010 – R. 6/1/26 – OMTL – 684 Household Responsibilities

A. [Sponsored aliens entering the United States (U.S.) on or after 12/19/97 and completing the new affidavit of support are responsible for:

1. Providing form I-864 and I-864A as appropriate, to verify the income and resources of the sponsor and the sponsor's spouse. The sponsor's total income and resources, as well as their spouse's, are deemed available to the sponsored alien;

2. Obtaining the cooperation necessary to process the application from the sponsor's household;

3. Reporting all changes concerning the sponsor's household that affect the sponsorship of the member, such as income changes; and

4. Reporting a change in sponsor or termination of the sponsorship agreement.

B. Sponsored aliens completing affidavits of support prior to 12/19/97 are responsible for:

1. Providing any information or documentation necessary to determine the deemed income and resources of the alien's sponsor and their sponsor's spouse for three years from the alien's date of entry or date of admission as a lawful permanent resident;

2. Providing the names or identifying information of other aliens sponsored by their sponsor, if more than one; if this information is not provided, use the total countable deemed income and resources in determining eligibility and amount of benefits;

3. Obtaining any necessary cooperation from the sponsor;

4. Reporting all changed information about the sponsor and their spouse, such as changes in income or the death of the sponsor or their spouse; and

5. Reporting a new sponsor.

C. If the sponsorship agreement was signed prior to February 1, 1983, portions of the gross income and resources of the alien's sponsor and their spouse are deemed available to the sponsored alien. Even though the marriage to the sponsor may have taken place after the sponsorship agreement was signed, consider the spouse's income and resources if they are living with the sponsor.]

(volume-ii-snap)(page-92)Page 92#

MS 3050

[1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3050 – R. 6/30/26 – OMTL – 684 Kentucky Transitional Assistance Program (KTAP) Sponsored Alien Information

[If gross income information is reported for a KTAP-sponsored alien household, it will also be considered in the SNAP eligibility determination. Limit income deductions for SNAP deeming purposes to the earned income deduction and the SNAP gross monthly eligibility standards. If the household is categorically eligible, the gross monthly eligibility standards do not apply. See MS 3175.]

(volume-ii-snap)(page-100)Page 100#

MS 3160 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3160 - R. 6/30/26 – OMTL – 630 Categorical Eligibility

A. [Households that receive one of the following benefits are Categorically Eligible (CE) for SNAP unless the household meets the description of a non- categorically eligible household in B:

1. All household members receive Temporary Assistance for Needy Families (TANF) cash benefits or in-kind TANF benefits. If all members are authorized to receive or currently receive Kentucky Transitional Assistance Program (KTAP), Kinship Care, Work Incentive Reimbursement (WIN), or Family Assistance Short Term (FAST), the household is categorically eligible.

2. All household members are Supplemental Security Income (SSI) recipients. If income or resources for an SSI recipient are discovered and have not been reported to the Social Security Administration (SSA), contact SSA and provide them with all appropriate information. These members remain categorically eligible for SNAP as long as they continue to receive SSI.

3. Households that receive the TANF-funded information sheet that is generated at application, which makes them aware of other programs in which they may qualify, are considered Expanded Categorically Eligible (ECE) unless the household income is over the following income limits. Eligibility is limited to:

a. Non-elderly/non-disabled households with gross income of 130 percent of the Federal Poverty Level (FPL) or less.

b. Households in which all members are elderly/disabled with gross income of 200 percent or less than the FPL.

ECE households must be under the net income for their household size.

B. The following households are not CE or ECE for SNAP:

1. Households where all members reside in an institution.

2. Households with a member who is disqualified for certain reasons from SNAP. If the household contains any member(s) who has an active Intentional Program Violation (IPV) disqualification, a disqualification for not cooperating with the conditions of probation or parole, or a work disqualification on the head of household, the household cannot be CE or ECE.]

(volume-ii-snap)(page-101)Page 101#

MS 3175

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3175 – R. 6/30/26 – OMTL – 671 Verification at Application

A. [Categorically eligible (CE) households have certain eligibility factors that are considered met for SNAP.

These eligibility factors are:

1. Resources, except for some lottery or gambling winnings. See MS 5000 for more details;

2. Social Security Number (SSN) information;

3. Residency; and

4. Sponsored alien information.

The gross and net income limits do not apply to CE households, but income must be verified. All other eligibility factors apply.

B. Expanded categorically eligible (ECE) households meet all eligibility factors listed above except for SSN information. ECE households may not have income in excess of the 200 percent Federal Poverty Level (FPL) income limit and must be under the net income eligibility standard for their household size. All other eligibility factors must be met.

C. During an interview, if an individual states they have resources, the worker must enter the amounts on the system as reported by the individual. Reported resources must be entered into the system as they could become countable resources in the event the member loses their categorical eligibility. Client statement is accepted as verification of resources.]

(volume-ii-snap)(page-102)Page 102#

MS 3200

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3200 – R. 6/30/26 – OMTL – 680 Simplified Assistance for the Elderly (SAFE) – Overview

[Kentucky’s SAFE program provides a standard amount of SNAP to Supplemental Security Income (SSI) eligible households consisting of one or two members (spouses) who are age 60 or older. SAFE is a simplified version of the regular SNAP program.

A. SAFE eligibility is determined from a daily match with the Social Security Administration (SSA) on the State Data Exchange (SDX) file. Individuals meeting eligibility requirements will have a computer-generated form, SF-1, SAFE Application, sent to them in the mail.

B. SAFE applications are identified as either “SAFE” or “SF” on the system and are entered like all other food benefits applications.

C. No changes are required to be reported from SAFE recipients.

D. No face-to-face interview is required for SAFE cases; however, staff may contact applicants by phone if there is a reason to doubt the information provided or if further information is required to complete the application.

E. SAFE cases are certified for three years.

F. All SAFE case activity, i.e., approvals, denials, discontinuances, recertifications, reported case changes, claims identification and establishment, is processed by staff in the Division of Family Support, Nutrition Assistance Branch (NAB).

G. SAFE-eligible recipients can opt out of SAFE to apply for regular SNAP and opt out of SNAP to apply for SAFE. An individual cannot receive from both programs at the same time.

H. SAFE cases follow regular SNAP policy for fair hearings and claims identification, and establishment.

I. Any staff with system access can inquire SAFE cases.]

(volume-ii-snap)(page-103)Page 103#

MS 3210

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP)

MS 3210 – R. 6/30/26 – OMTL – 680 Simplified Assistance for the Elderly (SAFE) Eligibility

A. [Individuals must meet the following criteria to be eligible for SAFE:

1. A resident of Kentucky;

2. Determined eligible to receive Supplemental Security Income (SSI);

3. Age 60 or older;

4. Not living in an institution;

5. Purchasing and preparing food separately from other people living in the home; and

6. Be either:

a. Single, widowed, divorced, or separated (for one-person households); or

b. Married to an SSI spouse who meets criteria in 1 through 5 above (for two-person households).

B. Regular SNAP eligibility factors do not apply to SAFE cases.

C. Income and deductions are not considered when determining the SAFE allotment. Only shelter costs (rent or mortgage only) and household size are used to determine the allotment amount.]

(volume-ii-snap)(page-104)Page 104#

MS 3220

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3220 – R. 6/30/26 – OMTL – 680 Simplified Assistance for the Elderly (SAFE) Allotments

A. [SAFE allotments for a one-person household are:

1. $64 if the monthly shelter expense is $50 or less per month; or

2. $104 if the monthly shelter expense is $51-$399 per month; or

3. $185 if the monthly shelter expense is $400 or greater per month.

B. SAFE allotments for a two-person married Social Security Insurance (SSI) household (Each spouse gets SSI and is at least age 60) are:

1. $175 if the monthly shelter expense is $50 or less per month; or

2. $180 if the monthly shelter expense is $51-$399 per month; or

3. $239 if the monthly shelter expense is $400 or greater per month.

C. Advise households that it may be to their benefit to apply for regular SNAP if:

1. A one-person household has shelter expenses that exceed $400 per month;

2. A one or two-person household has medical expenses greater than $35 per month.]

(volume-ii-snap)(page-105)Page 105#

MS 3230

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3230 – R. 6/30/26 – OMTL – 680 Simplified Assistance for the Elderly (SAFE) Application Procedures

A. [A nightly match with the Social Security Administration (SSA) is completed by Worker Portal, via the Kentucky State Data Exchange (SDX), to identify Supplemental Security Insurance (SSI) recipients who are potentially eligible for the SAFE program. These individuals have a system-generated form, SF-1, SAFE Application, mailed to them. A return envelope is mailed with every application.

B. If the initial application is not received and entered on Worker Portal within 30 days from the date it is sent, the individual will automatically receive a second application. If the individual does not return the second application, no additional applications will be automatically sent.

C. Applicants return completed applications to the Division of Family Support, Nutrition Assistance Branch (NAB). Applications must be processed within 30 days from the date the application is received in NAB as follows:

1. The date of application is considered the date the application is received in NAB.

2. Expedited services do not apply to SAFE applications.

3. SAFE benefits are not prorated.

4. SAFE applicants are not required to be interviewed. Information from SDX and form SF-1 is used to process the application.

5. Income Eligibility Verification System (IEVS) matches or any other computer matches are not completed on SAFE applicants.

D. Eligible households automatically receive an Electronic Benefit Transaction (EBT) card with instructions on how to select a Personal Identification Number (PIN) once the SAFE application is approved. Households will not receive a new EBT card if the individual already has a card. All food benefits remaining on the EBT account from the regular SNAP will be accessible via the new EBT card issued or the EBT card already in the individual’s possession when the SAFE case is approved.

E. SAFE cases are certified for 36 months.

F. If the SAFE application is received in the local office, the local office must forward the SAFE application to:

Division of Family Support

Nutrition Assistance Branch

275 East Main Street 3-EI

Frankfort, KY 40621.

(volume-ii-snap)(page-106)Page 106#

MS 3230

[2]

G. Evaluate individuals applying for the regular SNAP for SAFE. If the individual meets the criteria and wishes to apply for SAFE, have them call 1-866-256- 3823 to request a SAFE application. Take their application for the regular SNAP even when it appears that they MAY be eligible for SAFE. Do not refuse to let them apply for regular SNAP if they do express intent to apply.

H. Any questions regarding SAFE should be submitted to the SAFE Inbox.]

(volume-ii-snap)(page-107)Page 107#

MS 3250

[1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3250 – R. 6/30/26 – OMTL – 680 Verification Requirements

[Simplified Assistance for the Elderly (SAFE) applicants are not required to provide any verification. Information received from the State Data Exchange (SDX) match is used to verify eligibility. The individual’s statements indicated on form SF-1, SAFE application, are used as verification of shelter expenses and separate household status. Further verification can be requested if there is a reason to doubt the information provided by the applicant.]

(volume-ii-snap)(page-108)Page 108#

MS 3260

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3260 – R. 6/30/26 – OMTL – 680 Change Report Requirements for Simplified Assistance for the Elderly (SAFE)

[A SAFE household is not required to report changes as the State Data Exchange (SDX) update process meets reporting requirements. However, individuals may voluntarily report changes by calling toll-free 1-866-256-3823. The following changes, if voluntarily reported, are acted on by staff in the Division of Family Support, Nutrition Assistance Branch (NAB):

A. Date of birth; B. Name; C. Address; and D. Shelter expenses.

All other changes, such as marital status and Supplemental Security Income (SSI) eligibility, must first be reported to the Social Security Administration (SSA). Once SSA makes the change to SDX, the system takes appropriate action during the monthly match with SDX.

See MS 6475 for acting on address changes and instructions.]

(volume-ii-snap)(page-109)Page 109#

MS 3275

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SAFE) MS 3275 – R. 6/30/26 – OMTL – 680 Monthly SDX Match for Simplified Assistance for the Elderly (SAFE)

[Once approved for SAFE, all recipients are matched monthly to determine ongoing eligibility. Worker Portal automatically updates any changes that have occurred.

If an individual adds a spouse, but the spouse is not eligible to receive Supplemental Security Income (SSI) or is not age 60 or over, Worker Portal automatically discontinues the SAFE case.

If either household member is determined to be no longer eligible for SSI, Worker Portal automatically discontinues the SAFE case]

(volume-ii-snap)(page-110)Page 110#

MS 3280

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3280 – R. 6/30/26 – OMTL – 680 Simplified Assistance for the Elderly (SAFE) Recertification Processing

[All SAFE cases are certified for 36 months. Form SF-2, SAFE recertification, is generated one month prior to the end of the certification period and mailed to the recipient. Recertifications coming due are displayed on the SAFE workers’ dashboard daily as they are received by mail.

If a recertification is not entered on the system by the 10th day of the certification end month, Worker Portal generates a second SF-2. If the recertification is not entered on the system by the end of the certification period, the SAFE case is discontinued for failure to return the SF-2 SAFE recertification form.]

(volume-ii-snap)(page-111)Page 111#

MS 3285

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3285 – R. 6/30/26 – OMTL – 680 Simplified Assistance for the Elderly (SAFE) Denial And Discontinuance Reasons

A. [SAFE applications and recertifications are denied for the following reasons:

1. Not SAFE Eligible;

2. Incomplete SAFE application or recertification; or

3. Already received benefits for the month of application.

B. SAFE applications can be manually denied, and recertifications can be manually discontinued for the following reasons:

1. Individual Request;

2. Not SAFE Eligible;

3. Incomplete SAFE application or recertification; or

4. Individual opted out of SAFE for Regular SNAP benefits.

C. SAFE cases are discontinued through case change for the following reasons:

1. Individual Request;

2. Individual opted out of SAFE for Regular SNAP;

3. Individual Deceased;

4. Individual No Longer Receiving SSI;

5. Individual Institutionalized;

6. Individual Moved Out-of-State;

7. Individual Failed to Provide Sufficient Information; or

8. Not SAFE eligible.

D. If a regular SNAP case is discontinued because someone is applying for SAFE, the reason is “opted out of regular SNAP for SAFE”.]

(volume-ii-snap)(page-112)Page 112#

Volume II OMTL-633 Supplemental Nutrition Assistance Program R.10/1/23 MS 3300 ELDERLY SIMPLIFIED APPLICATION PROJECT (ESAP) – OVERVIEW (1) The Elderly Simplified Application Project (ESAP) provides simplified assistance for households in which all adult members are 60 years of age or older and/or disabled, with no earned income. ESAP is a simplified version of the regular Supplemental Nutrition Assistance Program (SNAP). A. ESAP eligibility is determined during SNAP application pre-screening, SNAP recertification, and during case changes. Households do not have to request ESAP to receive it. B. ESAP applications are identified as ESAP on the system and are entered like all other SNAP applications. C. ESAP households will follow simplified reporting requirements however, periodic reporting requirements are waived for ESAP. D. No face-to-face interview is required for ESAP cases. E. ESAP cases are certified for 36 months with annual reminder notices. F. All ESAP case activity, i.e., approvals, denials, discontinuances, recertifications, reported case changes, claims identification and establishment, is processed by Family Support field staff. G. Any staff with system access can inquire ESAP cases. H. ESAP cases follow regular food benefits policy for fair hearings and claims identification and establishment. I. Child only households are not eligible for ESAP. J. ESAP interviews are required only at initial certification and prior to closing or denying an ESAP recertification. The agency may not deny an ESAP recertification without first attempting to schedule an interview. K. ESNAP allotments are the same as regular SNAP.

(volume-ii-snap)(page-113)Page 113#

Volume II OMTL-633 Supplemental Nutrition Assistance Program R.10/1/23 MS 3320 ESAP APPLICATION PROCEDURES (1) Elderly Simplified Assistance Project (ESAP) households will apply by utilizing the same procedures as regular Supplemental Nutrition Assistance Program (SNAP) households. Applications can be taken by phone, in-person, by submitting an FS-1 Application for SNAP or through the Self-Service Portal. When determining eligibility, staff should review the application to ensure that all adult household members are elderly or disabled and that there is no earned income for any household member. Individuals may not request ESAP, eligibility is determined during the interview process for applications, recertifications or case changes. Example: An individual calls to apply for SNAP, the worker asks during pre- screening, “Are all adult members of your household elderly or disabled?”. If the individual answers Yes, the 2nd question will populate for the worker to ask, “Do any members of your household receive earned income?” If the individual answers No to the 2nd question, the household is potentially eligible for ESAP with an extended certification period. If the individual answers Yes to the 2nd question, the household will not be eligible for ESAP, and the application will continue as regular SNAP or expedited SNAP, if applicable.

(volume-ii-snap)(page-114)Page 114#

Volume II OMTL-633 Supplemental Nutrition Assistance Program R.10/1/23 MS 3330 ESAP VERIFICATION REQUIREMENTS (1) The agency will use data matches as verification for Elderly Simplified Assistance Project (ESAP) households to the greatest extent possible to verify gross nonexempt income, social security numbers, identity, residency, and disability. Verification is required from the household for non-citizen status, household size, shelter expenses, medical expenses exceeding $35 a month, and any unclear or questionable information, for which more verification is needed.

(volume-ii-snap)(page-115)Page 115#

Volume II

OMTL-633 Supplemental Nutrition Assistance Program R.10/1/23 MS 3340 ESAP CHANGE REPORTING REQUIREMENTS (1)

Elderly Simplified Application Project (ESAP) households are subject to simplified reporting requirements and are required to report changes that may disqualify them from ESAP eligibility, including: 1. A change in household composition.

a. Example 1: An ESAP household reports that an individual who is not elderly or disabled moved into the home during the 30th month of certification. The new member purchases and prepares meals with the household. The case will revert to SNAP for the next month but will retain the 36-month. certification period. An interview will be required at the end of the certification period.

b. Example 2: An ESAP household contains an elderly couple with a 17- year-old child that is not disabled and will turn 18 during the cert period. The system will revert the case to SNAP for the next month but will retain the 36-month. certification period. An interview is required at the end of the certification period.

2. Receipt of earned income.

3. When household income exceeds 130% Federal Poverty Level (FPL).

a. Example: The ESAP household receives an increase in unearned income and the total gross income exceeds the 130% FPL. The ESAP household must report this change as it will disqualify them from ESAP. If the household has exceeded the income limits for ESAP, Worker Portal will determine if they are eligible for regular SNAP benefits. If the household is ineligible for ongoing benefits, an interview is required.

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Volume II

OMTL-633 Supplemental Nutrition Assistance Program R.10/1/23

MS 3350 MONTHLY SYSTEM MATCH FOR ESAP (1)

Once approved for Elderly Simplified Application Project (ESAP), all recipients are matched monthly to determine ongoing eligibility. The system automatically updates any changes that occur. Worker intervention is not required unless the automatic update causes the case to discontinue ESAP eligibility. In the event of ESAP discontinuance, a notice is issued, and an interview is required.

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Volume II

OMTL-677 Supplemental Nutrition Assistance Program R. 8/01/2025

MS 3360 ESAP RECERTIFICATION PROCESSING (1)

[All Elderly Simplified Application Project (ESAP) cases are certified for 36 months. ESAP households must complete and return the ESAP-2 renewal form by the 15th day of the 36th month of certification to avoid any interruption in benefits. A. The recertification interview is waived for ESAP households unless:

1. The renewal form is not provided timely, or verifications are not complete; 2. The household will be denied ongoing eligibility; 3. Verification provided by the household or authorized representative is questionable, incomplete, or contradictory; or 4. The ESAP household requests an interview.

B. Upon receipt of the ESAP-2 renewal form, the agency must re-verify the following:

1. Non-citizen status; 2. Household size; 3. Shelter; 4. Medical Expenses exceeding $35 per month; and 5. Any unclear or questionable information.

Act upon form ESAP-2 no later than 30 days from receipt of the form. The recipient must be able to access the benefits no later than the 30th day from receipt of the renewal. If the renewal is initiated on or after the 16th, it will be considered untimely and the household loses its right to uninterrupted benefits and maintenance of its normal issuance cycle.] The case may be renewed for another 36 months upon completion of the recertification process. If staff become aware that a regular Supplemental Nutrition Assistance Program (SNAP) household is eligible for ESAP during an application or recertification interview, including households that were former ESAP participants removed from the demonstration due to changes in circumstances, Worker Portal will add these households to the demonstration and staff will inform the households of their new status, reporting procedures, and responsibilities.

Additionally, the agency will mail a reminder notice of reporting requirements to ESAP households at the 12-month and 24-month mark reminding households of their reporting requirements and how to report changes.

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Volume II OMTL-633 Supplemental Nutrition Assistance Program R.10/1/23 MS 3370 ESAP DENIAL AND DISCONTINUANCE REASONS (1) If during their certification period an Elderly Simplified Assistance Project (ESAP) household becomes ineligible for ESAP but remains eligible for the Supplemental Nutrition Assistance Program (SNAP), Worker Portal will remove the household from the ESAP Type of Assistance (TOA) and convert the household to a regular SNAP household in accordance with the simplified reporting regulations. However, the system will maintain the ESAP certification period. Once converted to SNAP, the household will no longer be covered by any ESAP rules except for the 36-month certification period. Households must be notified of the changes in their status and responsibilities at the time they are removed from the ESAP TOA and converted to regular SNAP. At the end of the 36-month certification period, Worker Portal will assign eligible households who complete normal SNAP recertification requirements the appropriate certification period according to regular SNAP policy. Use the following procedures when calculating certification changes or mid-review requirements when program eligibility changes: A. Transfer from SNAP to ESAP: 1. The system shall calculate the ESAP recertification due date as 36 minus the number of months which have been received in the current certification period. This includes denial months. 2. The FS-2 due date shall be nullified or invalidated if mid-review due date is a future date. 3. If the household has been approved for ESAP after the FS-2 notice has been sent and before it has been received by the agency, the case worker might have to review the changes on the FS-2 and process the changes as “Report a Change”. 4. The system shall not transfer to ESAP without initiating recertification if system run date is on or after 15th of 35th month of SNAP certification period. B. Transfer from ESAP to SNAP: 1. The system shall retain the existing ESAP certification period if the household transfers from ESNAP to SNAP. however, the household will be subject to a mid-review based on when the transfer occurred. 2. Transferred to SNAP on or before the 15th of the 11th month of certification period: a. Household shall receive an FS-2 notice on 15th of the 11th and 23rd months of the ESAP certification period.

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Volume II

OMTL-633 Supplemental Nutrition Assistance Program R.10/1/23

MS 3370 ESAP DENIAL AND DISCONTINUANCE REASONS (2)

3. Transferred to SNAP after the 15th of the 11th month of certification period, and before 15th of 23rd month of certification period. a. Household shall receive second FS-2 notice on 15th of the 23rd month of the ESAP certification period. 4. If transferred to SNAP after the 15th of the 23rd month of certification period, the household is not subject to mid-review. The household shall receive a SNAP recertification notice in the 35th month of the ESAP certification period.

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Volume II OMTL-650 Supplemental Nutrition Assistance Program 6/15/24

MS 3400* Summer Electronic Benefit Transfer - Overview (1)

Summer Electronic Benefits Transfer (SEBT) is a permanent federal child nutrition program offering benefits for students from eligible families, to help cover the cost of meals during the summer when schools are not in session. The SEBT program provides a standard amount of food benefits to eligible students enrolled in a public or private school that participates in the National School Lunch Program (NSLP).

A. Automatic Eligibility:

Students are considered streamline eligible for SEBT benefits if they are compulsory age (age 6 up to 18 years old as of August 1 of the current school year) and have participated in the Supplemental Nutrition Assistance Program (SNAP), the Kentucky Transitional Assistance Program (KTAP), and/or Kinship Care (KC) for at least one month since July 1 of the current school year. Current school year refers to the school year immediately preceding the summer operational period beginning on June 1 of the application year. Benefits will automatically be issued.

B. Applications for students who are not automatically eligible:

1. Students enrolled in a public or private school that participates in the NSLP;

2. Students who were not of compulsory age as of Aug 1 of the current school year; and/or

3. Students who did not participate in the SNAP, KTAP, and/or KC as of July 1 of the current school year must apply for SEBT to determine eligibility.

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Volume II OMTL-650 Supplemental Nutrition Assistance Program 6/15/24

MS 3420* SEBT Application Procedures (1)

Applications must be completed for students who do not meet streamline eligibility requirements as defined in MS 3400, to determine their eligibility for Summer Electronic Benefits Transfer (SEBT). Applications may be completed using one of the following methods: A. Online SEBT applications can be completed via a link through the Self-Service Portal (SSP); B. Paper applications are available in each local office and at Community Partner agencies; or C. Phone and in-person applications may be completed by request. The Statewide Student Identifier (SSID) must be provided for each public-school student applicant during the application. Each SSID is a unique ten-digit number assigned by the student’s school district. Individuals must contact the school or the school district office their child is enrolled in to obtain this number if it has not been previously provided. Applications may be pended, and an RFI will generate for SSID verification for public school students. The SSID is not required on the SEBT application for students enrolled in private schools.

Written notice of denied application and notice of denial must be provided to each household within 15 business days of the receipt of a completed application.

The agency must follow up with the household that submits an incomplete application within 10 business days for the receipt of the incomplete application.

Verification for cause, means verification of questionable applications, on a case-by- case basis. For instance, when the SEBT agency is made aware of conflicting or inconsistent information than what was provided on the application. An RFI will generate requesting verification for cause and must be completed within 30 days of the receipt of application.

Applicants have the right to request a fair hearing for SEBT actions. The request must be received within 90 days of the end of the summer operational period for which the appeal is regarding. The SEBT agency should review school calendars within their state to determine this date annually.

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Volume II OMTL-650 Supplemental Nutrition Assistance Program 6/15/24 MS 3430* SEBT ALLOTMENTS AND INCOME GUIDELINES (1) The Summer Electronic Benefits Transfer (SEBT) program provides a standard amount of food benefits to eligible students enrolled in a public or private school that participates in the National School Lunch Program (NSLP). SEBT allotments are predetermined annually by the Federal Nutrition Service (FNS). The allotment is intended for the summer operational period and is not prorated regardless of the approval date. The summer 2024 allotment is a one-time issuance of $120 per eligible student. Income guidelines are revised annually on July 1 by the Secretary for determining income eligibility for free and reduced-price meals under the NSLP and School Breakfast Program. Income considered for eligibility is income received during the month prior to application for SEBT benefits. If the prior month income does not accurately reflect the household's annual income, income must be based on the projected annual household income. If the prior year's income provides an accurate reflection of the household's current annual income, the prior year may be used as a base for the projected annual income. Income information is required for all members reported in the household, including children. If an adult member has no income, that information is required as well. A. The source of the income (such as earnings, wages, welfare, pensions, support payments, unemployment compensation, social security and other cash income). B. Other cash income includes cash amounts received or withdrawn from any source, including savings, investments, trust accounts, and other resources which are available to pay for a child's meals. Examples of income for children: Regular full or part-time wages, Social Security benefits, money from friends/family received regularly, income from private pension, annuity or trust fund, etc. Examples of income for adults: Earnings from work, public assistance, alimony, child support, pensions, retirement, certain military income, etc. The following guidelines are for the Summer 2024 operational period. Effective through June 30, 2024. Household Size 1 2 3 4 5 6 7 8 Each Additional Member Income Limit $2,248 $3,041 $3,833 $4,625 $5,418 $6,210 $7,003 $7,795 + $793 Effective July 1, 2024 Household Size 1 2 3 4 5 6 7 8 Each Additional Member Income Limit $2,322 $3,152 $3,981 $4,810 $5,640 $6,469 $7,299 $8,128 + $830

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MS 3450* [1] Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 3450* – 8/1/26 – OMTL – 704 Transitional Supplemental Nutrition Assistance Program (TSNAP) - Overview

TSNAP assists SNAP households in which all members receive Kentucky Transitional Assistance Program (KTAP) but are expected to lose KTAP eligibility due to earned income that exceeds the applicable income limit for each SNAP household (once all earned-income disregards and time-limited deductions are exhausted). SNAP benefits for these households will be adjusted to remove the KTAP amount and then remain at that benefit level for five months. During the household's transitional period, if fewer than five months remain in the household’s current certification period, the certification period will be extended to provide a five-month transitional benefit period. If the five-month transitional period requires the household's certification period to be shortened, a Notice of Adverse Action is not required. A Notice of Eligibility must be sent to inform the household: A. The SNAP household is approved for TSNAP and the effective dates of their new five-month certification period; B. The household will be required to complete a recertification at the end of the five months to determine eligibility for ongoing regular SNAP, but can recertify TSNAP at any time during the transitional period if expenses increase or income decreases; C. If TANF is reapproved during the transitional benefit period, a SNAP recertification should be completed at the same time; D. Only changes in state or federal means-tested programs or changes to the Basis of Issuance will affect the transitional benefits amount; E. The household is not required to report or provide verification of any changes for SNAP until the recertification; and F. The Department for Community Based Services (DCBS) will not act on any changes that the household reports during this transitional benefit period. If expenses increase or income decreases, the household can complete an early recertification. If a household chooses to recertify during the mid-transitional benefit period but fails to provide all necessary verification, the household will revert to TSNAP for the remainder of the five months. If the household's benefit amount decreases with regular SNAP when they recertify early, they can choose to withdraw the application for recertification and revert to the higher transitional benefit allotment for the remainder of the five-month transitional period.

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MS 3450 [2] There is no requirement for a withdrawal notice. If the recertification cannot be processed within 30 days, the household will continue to receive TSNAP while the case is being processed. If the household will receive more than the transitional benefit allotment and the transitional benefit has already been issued for that month, a supplement will be issued for the difference from the regular SNAP allotment calculated during the recertification. Only if a member of the transitional benefit period household moves out and reapplies with another household or as their own separate household will the transitional benefit amount be adjusted to remove that member’s income, resources, and deductible expenses. Prior to the end of the transitional benefit period, the household will be sent a regular recertification notice.

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MS 3455* [1] Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 3455* – 8/1/26 – OMTL – 704 Transitional Supplemental Nutrition Assistance Program (TSNAP) - Ineligible Households

Households that lose Kentucky Transitional Assistance Program (KTAP) eligibility due to the following reasons are not eligible for the TSNAP Program. A. The household is leaving KTAP due to a full-family sanction, or the household is leaving the Child and Adult Care Food Program (CACFP) due to a full-family CACFP program sanction; B. The household is a member of a category of households designated by the State agency as ineligible for transitional benefits; 1. KTAP payee households; 2. KTAP households with only unearned income; 3. Kinship Care households; and 4. Households that discontinue from KTAP for any reason other than exceeding the income limit. C. All household members are ineligible to receive SNAP benefits because they are: 1. Disqualified for an intentional program violation; 2. Ineligible for failure to comply with work registration requirements; 3. Receiving Supplemental Security Income (SSI) in a cash-out State; 4. Ineligible students; 5. Ineligible aliens; 6. Disqualified for failing to provide information necessary for determining eligibility or for completing any subsequent review of its eligibility; 7. Disqualified for knowingly transferring resources for the purpose of qualifying or attempting to qualify for the program; 8. Disqualified for duplicate participation in SNAP; 9. Disqualified for being a fleeing felon; or 10. An Able-Bodied Adult Without Dependents (ABAWD) who fails to comply with work requirements.

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MS 3500

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3500 – R. 8/1/23 – OMTL – 629 Residency

Residents of Kentucky who are Expanded Categorically Eligible (ECE) or Categorically Eligible (CE) are not required to verify residency to participate in SNAP. Individuals may not participate in more than one household, in more than one county, or in more than one state in any month, with the exception of an individual who is a resident of a shelter for battered individuals and children. Those individuals may participate in more than one household if the individual was a member of a household containing the abuser.

A. Residency must be verified only for the following circumstances:

1. When the household income is over 200 percent of the Federal Poverty Level (FPL); or

2. All household members reside in an institution; or

3. The household contains a member with an Intentional Program Violation (IPV) disqualification for SNAP, or a work disqualification on the head of household.

B. Households that receive SNAP benefits in another state are not eligible for SNAP benefits in Kentucky for the same period the household received SNAP benefits in the other state. Cash-out payments from California are considered the same as having received SNAP benefits in another state.

Contact the state the individual moved from to determine the months of SNAP benefits received. A current list of out-of-state contact information is available at: United States Department of Agriculture (USDA) Contacts.

C. A household can be considered as residents without being required to have the following:

1. A fixed mailing address or residence in a permanent dwelling;

2. An intent to reside in the state permanently; or

3. A durational limit on residency in the state.

Do not consider persons in the state solely for vacation purposes as residents.

Consider the residency requirement met for any household in which all members are categorically eligible.

D. Households that do not have a fixed mailing address, including the homeless or migrant farm workers, must provide the Agency with a fixed mailing address.

Allow the household to select one of the following options:

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MS 3500

[2]

1. The address of its church, minister, neighbor, family, friend; or 2. General Delivery if available in that county.

If the household states it does not have a fixed mailing address, ask the household to provide an address where it can receive mail. The local office address should not be used as a mailing address for any household.

The household may choose to have their Electronic Benefit Transfer (EBT) card mailed to the local office if needed, regardless of where they receive mail. If the card is not picked up from the local office after 30-days, it will be destroyed.

Advise the household that they must update their mailing address with the United States Postal Service (USPS) if it changes. Instruct them to check their mail regularly for important notices to ensure that their SNAP eligibility is not adversely affected.

See MS 6765 for acting on address changes and instructions for entering an address with an apartment number.

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MS 3600

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3600 – R. 6/1/17 – OMTL – 511 Enumeration Requirements for SNAP

A. As a requirement for applying and participating in SNAP, each household member must provide their Social Security Number (SSN). Providing this requested information is voluntary; however, failure to provide an SSN will result in the denial of food benefits to the individual who fails to provide an SSN. Staff should advise applicants of this provision at initial certification and member add. Household members denied for this reason are considered excluded members.

If the household can provide a Social Security card or other official documentation provided by an organization or source that verifies the SSN, scan it into the Electronic Case File (ECF).

B. SSNs entered on the system at application or member add are sent to the Social Security Administration (SSA) and matched against the Numident file.

C. When entering an application or member-add for an individual who has never been on the system, the State On-Line Query (SOLQ) match process is completed to prevent an incorrect SSN from being used. SOLQ provides real- time verification of SSNs and allows staff to address discrepancies face-to-face with an individual.

If a discrepancy occurs between the SSN entered on the system and SOLQ, and the discrepancy cannot be resolved at the time the SSN is entered, then request the applicant to verify the SSN by a copy of the Social Security Card or written verification from SSA.

D. When a case member does not provide an SSN, that case member must apply for an SSN as outlined in this subchapter, section SSN Applications.

If the household is eligible for expedited services, request, but do not require, the household to apply for SSNs prior to initial certification. However, allow those household members unable to provide the required SSN or who do not have one prior to the first full month of participation to continue to participate only if the household applies for an SSN or satisfies the good cause requirements outlined in this subchapter, section Good Cause Criteria. Newborns may be certified up to six months without an SSN, prior to having to show good cause.

If the household is not eligible for expedited services, require the household to apply for SSNs for each member.

E. Acceptable documents for meeting “Good Cause” requirements are:

1. Form SS-5, Application for a Social Security Card, completed with all required verification; 2. Form SS-10;

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MS 3600

[2]

3. Form SSA-5028; or 4. Form SSA-2853, Message from Social Security. Form SSA-2853 is acceptable verification of an SSN application only when signed by an authorized hospital official. Workers must remind the individual to supply the SSN to the agency upon receipt of the card.

F. In situations where a Refugee or Parolee has applied for an SSN and provides verification from SSA stating they cannot give the individual an SSN due to not providing documents showing he/she is allowed to work in the United States (U.S.):

1. Enter on the system that he/she has provided SS-5 verification, as this will give the member six months to provide the SSN; and

2. Enter comments stating that verification from SSA was provided for the individual stating he/she isn’t eligible due to being a refugee or parolee and not being allowed to work, and the SS-5 date has been entered to allow six months to provide the SSN.

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MS 3610

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP)

MS 3610 – R. 8/1/10 – OMTL – 368 Failure to Comply with Enumeration

A. Failure to comply with enumeration requirements means:

1. A statement of intent not to provide/apply for a Social Security Number (SSN);

2. Failure to apply for an SSN; or

3. The member fails to supply documentation required for completion of form SS-5, Application for a Social Security Card, without good cause. As long as a good faith effort is being made to provide the SSN, good cause exists for failing to provide the number.

B. Household members denied for failure to comply with enumeration requirements are considered excluded members.

The disqualification applies to the individual for whom the SSN is not provided and not to the entire household. If a household member is excluded for refusing to obtain or provide an SSN, form KIM-105, Notice of General Action, is issued to the household notifying them of the exclusion, the reason for the exclusion, the eligibility and benefit level of the remaining members, and the actions the household must take to end the member's exclusion. Consider all the disqualified individual's resources available to the household. All income of the disqualified individual is considered minus the individual's prorated share of income. The member is disqualified by the system until information is entered by the worker showing that the member is complying with enumeration requirements.

The disqualified household member becomes eligible upon providing the Agency with an SSN or applying for an SSN at the local office, if otherwise eligible.

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MS 3620

[1]

Volume 2 - Supplemental Nutrition Assistance Program(SNAP) MS 3620 – R. 6/1/17 – OMTL – 511 Social Security Number (SSN) Applications

If an application for an SSN with the Social Security Administration (SSA) is verified, do not complete form SS-5, Application for a Social Security Card. Obtain a copy of form SS-10 or form SSA-2853, Message from Social Security, for the case record.

In completing form SS-5 for a member, verify the date of birth, identity, and citizenship of the individual using evidence required by SSA and procedures for form SS-5.

Ensure each individual who completes form SS-5 understands the use of the number and has read and understands "The Privacy Act and Your Request for a Social Security Number”, which is printed on page 4 of form SS-5.

[To preserve the anonymity of the natural parents and to ensure the contents of the original case record remain confidential for children placed for adoption or subsidized adoption, follow the enumeration procedures outlined in the SSA Program Operations Manual Systems, section GN 03340.025, Access Rights of a Parent, located on the Social Security Administration website.]

A. Verification. Acceptable proof of age includes:

1. Birth certificate from any hospital not shown in the appendix to the procedural instructions for form SS-5;

2. Verification of birth registration (Notification of Birth Registration issued by Vital Statistics);

3. If the member was born in Kentucky in 1976 or later, Kentucky Vital Events Tracking System (KVETS), Birth Index File;

4. Hospital record;

5. Baptismal record;

6. School record; and

7. United States Citizenship and Immigration Services (USCIS) records.

If a birth certificate, birth registration, baptismal record, etc., is used for proof of date of birth, additional verification is required to establish that the document is actually that of the applicant. Procedural instructions to form SS-5 give a complete listing of acceptable evidence of age and identity. Any document showing a birthplace in the United States (U.S.) establishes citizenship.

Do not use one document to verify both age and identity (e.g., driver's license); a driver's license verifies identity only. An additional document to verify age is required.

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MS 3620

[2]

Applicants born outside the U.S., Puerto Rico, Guam, the U.S. Virgin Islands, the Northern Mariana Islands, American Samoa, or Swain’s Island must prove legal entry into the U.S. or present proof of citizenship.

B. Interviewing. The SSA conducts the required face-to-face interviews for:

1. All individuals age 18 or over applying for the first SSN card;

2. All immigrants applying for their first SSN card;

3. Immigrants using their I-551 Permanent Resident Card for identification for a replacement card; and

4. Individuals who will not allow their original verification to be forwarded to SSA.

C. Processing. Send completed form SS-5, along with original verification of birth and identity, each week to the Regional or District SSA office serving the specific county. SSA is responsible for returning the original verification to the applicant.

1. Enumeration is completed in the following manner:

a. For all SSN applications for which form SS-5 includes an NPN, once the SSN is assigned, SSA will forward the SSN information to our agency. b. Complete the enumeration process by completing an SSN change on the system as appropriate upon receipt of the verified SSN.

2. At recertification or member-add, review the case to ensure enumeration is complete for all members and that the SSN is changed. If the food benefits household cannot provide an SSN or proof of application at its next recertification after the birth of a new household member, allow the food benefits household up to six months following the birth month to provide the information.

3. By entering an SS-5 date on the Individual member screen, the system provides the member 165 days to provide the SSN.

D. In situations where a Refugee or Parolee has applied for an SSN and provides verification from SSA stating SSA cannot give the individual an SSN due to the individual not providing documents showing he/she is allowed to work in the U.S.

1. Enter on the system that he/she has provided SS-5 verification, as this will give the member 6 months to provide the SSN; and

2. Enter comments stating that verification from SSA was provided for the individual stating he/she isn’t eligible due to being a refugee or parolee and not being allowed to work; the SS-5 date has been entered to allow 6 months to provide the SSN.

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MS 3630

[1]

Volume 2 - Supplemental Nutrition Assistance Program(SNAP) MS 3630 – R. 8/1/10 – OMTL – 368 Good Cause Criteria

If a household member, based on religious grounds, refuses to provide a Social Security Number (SSN), the member has good cause for failing to comply. If the household member is unable to provide evidence, such as out-of-state birth records, which are necessary to complete form SS-5, the member has good cause for failing to comply as long as they are making a good faith effort to obtain the evidence.

For SNAP, good cause must be shown monthly in order for the household member to continue to participate. However, newborns may be certified up to six months without an SSN, before having to show good cause.

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MS 3640

[1]

Volume 2 - Supplemental Nutrition Assistance Program(SNAP)

MS 3640 – R. 8/1/10 – OMTL – 368 Use of the Social Security Number (SSN)

The Department for Community Based Services is authorized to use SSNs in the administration of benefit programs.

The SSN is used in the following ways:

A. Access BENDEX (BDX) information regarding individuals who currently receive SNAP, Kentucky Transitional Assistance Program (KTAP), Medical (MA), or State Supplementation benefits, and receive benefits under Title II of the Social Security Act (Retirement, Survivors and Disability Insurance (RSDI);

B. Access the State Data Exchange (SDX) to determine if any household member is currently receiving SSI income and the amount;

C. Access other computer files available to the Department, e.g., Income and Eligibility and Enrollment System (IEVS), Unemployment Insurance (UIB), etc.; and

D. Prevent duplicate participation and determine the accuracy and/or reliability of other income information given by households, e.g., wage records.

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MS 3800

[1]

Volume 2 - Supplemental Nutrition Assistance Program(SNAP) MS 3800 – R. 6/1/17 – OMTL – 511 Authorized Representative (AR) Requirements

Limits are not placed on the number of households an AR may represent. If employers, such as those that employ migrant or seasonal farm workers, are designated as ARs or if a single AR has access to a large number of benefits, ensure the following apply:

A. The household has freely requested the assistance of the AR;

B. The household's circumstances are correctly represented, and the household is receiving the correct amount of benefits; and

C. The AR is properly using the benefits. If it is suspected that an AR is not properly using benefits, report the circumstances to the Nutrition Assistance Branch inbox through your appropriate supervisory channels.

Enter the name and address of the household’s AR on the system. The system sends an Electronic Benefit Transfer (EBT) representative’s name to Fidelity Information Services (FIS). (If the AR is applying only, the information is not sent). The EBT system adds this information to the recipient’s EBT account file. This allows the AR to contact the Customer Service Representative (CSR) to report a problem with the card and/or Personal Identification Number (PIN), request a new card and/or PIN, and inquire about the benefit balance.

If the individual making the call to the CSR is not on file as the AR and cannot provide the SNAP head-of-household's date of birth, the CSR denies the person’s request.

ARs are not issued their own EBT card. If the household wants the AR to purchase food for them, the household must provide them with the household’s EBT card and PIN.

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MS 3810

[1]

Volume 2 - Supplemental Nutrition Assistance Program(SNAP) MS 3810 – R. 1/15/24 – OMTL – 642 Allowed Representatives

The household has the option of designating one or two Authorized Representatives (ARs). The individual may appoint one AR to complete the application process and obtain the household's Supplemental Nutrition Assistance Program (SNAP) benefits, or the individual may select two ARs, one for each process. If applicants do not have the mental capacity to care for themselves, then they do not have the ability to designate an AR. In situations where a legal guardian has been appointed, the legal guardian must make the SNAP application for the applicant. The legal guardian can apply without a signed statement from the applicant as long as proof of guardianship is provided. The order of guardianship by the court will serve as verification of representation. If an applicant designates an AR during the application interview and that AR is entered on the system, the client’s signature on the application meets the requirement of the AR being designated in writing. The AR cannot be used as a verification source for the household if representing the household during the interview.

A. An individual authorized to represent the household for certification purposes MUST be an adult who:

1. Is designated in writing by the head-of-household, his/her spouse, or another responsible adult of the household to act on the household's behalf. ARs may complete form FS-1, Application for SNAP, for the household. If not designated in writing as an AR by the household, have the individual complete form FS-1, and issue a manually completed form PAFS-2, Application Letter or Notice of Expiration, scheduling the application interview. Request a written statement from the household authorizing the AR to make an application for them.

In instances of “power of attorney” (POA), unless the POA document specifies food benefits, the recipient has the right to choose whoever they want as an AR; and

2. Is sufficiently aware of relevant household circumstances. In the event the only adult member of a household is classified as a non-household member, that person may be designated as the AR for the minor household members.

B. The initial application can be conducted by phone or on the Self-Service Portal (SSP) with an AR.

C. Recertifications may be completed over the phone with an AR if the AR is currently listed for that case and the proper documentation is located in the Electronic Case File (ECF).

(volume-ii-snap)(page-137)Page 137#

MS 3820

[1]

Volume 2 - Supplemental Nutrition Assistance Program(SNAP) MS 3820 – R. 8/1/10 – OMTL – 368 Nonallowed Representatives

The following individuals cannot be Authorized Representatives (AR):

A. Department employees (those who work in Family Support programs) involved in the certification and/or issuance processes unless there is specific written approval from the Service Region Administrator (SRA) or designee, and only if a determination is made that no one else is available to serve.

B. Retailers authorized to accept SNAP unless there is specific written approval from the SRA or designee, and only if a determination is made that no one else is available to serve.

C. Individuals disqualified for an Intentional Program Violation (IPV) during the period of disqualification, unless a disqualified individual is the only adult member of the household able to act on its behalf and it is determined that no one else is available to serve. Separately determine whether this individual is needed to apply on behalf of the household, to receive the Electronic Benefit Transfer (EBT) card, and to use the benefits for food. The household may have one AR to obtain the benefits each month and not be able to find anyone to purchase food regularly with the benefits. If no one can be located to purchase food regularly with the benefits, allow the disqualified member to serve as AR for purchasing food.

D. Persons disqualified from being an AR.

E. Minors.

(volume-ii-snap)(page-138)Page 138#

MS 3830

[1]

Volume 2 - Supplemental Nutrition Assistance Program(SNAP) MS 3830 – R. 8/1/10 – OMTL – 368 Emergency Representatives

The household can designate an emergency Authorized Representative (AR) as the need arises. The emergency AR can obtain benefits on the occasions when neither a household member nor the AR is able, due to an emergency. A separate written designation is needed each time an emergency AR is used.

When notified by the household that an emergency AR is needed, instruct the head of household or spouse to complete a statement similar to the one below. The head of household or spouse and the emergency AR sign the statement. The emergency AR brings the completed statement, plus a form of personal ID, along with the household's Electronic Benefit Transfer (EBT) card and Personal Identification Number (PIN).

I authorize ___________________________________________________

(Emergency Representative)

to use my EBT card and PIN to buy food for me.

____________________________________________________ (Signature of Head of Household or Spouse) (Date)

____________________________________________________] (Signature of Emergency Representative)

(volume-ii-snap)(page-139)Page 139#

MS 3840

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 3840 – R. 8/1/10 – OMTL – 368 Representatives for Treatment Center Participants

Narcotics addicts or alcoholics who regularly participate in a drug addiction or alcoholic treatment program on a residential basis may elect to participate in SNAP if the treatment center is certified by the appropriate State agency(s), including that agency's determination that the center is a private, non-profit organization or a publicly operated community mental health center. The residents who apply are certified for program participation through the use of an Authorized Representative (AR). The AR must be an employee of the organization or institution and must be designated by the organization or institution as their AR. The organization or institution applies on behalf of each resident and receives and spends the allotment for food prepared by and/or served to the resident. Do not accept verification signed by the AR in instances where the AR is applying on behalf of the household. The organization or institution is also responsible for complying with requirements outlined in MS 2660.

(volume-ii-snap)(page-140)Page 140#

MS 3850

[1]

Volume 2 - Supplemental Nutrition Assistance Program(SNAP) MS 3850 – R. 1/1/22 – OMTL – 589 Authorized Representative (AR) Liability for Over-issuances

When another household member or the AR is actually interviewed, the head of household or the spouse reviews the application whenever possible. Emphasize that the household, as well as the AR, is held liable for any over-issuance which results from erroneous information given by the AR except in the following situations:

A. The Drug Addiction and Alcohol (DAA) treatment center, when acting on behalf of the resident, is held liable for all over-issuances.

B. The Group Living Arrangement (GLA), when acting on behalf of the resident, is held liable for all over-issuances.

1. In instances where the AR provides erroneous information, the AR is disqualified from serving as an AR. The household and the AR are responsible for the over-issuance. See MS 3860 regarding procedures for disqualifying an AR.

2. Establish an Inadvertent Household Error (IHE) claim against the household as a result of the erroneous information unless an administrative disqualification hearing determines a household member collaborated with an AR to commit an Intentional Program Violation (IPV).

3. If the hearing finds the household member collaborated with the AR to commit an IPV, establish the IPV claim against the household and disqualify the household member.

C. If a SNAP IPV disqualification is applied to an individual who is the head of household, the Integrated Eligibility Enrollment System (IEES) now requires the household to identify any AR to assist the household in making applications, recertifications, and using their Electronic Benefit Transfer (EBT) card.

1. If the individual who is selected to be the AR also has an IPV disqualification, a different AR must be appointed.

2. If the individual states that there is no one else available to represent them, there is an option for a short-term good cause to be listed. The good cause can only be used temporarily and must be addressed at the next application or recertification.

(volume-ii-snap)(page-141)Page 141#

MS 3860

[1]

Volume 2 - Supplemental Nutrition Assistance Program(SNAP) MS 3860 – R. 1/1/22 – OMTL – 589 Disqualification of the Authorized Representative (AR)

Disqualify representatives according to the following procedures:

A. Do not allow an individual to act as an AR in the program when evidence is obtained that the AR has done either of the following:

1. Misrepresented a household's circumstances without the household's knowledge by knowingly providing false information about the household; or

2. Used benefits incorrectly.

B. Period of Disqualification. Disqualify the individual from acting as an AR in the program for six months after the first verified incident. Disqualify for one year after additional verified incidents.

C. AR for More Than One Household. If an individual has a disqualification, they cannot be an authorized AR for any household. Each household has the right to appeal the disqualification action through a fair hearing.

D. Agency Action. Manually send a Notice of Eligibility to the affected household(s) and the AR 30 days prior to the date of disqualification. Include the following:

1. The proposed action;

2. The reason for the proposed action;

3. The household's right to request a fair hearing; and

4. The name and office phone number of the worker.

E. Local Office Record of Disqualified ARs. Whenever an AR is disqualified, record the following information on a reference card and maintain it in the file:

1. Name of disqualified AR;

2. Social security number and address of the AR, if available;

3. Head of household(s) and case number(s) of the case(s) from which the AR was disqualified; and

4. Beginning and ending date of disqualification period.

F. Exception. Do not apply these provisions in the case of Drug Addiction and Alcohol (DAA) treatment centers and those Group Living Arrangements (GLAs) which act as ARs for their residents. G. If a SNAP Intentional Program Violation (IPV) disqualification is applied to an individual who is the head of household, the Integrated Eligibility Enrollment System (IEES) now requires the household to identify any AR to assist the

(volume-ii-snap)(page-142)Page 142#

MS 3860

[2]

household in making applications, recertifications, and using their Electronic Benefit Transfer (EBT) card.

1. If the individual who is selected to be the AR also has an IPV disqualification, a different AR must be appointed.

(volume-ii-snap)(page-143)Page 143#

Volume II OMTL-662 Supplemental Nutrition Assistance Program 1/1/25 MS 4000* NATIONAL ACCURACY CLEARINGHOUSE - OVERVIEW (1) The National Accuracy Clearinghouse (NAC) is a system designed by the Food and Nutrition Service (FNS) to be used nationwide to compare data between states and prevent duplicate Supplemental Nutrition Assistance Program (SNAP) benefit issuances. All SNAP state agencies are working toward nationwide implementation of the NAC, an interstate data matching system. Actions will be taken from the NAC to ensure individuals are only receiving benefits in the state in which they reside and are otherwise eligible to receive them. The Primary goal of NAC is to enhance program integrity, reduce improper payments, increase individual experience, and ensure fair and accurate distribution of SNAP benefits to eligible recipients across state lines. The NAC must be searched each time someone applies for SNAP benefits, completes a recertification, when a case is reactivated, or when a new recipient is added to the SNAP household. The call to NAC is an automated or manual system- initiated call that is performed by Worker Portal when all required elements are present for an individual. Before checking NAC, the individual’s social security number (SSN), residency, and identity must be verified. If there is a match, the state must inform the household in a language and format they can understand, act on the match, and inform the other state involved. A. The NAC is called only in SNAP intake, member add, recertification, and reactivation case modes. B. NAC calls should not be made for individuals if there is no verification provided or, if insufficient verification has been provided for SSN, ID, and/or residency. C. NAC searches are only performed with states onboarded to NAC. For states not onboarded to NAC, workers should continue to rely on the Public Assistance Reporting Information System (PARIS) interface to identify out of state SNAP benefits. NAC match tasks will fully replace PARIS match tasks for SNAP, once all states are onboarded to NAC. D. A household will not be determined as meeting the expedited SNAP criteria if a NAC match is found. If an individual included in the SNAP household is currently receiving benefits in another state, expedited processing timeliness standards no longer apply. The only exception to this is that expedited SNAP benefits will continue to approve when a NAC match is found, and the household resides in a shelter for battered women and children. E. NAC will notify the initiating and matching states when a new match ID is created for an individual. F. NAC will notify the initiating and matching states when an update is made on the match by either state. G. Workers will verify match details on the NAC screen and take initial action on the matches.

(volume-ii-snap)(page-144)Page 144#

MS 4000* NATIONAL ACCURACY CLEARINGHOUSE - OVERVIEW (2)

H. If a duplicate participation match is made and a match is found, workers should take an initial action on the match, before proceeding with the SNAP case.

I. NAC calls will not be made for Disaster SNAP (DSNAP) individuals.

J. If a NAC match task is created for an individual who already has an open PARIS match task for SNAP and both the NAC and the PARIS matches are from the same state, the open PARIS match task will auto close when the NAC match task is created.

K. If a match is identified as invalid, only the invalid reason and/or comment will be updated in NAC and initial and final actions are not updated.

L. If a match is identified as valid, only the initial action is updated by the worker, and the final action is systematically updated upon case disposition.

M. NAC calls will be made for Simplified Assistance for the Elderly (SAFE) members.

N. NAC calls will be made for vulnerable individuals when the “Domestic Violence” question response is answered “Yes”, if the living arrangement type is “Shelter for Battered Women and Children”, or if “Safe at Home Program” question response is ”Yes”.

O. NAC match calls are not expected to be made during SNAP Mid-Review, Reinstatement, or Report a Change actions that do not include the addition of a SNAP household member.

P. Staff must document all instances in case comments when there is a NAC match and the actions taken to resolve the match.

(volume-ii-snap)(page-145)Page 145#

Volume II

OMTL-662 Supplemental Nutrition Assistance Program 1/1/25

MS 4010* NATIONAL ACCURACY CLEARINGHOUSE SNAP DUPLICATE PARTICIPATION (1)

The National Accuracy Clearinghouse (NAC) information is within the data collection flow and will be required during Supplemental Nutrition Assistance Program (SNAP) applications, recertifications, reactivation, and member adds. The SNAP Duplicate Participation NAC screen will include the following:

NAC Screen Summary

A. Individual Information Section, displays information which includes:

1. Name; and

2. Individual ID.

B. SNAP Duplicate Matches Summary, displays records that correspond to any NAC matches that exist for a selected individual and will include:

1. Match ID;

2. Initiating State;

3. Date; and

4. KY Match Status (pending or complete). Records will be considered inactive if six months have passed since the record was marked complete.

C. NAC Match Details, displays read only details for an individual record. Once the pencil is clicked from the SNAP Duplicate Matches Summary Screen the following items can be viewed:

1. Match ID;

2. NAC Match Status (open or closed);

3. Last Updated Date; and

4. Match Link.

D. NAC Match Request Initiated, displays match details from the initiating state for an individual record and will include:

1. Initiating State or Matching State;

2. Contact Email;

3. Contact Phone Number;

(volume-ii-snap)(page-146)Page 146#

MS 4010* NATIONAL ACCURACY CLEARINGHOUSE (NAC) SNAP DUPLICATE PARTICIPATION (2)

4. Case Number and Participant ID (for out of state case);

5. Match Reason: New Application, Recertification, Add Household Member, or Other;

6. Benefit Closure Date - The date that benefits ended. (If state is initiating state, it is the date the benefits are denied or ended. If state is matching state, it is the final disposition date);

7. Recent Certification Months - The last three recertification months;

8. If individual is vulnerable;

9. Invalid Match Reason - Incorrect individual information, system error, potential identity theft, or other. Comments are only expected if invalid match reason is other;

10.Initial Action Taken and Date - When the Send RFI Notice is triggered during the nightly batch run then Notice Sent will be populated; and

11.Final Disposition and Date.

E. NAC Match Information Received, displays match details for an individual record from the matching state and will include:

1. Matching State;

2. Contact Email;

3. Contact Phone Number;

4. Case Number (for out of state case);

5. Benefit Closure Date - The date that benefits ended. If state is initiating state, it is the date the benefits are denied or ended. If state is matching state, it is the final disposition date;

6. Recent Certification Months - The last 3 recertification months;

7. If individual is vulnerable;

8. Invalid Match Reason and Comments;

9. Initial Action Taken and Date; and

10.Final Disposition and Date.

(volume-ii-snap)(page-147)Page 147#

MS 4010* NATIONAL ACCURACY CLEARINGHOUSE (NAC) SNAP DUPLICATE PARTICIPATION (3)

F. Match Validation Information, displays fields for individual records regarding if a match is valid or invalid and will include:

1. Is this match valid?;

2. What is the reason this match is invalid?;

3. Comments; and

4. Initial Action Taken and Date;

a. If Send RFI Notice is selected, Worker Portal will generate a notice to the SNAP household explaining that a computer match has been received notifying Kentucky that an individual in their household is receiving SNAP in another state and further verification is needed.

b. Individual Provided Required Verification is selected if Kentucky is initiating state.

c. Individual Verified Moved Out of State is selected if Kentucky is the matching state.

d. Verification Source and Date.

G. Request NAC Match for all Household Members, is only available during application, recertification, reactivation and member adds. NAC is not available during SNAP Mid-Review, Reinstatement, or Report a Change actions that do not include the addition of a SNAP household member. Request NAC Match is a manual NAC request that is only enabled when the automatic NAC call fails and will include both Last Request and Last Request Status.

(volume-ii-snap)(page-148)Page 148#

Volume II

OMTL-662 Supplemental Nutrition Assistance Program 1/1/25

MS 4020* NATIONAL ACCURACY CLEARINGHOUSE (NAC)- MATCH TASKS (1)

Tasks will be automatically created when NAC calls are made from other states which result in potential matches with Kentucky, or when Kentucky makes a NAC call that results in potential matches with other states, or when the nightly batch identifies individuals who meet certain criteria but fall into a non-member category. These tasks are as follows:

A. Review NAC Match Task

1. A task will be created when NAC is called, and a potential match is identified with Kentucky being the matching state. This task will alert staff that a potential match was identified, and a review is required.

a. If the individual does have an active SNAP case in Kentucky, staff will take the following actions:

1) If, based on NAC match details and the available documentation, staff can determine the match as valid, then select the reason as “Client Verified Moved Out of State” for all household members.

2) If, based on NAC match details and an insufficient amount of available documentation, staff determines that the match is valid, but an RFI needs to be sent then select the reason as “Send RFI Notice” for all household members.

3) If, based on NAC match details and the available documentation staff have determined that the match is invalid, then select the invalid reason as “Other” for all household members and add notes in the “Comments” field.

b. If the individual does not have an active SNAP case in Kentucky, staff will navigate to the Individual Summary Screen to access the “NAC Match Review” button to update action to “Notice Sent” for the system to send notice that benefits denied/benefits terminated.

c. If a case level NAC match task is created for an individual with an open Public Assistance Reporting Information Systems (PARIS) match task, the PARIS match task will close if both matches are from the same state. However, if the PARIS match is in a different state than the NAC match, then both the PARIS and NAC match tasks will remain open.

B. NAC Match Initial Action Required

A task is created by Interfaces when NAC is called, and a potential match is identified with Kentucky being the initiating state.

(volume-ii-snap)(page-149)Page 149#

MS 4020* NATIONAL ACCURACY CLEARINGHOUSE (NAC)- MATCH TASKS (2)

If staff determines the match to be valid then one of the following actions must be selected: “Send RFI Notice” or “Client Provided Required Verification.”

C. Review NAC Match for Non-Member

1. A task will be created by a new nightly batch. This new batch will identify all individuals with a pending/open NAC Match record and will check if the individual meets the following criteria:

a. Associated with a SNAP case(s) is Inactive;

b. Individual is Out of Household on associated SNAP case(s);

c. Individual is Non-Member on associated SNAP case(s); or

d. SNAP application is withdrawn and there is an Open/Pending NAC Match that has not yet been Validated/Invalidated.

2. Staff will navigate to the NAC screen from the Individual Summary screen to take action for any non-member task.

(volume-ii-snap)(page-150)Page 150#

Volume II

OMTL-662 Supplemental Nutrition Assistance Program 1/1/25

MS 4030* NATIONAL ACCURACY CLEARINGHOUSE (NAC)- (1)

MATCH TASK FLOWS

During a Supplemental Nutrition Assistance Program (SNAP) application, recertification, reactivation, and member add an individual’s ID, social security number (SSN), and residency are verified, an auto system-initiated call is made, or a manual request call is made to NAC interface service. If a match is found that determines the individual as receiving benefits in another state, NAC will notify initiating state (Kentucky) and matching state(s). Match details will be displayed on NAC screen. If no match is found, the details of no match will be displayed on NAC screen.

Staff will verify the match summaries and initiate match action. When starting the match action, the system will refresh the match updates present on the NAC screen. (Worker Portal will prevent the worker from proceeding with the SNAP case flow when initial action is not taken on all NAC matches)

A. The following details define each type of State:

1. Initiating State, is the state which initiates the SNAP NAC inquiry during intake, recertification, reactivation, or member add.

Example: Staff in Kentucky receive and process John Doe’s SNAP application and verify identity, residency, and SSN. The system makes a call to NAC and receives a match in Illinois and Montana. In this case Kentucky is the Initiating State and Illinois and Montana are the Matching States.

In this example, NAC will create a Match ID for Kentucky (Initiating State), Illinois (Matching State), and Montana (Matching State) and sends emails to all states with the match details.

2. Matching State, is the state in which a match is found when another state initiates the call to NAC.

Example: John Doe is an active SNAP participant in Kentucky. John Doe applies for SNAP benefits in Illinois. Staff in Illinois run a NAC search and receive a duplicate match in Kentucky. In this case, Illinois is the Initiating State and Kentucky is the Matching State.

In this example, NAC will create a Match ID between Illinois (Initiating State) and Kentucky (Matching State) and sends emails to both states with the match details.

B. Initiating NAC Match Calls

1. Staff are required to initiate a real-time NAC call within the case flow through Worker Portal during application, recertification, reactivation, or when adding an additional member to the SNAP household. Initiating NAC

(volume-ii-snap)(page-151)Page 151#

MS 4030* NATIONAL ACCURACY CLEARINGHOUSE (NAC)- MATCH TASK FLOWS (2)

calls are not expected to be made during SNAP Mid-Review, reinstatement, or when report a change actions do not include the addition of a SNAP household member.

2. Systematic initiated NAC calls are only made once per day.

C. Retrieving Updated Match Details

1. When staff are updating the SNAP Duplicate Participation (NAC) screen the latest match details will be retrieved and displayed.

2. There are no restrictions on the number of NAC calls made to the Get Match Details method.

D. Sending Initial Action and Match Updates to NAC

1. Valid Match Found

The Initial Action Date field is read-only and is displayed and enabled when the question “Is This a Valid Match” is answered Yes. When the initial action is updated and determined as valid, staff must select either, “Send RFI Notice” or “Client Provided Required Verification.”

a. When “Send RFI Notice” is selected, the system will generate a SNAP RFI to the individual, requesting further verification of matched benefits from out of state. When this system entry is made, a NAC call is not made until the nightly batch runs. A response is sent to NAC notifying that a notice was sent to the individual.

1) If “Send RFI Notice” is saved as the Initial Action then sent to NAC, the NAC record will remain editable until the RFI is cleared.

2) If “Notice Sent” is selected, the information is sent to NAC as the initial action.

3) Once the “Send RFI Notice” option is selected it is not available again until the pending RFI is cleared.

4) If “Initial Action” was marked as “Send RFI Notice” and the RFI is not sent due to the SNAP case denying for not meeting other eligibility requirements, once the case is disposed a response is sent to NAC that shares an initial response as “Client Provided Required Verification” (if Kentucky is Initiating state). This updates the final disposition as Benefits Denied and the NAC match is closed.

b. When “Client Provided Required Verification” is selected the individual already provided the necessary verification to resolve the match.

(volume-ii-snap)(page-152)Page 152#

MS 4030* NATIONAL ACCURACY CLEARINGHOUSE (NAC)- MATCH TASK FLOWS (3)

When this system entry is made this sends a call to share valid updates to NAC.

2. Invalid Match Found

a. When match is determined as invalid, worker must select either, “Incorrect Individual Information”, “System Error”, “Potential Identity Theft”, or “Other.” When system entry is made the response will be sent to NAC to share updates.

b. “Incorrect Individual Information” is selected when inaccurate information about the individual was provided to the NAC for matching.

c. “System Error” is selected when a system issue caused an invalid match to be created.

d. “Potential Identity Theft” is selected when the agency has reasonable doubt the social security number and/or date of birth being used by an individual belong to that individual.

e. Worker will select “Other” when the agency considers the match to be invalid (a false match) for a reason other than the choices provided.

Note: Comments are only required when using “Other” as the invalid match reason.

3. Match Not Found

When no match details are displayed on the NAC screen the worker can proceed with the SNAP application flow.

E. Manual NAC Calls

Staff may be required to manually send an initiating call to NAC if the following conditions are met (System will only allow for one manual initiating NAC call per day):

1. There are no pending or open matches;

2. There are only completed or closed matches;

3. Only during entry of application, recertification, reactivation, or member add action; and

4. There was no prior initiating call made on the same date or previous initiating call is in a failed status.

(volume-ii-snap)(page-153)Page 153#

MS 4040 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 4040 – R. 8/31/26 – OMTL – 705 National Accuracy Clearinghouse (NAC)- Procedures

[For matches received during SNAP applications, recertifications, reactivations, or the addition of a SNAP household member, households are provided at least 10 days from the date a NAC match is received to provide the information requested to resolve the match. The match must be resolved to determine appropriate actions to take on a case. For households that fail to respond to a notice of match results by the due date, the agency must issue a notice of denial.

For expedited SNAP (EXSNAP) applications, if the match is cleared within seven calendar days from the application date, the household will be approved for EXSNAP. If the match is not cleared within seven calendar days, the household will be determined as regular SNAP.]

For matches received during a household’s certification period, the household is given at least 10 days from the date a combined notice of match results and adverse action is mailed to respond with the information requested. If the household fails to respond by the due date in the combined notice, the individual indicated in the NAC match will be removed from the SNAP Eligibility Determination Group (EDG) and benefits adjusted accordingly.

A. Resolving and Verifying NAC Matches

1. The agency must notify the individual of the match in a language and format they can understand.

2. Staff may use case closure information received through NAC or from other verification received from out-of-state agencies to make an eligibility determination without requiring additional verification.

3. Individuals can provide documentation from other state agencies to verify their case closure.

4. SNAP discontinuance information from another state that is deemed questionable must be verified with additional documentation. Benefits must not be issued if questionable information cannot be verified.

5. No action can be taken to deny, terminate, suspend, or reduce SNAP benefits based on information received from NAC until the information has been verified, the individual has been notified of the match, and the individual has been given an opportunity to respond or provide required verification timely, if necessary.

6. When a SNAP application is withdrawn, and there is a valid open and/or pending Review NAC Match task, staff will review the NAC task to validate or invalidate and mark the task complete. Upon submission of the withdrawal, the system will send NAC updated information.

(volume-ii-snap)(page-154)Page 154#

MS 4040

[2]

7. When a SNAP application is denied, and there is a pending NAC match task, that task will remain open until staff acts on it. Once action is taken on the task, the system will send NAC updated information.

B. Resolving and Verifying Vulnerable Individual Matches

1. Vulnerable individuals are indicated as such in the system by the following:

a. If the answer to the ‘Domestic Violence’ question is “Yes”; b. If the living arrangement type is “Shelter for Battered Women and Children; and c. If the answer to the ‘Safe at Home’ question is “Yes”.

2. Expedited SNAP benefits will continue to be approved when a NAC match is found, and the household resides in a shelter for battered women and children.

3. Any communication or notice resulting in a NAC match for a vulnerable individual must not include the location of the individual identified in the match to protect the individual.

4. If the match can be resolved and there is no potential for adverse action, a written notice of the match is not required; however, verbal notification of the match from the individual must be documented in case comments.

5. If more information is required to resolve the match or if information could lead to a denial or other adverse action on the case, then a written notice of match results clearly explaining what information is needed from the household as well as the consequences of failing to provide the requested information within the set timeline must be provided.

(volume-ii-snap)(page-155)Page 155#

MS 5000

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5000 – R. 10/1/24 – OMTL – 655 Resource Maximums

Determine SNAP maximum resource limits as follows:

A. Households in which all members receive Kentucky Transitional Assistance Program (KTAP) benefits and whose income does not exceed the SNAP gross income limit for the appropriate household size have automatically satisfied the resource eligibility criteria. Households composed entirely of Supplemental Security Income (SSI) recipients or households in which all members receive KTAP, Kinship Care, Work Incentive Reimbursement (WIN), or Family Assistance Short Term (FAST) are Categorically Eligible (CE) and satisfy the resource eligibility criteria. See MS 3160 - MS 3199.

B. Deny or terminate eligibility if the value of nonexempt resources, including both liquid and non-liquid assets for the household, exceeds:

1. $4,500 for households that include a disabled member or a member aged 60 or over; or

2. $3,000 for all other households.

C. Households that receive a Temporary Assistance for Needy Families (TANF) funded benefit or service (the TANF information sheet) are considered Expanded Categorically Eligible (ECE) and also satisfy the resource eligibility criteria. MS 3160 specifies who is not CE.

(volume-ii-snap)(page-156)Page 156#

MS 5010

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5010 – R. 8/1/10 – OMTL – 368 Resources - Self-Employed

Liquid resources that can be readily identified as used exclusively for the self- employment enterprise are not considered available to the household. If resources are commingled for both the household's and the business's use, they are divided based on the household's statement of the percentage of use.

However, a self-employed household that receives a business loan has the loan considered as a resource in the month received, even if the household anticipates spending some or all of it in the same month. Any amount remaining after the month of receipt continues to be counted as a resource until the money is spent.

(volume-ii-snap)(page-157)Page 157#

MS 5020

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5020 – R. 4/1/21 – OMTL – 574 Transfer of Resources - Allowable

Eligibility is not adversely affected if the household transfers resources which:

A. Would not otherwise affect eligibility; i.e., excluded personal property, such as furniture or money that, when added to other nonexempt resources, was less than the allowable limits at the time of the transfer;

B. Were sold or traded at or near fair market value;

C. Were transferred between members of the same household, including ineligible immigrants or disqualified persons whose resources are being considered available to the household; or

D. Were transferred for reasons other than qualifying or attempting to qualify for food benefits, such as a parent placing funds in an inaccessible educational trust fund.

(volume-ii-snap)(page-158)Page 158#

MS 5030

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5030 – R. 4/1/21 – OMTL – 574 Transfer of Resources - Disqualification

Any non-Categorically Eligible (CE) household or non-Expanded Categorically Eligible (ECE) household that transfers resources to a non-household member for the purpose of qualifying or attempting to qualify for food benefits is disqualified. The period of disqualification is up to one year and is assigned when the household:

A. Knowingly transfers resources in the three months before making an application; or

B. Knowingly transfers resources after it has been determined eligible or is receiving benefits.

The resource disqualification provision applies to any member of the household, ineligible immigrant, or disqualified person whose resources are considered available to the household.

If the household has knowingly transferred resources for the purpose of qualifying or attempting to qualify for food benefits, document the determination of ineligibility and the amount of transferred resources. Add that amount to the existing resource amount and compare it to the resource limit for the household size. If the household's resources then exceed the limit, take the amount over the allowable resource limit and determine the disqualification period based on the following scale:

Disqualification Period Based on the Value of Transferred Resources

Amount in Excess of the Resource Limit. Period of Disqualification $0 to $ 249.99 1 month $250 to $ 999.99 3 months $1,000 to $ 2,999.99 6 months $3,000 to $ 4,999.99 9 months $5,000 or more 12 months

The period of disqualification begins as follows:

1. Application: Begins with the month for which the household is requesting benefits;

2. Currently participating: Begins with the first issuance after the adverse notice period expires, unless a fair hearing is requested with continuation of benefits during the balance of the certification period.

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1 Volume II OMTL-368 Supplemental Nutrition Assistance Program R. 8/1/10 MS 5040 RESOURCES - EXCLUDED All resources other than those listed in MS 5050 or MS 5060 are excluded. [Any household member who receives SSI benefits (unless the member has a current Intentional Program Violation (IPV) disqualification, a drug-related felony disqualification, or a work disqualification on the head of household) is categorically resource eligible for food benefits purposes, and that member's resources, if they can be identified separately from the household's resources, are disregarded when counting the household's total resources.]

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MS 5050

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5050 – R. 5/15/25 – OMTL – 671 Countable Resources

Do not count the current month's income as both income and a resource. For example, if the current month's income is deposited into a bank account, deduct that amount from the account to determine the actual account balance.

The following resources are counted for households that are not Categorically Eligible (CE) or Expanded Categorically Eligible (ECE):

A. Cash on hand;

B. Checking account;

C. Savings account;

D. Certificates of deposit minus any penalty for early withdrawal;

E. Stocks;

F. Bonds;

G. Cryptocurrency such as Bitcoin, Doge, etc.

H. Any vacation pay of a laid-off employee that is paid to them at the time of layoff. If the vacation pay is withdrawn in one payment, the money is considered a lump sum payment. If the member receives the vacation pay in more than one payment, the pay is considered income.

I. Resources of a household member disqualified from program participation are counted in their entirety to the household minus allowable resource exclusions.

J. Resources of ineligible immigrant household members are counted in their entirety to the remaining household members

K. Funds received from Crowdfunding accounts, such as GoFundMe, Kickstarter, and Indiegogo, are considered liquid resources. The actual value of the accessible funds is counted.

L. Lottery or gambling winnings paid as a non-recurring lump sum are countable resources. Lottery or gambling winnings paid on an annual basis are considered unearned income; See MS 5000.

M. Money accumulated from attendant care payments to pay withholding taxes;

N. All loans, except educational loans with deferred repayment. Educational loans with deferred repayment are excluded until repayment begins;

O. Equity Lines of credit once accessed; and

P. First Time Home Buyers Credit payment.

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MS 5060

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5060 – R. 5/15/25 – OMTL – 671 Resources Which May or May Not be Counted

For households that are not Categorically Eligible (CE) or Expanded Categorically Eligible (ECE), the following resources may or may not be counted depending on the situation. These are:

A. Jointly held resources (i.e., checking, savings, certificate of deposit, savings bonds) are resources owned or held by more than one household. Determine the amount to be considered as follows:

1. Resources owned jointly by separate households are considered available in their entirety to each household, unless the household can demonstrate that the resources are inaccessible. For households claiming that funds in an accessible jointly held checking/savings account do not belong to the household, consider as a countable resource unless the household does the following:

a. Obtains written verification from the other account holder(s) that the household has not contributed funds to the account; and

b. Removes the name of the household member(s) from the account.

Upon verification that the household member's name is no longer on the account, do not consider it as a resource, or as a transfer of resources. This is effective with the month the member's name is removed from the account.

B. Resources of battered individuals and children residing in shelters are not counted if:

1. The resources are jointly owned by such persons and by members of their former household; and

2. The shelter resident's access to the value of the resources is dependent on the agreement of a joint owner who still resides in the former household.

C. Housing and Urban Development (HUD) retroactive tax and utility cost subsidy payments issued as a result of Underwood vs. Harris are excluded in the month received and the following month. Thereafter, any remaining balance is counted as a resource.

D. Resources whose cash value is not accessible to the household, such as but not limited to, security deposits on rental property or utilities.

Exclude from consideration any resource available to the household, but of which the household is unaware, to the point in time the household is advised that the resource is legally available. The resource is then considered in determining eligibility.

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MS 5060

[2]

E. Any funds in a trust or transferred to a trust and the income produced by that trust to the extent that it is not available to the household is not counted if:

1. The trust is under the control and management of an institution, corporation or organization;

2. The trust is under the control and management of an individual, whether or not a household member, appointed by the court who has court-imposed limitations placed on his/her use of the funds which meet the requirements outlined in this section;

If the trust can be accessed by petitioning the court and funds can be accessed for reasons with no restrictions, the money withdrawn is countable as income in the month received.

3. The funds held in an irrevocable trust are either:

a. Established from the household's own funds, if the trustee uses the funds solely to make investments on behalf of the trust or to pay the educational/medical expenses of any person named by the household creating the trust; b. Established from non-household funds by a non-household member; or c. Currently in an Irrevocable Funeral Trust Agreement with a funeral home.

4. The trust investments do not directly involve or assist any business or corporation under the control or influence of a household member;

5. The trust arrangement will not likely cease during the certification period; and

6. No household member has the power to revoke the trust arrangements or change the name of beneficiary during the certification period.

F. Money received in the form of a nonrecurring lump sum is counted as a resource in the month received and thereafter, unless specifically excluded from consideration as a resource by other federal laws. Nonrecurring lump sums are amounts such as, but not limited to: income tax refunds, or rebates; retroactive lump sum social security, Supplemental Security Income (SSI), public assistance, railroad retirement benefits, Tobacco Settlement Agreement Payments if received in a single payment; or other payments; insurance settlements; lottery or gambling winnings (annuities and lottery or gambling winnings which are paid annually are averaged over 12 months and considered countable income); refunds of security deposits on rental property or utilities.

Tax refunds received are to be excluded as resources for a period of 12 months after receipt.

If the total amount exceeds the allowable resource limitation, send the household form PAFS-2 and give the household 10 calendar days to update

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MS 5060

[3]

its entire resources statement. If the household declines to do so, take action to terminate the household's certification. If the household responds to the request and resources still exceed the limits, discontinue the case.

G. Excluded monies kept in a separate account and not co-mingled in an account with other non-excluded funds retain their exclusion for an unlimited period of time. When interest is credited to and retained in this type of account, co- mingling does not occur, and the principal of the account retains its exclusion.

Excluded monies co-mingled in an account with non-excluded funds only retain their exemption for six months from the date they are co-mingled. After six months from the date of co-mingling, count all funds in the co-mingled account as a resource.

If income of students and self-employed persons which is excluded has been co-mingled in an account with non-excluded funds, this money continues to be exempt during the period of time over which it has been prorated.

H. Military Personnel deployed overseas may provide a representative access to their bank account, or a portion thereof, solely for the purpose of paying the individual’s bills, etc., and otherwise handle the deployed individual’s affairs. If the applicant household can access the account for its own purpose, then the funds must be counted.

Generally, spouses have jointly owned bills/expenses, and therefore this provision would not apply.

In a situation where the couple was separated and maintained separate households/bills before deployment, this would apply to spouses too, as long as the funds are not used for the applicant household. If the household cannot use the funds for itself, the funds are excluded as an inaccessible resource.

It is the responsibility of the applicant household to provide documentation concerning such an arrangement. This could be in the statement from the involved financial institution, or other means attesting to the fact.

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MS 5200

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5200 – R. 10/1/25 – OMTL – 681 Income Eligibility Scale

Effective October 1, 2025, the income scale is:

Household Size Net Income 130% Gross Income 165% Gross Income 200% Gross Income 1 $1,305 $1,696 $2,152 $2,610 2 $1,763 $2,292 $2,909 $3,526 3 $2,221 $2,888 $3,665 $4,442 4 $2,680 $3,483 $4,421 $5,360 5 $3,138 $4,079 $5,177 $6,276 6 $3,596 $4,675 $5,934 $7,192 7 $4,055 $5,271 $6,690 $8,110 8 $4,513 $5,867 $7,446 $9,026 Each additional member +$459 +$596 +$757 +$918

The above gross income limit categories apply as follows:

A. 200 Percent Federal Poverty Limit (FPL) – This applies to households meeting Expanded Categorical Eligibility (ECE) requirements.

B. 165 Percent FPL – This applies to households that purchase and prepare meals with an elderly or disabled individual who is unable to purchase and prepare their own meals due to a disability. This income limit applies to the household members assisting the elderly or disabled individual, and not the elderly or disabled individual themselves.

C. 130 Percent FPL - This applies to households not meeting ECE requirements, such as households that lost eligibility due to lottery or gaming winnings.

Determine allowable gross and net income as follows:

A. Do not impose a net income limit on households that are categorically eligible (CE) or ECE. Refer to MS 3160 to determine which households are deemed CE or ECE.

B. Elderly and disabled individuals and their spouses who live with others are considered a separate household as outlined in MS 2020. Compare the income of other persons with whom the applicant lives to the maximum gross monthly income for elderly/disabled separate households.

C. ECE households that do not contain an elderly or disabled member must meet the gross income eligibility standards as follows:

1. Compare the gross monthly income to the gross allowable income for the appropriate household size.

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MS 5200 [2]

2. If the gross monthly income is more than the gross allowable income, the household is ineligible.

3. If the gross monthly income is less than or equal to the gross allowable income, apply appropriate deductions.

4. Net income limits may not be imposed on CE or ECE households; however, the net income is still used when calculating benefit allotments for ECE households.

a. If 30 percent of the net monthly income is greater than or equal to the maximum allotment for the household size, the household benefit allotment is calculated to zero, and the case will be denied.

b. If 30 percent of the net monthly income is less than the maximum allotment for the household size, the household will receive the calculated benefit amount.

For example: Household size: 3 Gross income: $ 3454.00 Net income:

$ 2763.00 30 percent Net: $ 829.00 Maximum allotment: $ 785.00 Eligible amount: $ 0.00

Household size: 5 Gross income: $ 3606.00 Net income:

$ 2885.00 30 percent of Net: $ 865.00 Maximum allotment: $ 1183.00 Eligible amount: $ 318.00

See MS 5800 for one- and two-member households that meet income guidelines.

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MS 5210

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5210 – R. 12/15/25 – OMTL – 686 Excluded Income

If a household has excluded income, the excluded income type is entered on the Income Questions screen.

The following are excluded from household income:

A. In-kind (IK)Income: Consider any gain or benefit not in the form of money payable directly to the household as in-kind. This includes free rent, meals, clothing, public housing, or produce from a garden.

B. Vendor Payment (VP): A monetary payment made to a vendor on behalf of a household member by a person outside of the household or an organization. To be excluded, the payment cannot be made from funds owed to the household.

1. If an employer, agency, former spouse, or other person makes payments for a household's expenses to a third party from funds not owed to the household, consider these payments as vendor payments. This does not apply to military Basic Allowance for Housing (BAH) payments, as these payments are legally obligated to the household. BAH payments shown on the Leave and Earnings Statement (LES) are countable income.

Payments specified by a court order or other legally binding agreement to go directly to a third party rather than to the household are vendor payments. This includes amounts that exceed the amount specified in the court order or agreement.

2. Dependent care payments by a government agency to an institution to provide day care for a household member.

3. Rent or mortgage payments paid to landlords or mortgage holders by the Department of Housing and Urban Development or by state or local housing authorities are vendor payments. Rent subsidy payments from the Farmers Home Administration (FmHA) are also vendor payments.

Do not exclude housing assistance distributed by Federal, State, or local organizations for households residing in transitional housing for the homeless. Although these payments are made to a third party, they are countable unearned income in the SNAP benefits case.

4. Exclude any vendor payment that is converted to cash if it is provided by a demonstration project carried out or authorized under Federal law.

5. Exclude annual school clothing allowances provided by the State, whether provided as a two-party check, voucher, or cash.

6. Consider Kentucky Works Program (KWP) supportive service payments issued directly to the service provider as a vendor payment.

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MS 5210 [2]

7. Flexible benefits offered to an employee in the form of credits, which are not legally obligated income to the employee, are excluded as income to the household.

C. Income Excluded by Law: Any income that is specifically excluded by Federal statute from consideration as income for the purpose of determining eligibility for the SNAP benefits. Examples include, but are not limited to:

1. Reimbursements from the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (P.L. 91-646, Sec. 216). The following payments are included under Title II of this Act:

a. Payments to persons displaced as a result of the acquisition of real property by an agency acting under the auspices of this Act; b. Relocation payments to a displaced homeowner toward the purchase of a replacement dwelling. Such payment may only be to a displaced owner who purchases and occupies a dwelling within one year following displacement; and c. Replacement housing payments to displaced persons not eligible for a homeowner's payment.

2. Payments received under the Alaska Native Claims Settlement Act (P.L. 92- 203, Sec. 21 (a)).

3. Payments received under P.L. 92-531, Sec. 22, made to Navajo or Hopi Indians.

4. Payments received under the Trade Adjustment Assistance (TAA).

5. Exclude allowances, earnings, and payments to individuals in the following Title I Programs of the National and Community Service Act:

a. Serve-America; b. American Conservation and Youth Service Corps Act; c. National and Community Services Models Act; d. Higher Education Service and Learning Program; and e. AmeriCorps.

6. Exclude allowances, earnings, and payments to individuals in the following Title I Programs of the National and Community Service Act, only if that individual was receiving SNAP benefits or public assistance at the time they joined the Title I Program. Temporary interruptions in SNAP benefit participation do not change the exclusion once an initial determination is made:

a. VISTA; b. University Year for Action; and

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MS 5210 [3]

c. Urban Crime Prevention.

7. Exclude allowances, earnings, and payments to individuals in the following Title II Programs of the Domestic Volunteer Services Act of 1973:

a. Foster Grandparents; b. RSVP; c. Senior Companion; and d. State and National.

8. Income derived from certain submarginal land of the United States which is held in trust for certain Indian tribes (P.L. 94-114, Sec. 6).

9. Indian Per Capita Payments are handled as follows:

a. Exclude per capita payments made each calendar year from judgment awards and trust funds of $2000 or less, regardless of the frequency, from income for SNAP benefits purposes per P.L. 98-64. Apply this exclusion to each annual payment made to each individual included in the case, per P.L. 93-134. b. Count portions of these payments in excess of $2000 per payment as follows: (1) The recipient may elect to consider the excess as income in the month received or averaged over the certification period.

(2) For households that receive their SNAP benefits allotment prior to receiving their per capita payment in the same month, or fail to report the payment, disregard the excess of the $2000 per payment as income in the month received. Consider any remaining monies in subsequent months as a resource.

10.Exclude allowances, Try-Out Employment, earnings other than On-the-Job Training (OJT), and Job Corps, and payments to individuals participating in programs (such as AmeriCorps) funded under the Workforce Investment and Opportunity Act (WIOA).

Exclude payments funded through the WIOA, Title III, and National Reserve Grant, commonly called the Coal Grant.

Exclude payments under YouthBuild, under the Housing and Community Development Act of 1992, regardless of age.

Count WIOA-OJT earnings as income, unless paid to a member age 18 or under who is under the parental control of another household member. This includes any WIOA-funded OJT arranged in connection with the Kentucky Works Program (KWP).

11.Exclude Earned Income Tax Credit (EITC) payments.

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MS 5210 [4]

Tax refunds received are to be excluded as income for a period of 12 months after receipt.

12.Exclude earnings received by individuals 55 years of age or older under the Senior Community Service Employment Program (SCSEP) as authorized by Title V of the Older Americans Act, P.L. 100-175.

Organizations that receive Title V funds are:

a. Experience Works; b. National Council on Aging; c. National Council of Senior Citizens; d. American Association of Retired Persons; e. U.S. Forest Service; f. National Association for Spanish Speaking Elderly; g. National Urban League; and h. National Council on Black Aging.

13.Payments received by United States (U.S.) citizens of Japanese ancestry, Japanese permanent resident aliens, or their survivors and Aleuts, under the Wartime Relocation of Civilians, P.L. 100-383.

14.Payments received from Agent Orange Compensation Exclusion Act, P.L. 101-201. These payments are issued by Aetna Life and Casualty to veterans or their survivors as lump sum payments and are retroactive to January 1, 1989.

P.L. 102-4, Agent Orange Act of 1991, authorized veterans' benefits for service-connected disabilities resulting from exposure to Agent Orange. These Veterans Administration (VA) payments are not excluded by law.

15.Attendant care and childcare payments made to a SNAP benefits household member from their own pocket and not from monies from an outside source. Such attendant care and childcare payments are not earned income because the money is exchanged between household members.

16.Childcare payments authorized by Service Agents through the Child Care and Development Fund (CCDF) if the provider is not in the SNAP benefits household. To determine the allowable dependent care deduction when childcare payments are issued by Service Agents, see MS 5450.

17.Exclude any portion of the KTAP grant that the household receives because a childcare expense is subtracted from earnings as part of the grant calculation process. To determine the countable KTAP income for KTAP cases with earnings and childcare expenses, see MS 5650.

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MS 5210 [5]

18.Exclude payments made to farmers due to a farm emergency resulting from a natural disaster as required by Section 312(d) of the Disaster Relief Act of 1974, as amended by P.L. 100-387.

This Act was additionally amended in 1988 by P.L. 100-707 to expand this exclusion to Federal assistance provided to persons directly affected by a major disaster, and to comparable disaster assistance provided by States, local government, and disaster assistance organizations. Examples of assistance types include, but aren’t limited to: Disaster Unemployment Assistance (DUA) which provides financial assistance to individuals whose employment or self-employment has been lost or interrupted as a direct result of a major disaster and who are not eligible for regular unemployment insurance benefits; financial assistance to individuals or households to rent alternate housing accommodations (such assistance may include the payment of the cost of utilities), financial assistance for the repair of owner-occupied private residences, utilities, and residential infrastructure; financial assistance for replacement of owner-occupied private residences; financial assistance to an individual or household to meet disaster-related medical, dental, and funeral expenses; financial assistance to address personal property, transportation, and other necessary expenses or serious needs.

19.Payments received from the Radiation Exposure Compensation Trust Fund as compensation for injuries or death resulting from the exposure to radiation from nuclear testing and uranium mining (P.L. 101-426).

20.Payments/fees withheld by a qualified organization or representative payee from funds received on behalf of a Supplemental Security Income (SSI) or Retirement and Survivors Disability Income (RSDI) recipient. The representative payee fee is excluded by federal statute. To qualify to collect a fee as a representative payee, an organization must be a community based nonprofit social service agency that is bonded or licensed in each state. Qualified organizations are determined by the Social Security Administration (SSA).

21.On-the-job training payments received under the Summer Youth Employment and Training Program (SYETP), P.L. 102-367.

22.Payments received by individuals as a result of their status as victims of Nazi persecution (P.L. 103-286).

23.Assistance payments made to children, not providers, under the National School Lunch Act, P.L. 94-105.

24.The value of assistance to individuals under the Child Nutrition Act of 1966, P.L. 89-642. This includes the Special Milk Program, the School Breakfast Program, and the Special Supplemental Food Program for Women, Infants, and Children (WIC).

25.Payments or compensation paid to any crime victim under the Crime Act of 1984, P.L. 103-322.

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MS 5210 [6]

26.Payments received from SSA and directly deposited into an "SSI dedicated account", for eligible individuals under age 18, according to Section 213 of the Personal Responsibility and Work Opportunity Reconciliation Act of 1996. However, consider interest earned by the account as income.

27.Benefits for individuals with covered birth defects who are the natural children of women veterans who served in Vietnam during the Vietnam War. There is no age limit for recipients of these benefits. These individuals receive the benefits until they die.

28.Income maintained in or withdrawn from an Individual Development Account (IDA), including interest earned, as long as the recipient is receiving Kentucky Transitional Assistance Program (KTAP).

An IDA is a savings account established at an approved financial institution, matched by funds from a non-profit organization participating in the Assets for Independence Act (AFIA). There are currently two IDA granters under the AFIA demonstration project in Kentucky: The Center for Women and Families, in Louisville, KY, and Kentucky River Foothills Development Council, Inc., in Richmond, KY.

29.Family Assistance Short-Term Program (FAST) payments.

30.Work Incentive Reimbursement (WIN) payments.

31.Military Income Payments under the Consolidated Appropriations Act of 2005, received by military personnel while deployed to a combat zone. To determine excludable income in a SNAP household, use the following steps to process military pay:

a. Establish the amount of the military person’s pay that was actually available to the household prior to the deployment of the military person to a designated combat zone as identified in item f. (1) If the military person was part of the SNAP benefits household prior to deployment, the amount would be the net military pay. For SNAP budgeting purposes, gross pay was counted; however, only the net pay was actually made available to the household. Therefore, once deployed, continue to consider the net pay as available to the household unless otherwise reported and verified. (2) If the military person was not part of the household prior to the military person’s deployment to a designated combat zone, for SNAP benefits purposes, this amount is the amount the absent military person actually made available to the family prior to deployment to the designated combat zone. b. Determine the amount of military pay that the absent member deployed in a designated combat zone is making available to the family. c. If the amount of the military pay that the absent member deployed in a designated combat zone is making available is equal to or less than the amount the household was receiving from the military person prior

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MS 5210 [7]

to deployment to a designated combat zone, all of the military pay would be counted as income to the household for SNAP benefits purposes. Any portion of the amount that exceeds the amount the household was receiving prior to deployment of the military person to a designated combat zone is excluded when determining the household’s income for SNAP benefits purposes. d. The deployed person’s military pay record, the Leave and Earnings Statement (LES), can be used to verify if combat pay is being received, if the deployment is to a combat zone, and the amount of combat pay. Military orders can also be used to establish deployment. Although the LES is usually sent to the military person’s family back home, this is not always the case. If the applicant household does not have the LES, the household can obtain the income information for this deployed person through the web or the local military base’s financial office. e. For SNAP benefits, this policy is retroactive to October 1, 2004. Any household that had an increase in income as a result of the deployment of the service member to a designated combat zone that was counted in their SNAP benefits case as of October 1, 2004, is entitled to restoration of lost benefits. Determine at the household’s next recertification if they are due a restoration unless the household requests a review of their case prior to recertification. f. The following are the Combat Zone Tax Exclusion Areas:

(1) Executive Order 12744 (effective January 17, 1991) established the Arabian Sea Portion that lies North of 10 degrees North Latitude and West of 68 degrees East Longitude, which includes:

• Bahrain • Gulf of Aden • Gulf of Oman • Iraq • Kuwait • Persian Gulf • Qatar • Oman • Red Sea • Saudi Arabia • United Arab Emirates

(2) Direct Support of Executive Order 12744 established the following:

• Turkey - effective January 1, 2003 • Israel - effective January 1 to July 31, 2003 • Eastern Med - effective March 19 to July 31, 2003 • Jordan - effective March 19, 2003 • Egypt - effective March 19 to April 20, 2003

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MS 5210 [8]

(3) Executive Order 13239 (effective September 19, 2001) established Afghanistan.

(4) Direct Support of Executive Order 13239 established the following:

• Pakistan - effective September 19, 2001 • Tajikistan - effective September 19, 2001 • Jordan - effective September 19, 2001 • Incirlik AFB, Turkey - effective September 21, 2001 • Kyrgyzstan - effective October 1, 2001 • Uzbekistan - effective October 1, 2001 • Philippines (only troops with orders that reference OEF) - effective January 9, 2002 • Yemen - effective April 10, 2002 • Djibouti - effective July 1, 2002

(5) Executive Order 13119 (effective March 24, 1999) Public Law 106-21, Establishing Kosovo as a Qualified Hazardous Duty Area (3/24/99) established:

• The Federal Republic of Yugoslavia (Serbia/Montenegro) • Albania • The Adriatic Sea • The Ionian Sea north of the 39th parallel

(6) Public Law 104-117, Establishing a Qualified Hazardous Duty Area (11/95) established the following countries:

• Bosnia • Herzegovina • Croatia • Macedonia

32.Payments received from the Filipino Veterans Equity Compensation Fund. These payments were created under the American Recovery Reinvestment Act (ARRA) of 2009 for certain veterans and the spouses of veterans who served in the military of the Government of the Commonwealth of the Philippines during World War II (Division A, Title X, Section 1002 of ARRA).

33.Chafee Independent Program payments under Title IV E.

34.State Supplementation payments (SSP) issued as a reimbursement.

Note: Community Integrated Services (CIS), a type of State Supplementation, is countable, as it is not a reimbursement.

D. Payments or allowances paid directly to the household, which are made under any federal law for the purpose of energy assistance or Federal or State one- time assistance for weatherization or emergency repair or replacement of heating or cooling devices. If a second payment is made on an as-needed basis, rather than as a regular periodic payment, it is also considered a one-

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MS 5210 [9]

time payment and excluded as income. These payments or allowances must be clearly identified as energy assistance by the legislative body authorizing the program or providing funds and must be approved as a legitimate provider of energy assistance based on existing criteria developed by the Food and Nutrition Service. An example of payments authorized in Kentucky is the Low- Income Home Energy Assistance Program (LIHEAP).

Utility reimbursements that are provided by the Department of Housing and Urban Development (HUD) and Farmers Home Administration (FmHA), to households that receive housing assistance and are responsible for paying their utilities separately from their rent, are excluded income.

E. Public Assistance (PA) vendor payments (payments made by a third party on behalf of a household.

F. Exclude monies withheld or received from any income source not otherwise excluded, which are used to repay a prior overpayment from that same income source. Do not exclude monies withheld from assistance payments from other means-tested programs to recoup an overpayment from a household because of failure to comply with the other program's requirements. See MS 5220.

Non-compliance with another program’s policy does not apply to SSI. Exclude the recouped portion of SSI benefits as income.

Means-tested programs include SSI, KTAP, and publicly funded housing payments.

Since Social Security and Veterans benefits are not means-tested, exclude the recouped portion of these benefits as income.

G. Child support payments received by KTAP recipients, which must be sent to the Department of Child Support Services (DCSS) in the Department for Income Support.

H. Payments received as reimbursement for past or future expenses. The entire amount of the reimbursement is excluded. The following are examples of reimbursements:

1. Reimbursements or flat allowance for job or training related expenses such as travel, uniforms, and transportation to and from the job or training site, even if the reimbursements are provided in addition to wages. Reimbursements for the travel expenses of migrant workers are also excluded.

2. Reimbursements for out-of-pocket expenses of volunteers incurred in the course of their work.

3. The transportation allowance is provided to reimburse eligible Kentucky Works Program (KWP) participants for transportation and related expenses (e.g., gas, tolls, parking fees) incurred as a result of participation in KWP.

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MS 5210 [10]

4. Jury duty pay from the Kentucky judicial system is $12.50 per day, of which $7.50 per day is excluded.

5. Payments made to severely physically disabled adults to purchase attendant care services. Money accumulated from attendant care payments to pay State and Federal withholding taxes is excluded as income and considered a resource.

6. School clothing allowances provided by the State, for the purpose of obtaining children's clothing when the children return to school or day care, are excluded from income, whether provided as a two-party check, voucher, or cash.

7. Preparing Adults for Competitive Employment (PACE).

I. All Educational Assistance Payments are excluded except Ready to Work (RTW) and other educational assistance programs funded by Temporary Assistance for Needy Families (TANF).

1. Any allowable deductions, such as tuition, books, fees, and other items listed in MS 5650, can be deducted from the RTW/TANF-funded income.

2. For a complete overview of student financial eligibility, refer to MS 5650.

J. Monies Received for Third Parties: Monies received and used for the care and maintenance of a third-party beneficiary who is not a household member. If the beneficiaries of a single payment include both household and non- household members, the portion of the payment intended and used for the care and maintenance of the non-household member is excluded. If the non- member’s portion cannot be readily identified, the payment is prorated evenly among the intended beneficiaries. The non-household member's prorated share or the amount documented as actually used for the non-household member's care and maintenance, whichever is less, is the amount excluded.

K. Earnings of Children: The earned income of members of the household who are age 17 or younger, who are in elementary or secondary school, General Education Diploma (GED) classes, or accredited home schooling, and who live with a natural, adoptive, or stepparent or under the parental control of a household member other than a parent. This income is excluded during temporary interruptions in school attendance due to semester or vacation breaks, as long as the child's enrollment in school will resume following the break. If a homeschool is not accredited by the local Board of Education, the children are not considered to be in school. If the wages of several persons are paid as one sum and the child's earnings or the amount of work performed cannot be differentiated from that of the other persons, the total earnings are prorated equally among the working members, and the child's prorated share is excluded.

Client statement can be taken as verification of enrollment and earned income for students age 17 and under.

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MS 5210 [11]

For applicant households, when a child who is a student at least half-time becomes 18 in the month of application, determine at the time of the interview how much of the child's earned income was received or anticipated to be received after turning 18. Consider this as income to the household. Exclude any amount received prior to the 18th birthday. For participating households, exclude the earned income of students whose 18th birthday is after the first of the month for the entire month. For those students whose 18th birthday falls on the first of the month, count the entire month's earned income.

L. Loans: All loans, including loans from private individuals, commercial institutions, and business loans for self-employed households. Reverse mortgages are also considered loans and excluded.

If the household receives payments to meet expenses on a recurring or regular basis from the same source for more than three months, but claims the payments are loans, the provider of the loan may complete and sign form PAFS-73, Verification of Contributions-Loans-Roomer/Boarder Status or sign a written statement. A written statement from the provider of the loan is acceptable IF it includes the offer and acceptance along with the complete terms of the loan and consideration. If the PAFS-73 is not completed and signed, showing that repayments are being made or that payments will be made in accordance with an established repayment schedule, consider the money as income to the household.

M. Irregular Income: Exclude any income not exceeding $30 in a quarter within the certification period that is received too infrequently to be reasonably anticipated.

N. Nonrecurring Lump Sum Payment: Consider a nonrecurring lump sum payment as a resource for SNAP benefits purposes. One-time payments from Federal or State assistance for weatherization or emergency repair or replacement of an unsafe or inoperative furnace or other heating or cooling devices are excluded as income.

O. Cost of Producing Self-Employment Income: The portion of the income that represents the household's cost of doing business.

P. Allocated Tips: Some employers may show allocated tips on an employee's check stub. Allocated tips are used by the IRS for audit purposes only and are not included in the gross wages. Do not count allocated tips as income solely based on the check stub. See MS 5650 for further details.

Q. Cash Donations Based on Need: Exclude any cash donations of no more than $300 per quarter that are received from non-profit charitable organizations. Consider any amount of such payment that is in excess of $300 per quarter as income available to the household. A quarter is defined as follows:

January - March July - September April - June October - December

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MS 5210 [12]

R. If the household chooses to exclude foster adults or foster care children as members, exclude the entire foster care maintenance payment from consideration in benefit calculations.

S. Exclude any income necessary for the fulfillment of a Plan for Achieving Self- Support (PASS) under Title XVI of the Social Security Act. The income exclusion for PASS accounts is effective December 13, 1991, unless one of the following applies:

1. The agency had information that a household member had a PASS account. If so, the effective date for this household is October 1, 1990; or 2. There was a fair hearing on the subject of a denied income exclusion for a PASS account. In these cases, the effective date would be the date of the hearing. Exclude only PASS plans that have been approved by SSA for SSI recipients. Obtain a copy of the approved PASS plan from the recipient. It lists the amount of money set aside for PASS. The source can be resources, earned or unearned income, or a combination. T. Tobacco Settlement Agreement payments received in a single payment. The SNAP benefits household is responsible for providing verification of the payment amount and how often the payment will be received. Application for the Tobacco Settlement payments can be made with the Kentucky Department for Agriculture. If recipients have questions about the payments, advise them to contact the Department for Agriculture.

U. Benefits for children of female Vietnam Veterans.

V. Payments made to a child of a Vietnam Veteran who suffers from disabilities resulting from Spina Bifida.

W. Dividend income.

X. Exclude payments made from the National Flood Insurance Program Act (NFIP) to SNAP benefits households. Payments made under NFIP for flood mitigation activities are counted as income or resources for the owner of the property when determining eligibility.

Y. One-time only gift cards are excluded from consideration as income or resources.

Z. Federal Emergency Management Agency (FEMA) funds.

AA. Payments under the Uniform Services Former Spouse Protection Act are excluded from military pension when being paid to a former spouse.

BB. Census Bureau Income for those individuals who are temporarily employed through the Census Bureau.

CC. Unemployment Benefits paid under the American Reinvestment and Recovery Act (ARRA) of 2009.

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MS 5220

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5220 – R. 12/15/25 – OMTL – 686 Countable Income

Consider all non-excluded payments received by household members as countable income.

A. Earned Income: Consider the following as earned income:

1. Wages and salaries, includes all actual non-allocated tips for services performed as an employee, wages earned by a household member that are garnished or diverted by an employer and paid to a third party, any employee Federal insurance contributions paid by the employer, Workforce Innovation and Opportunity Act (WIOA) on-the-job training, except when paid to a member age 18 or younger who is under the parental control of another household member or paid to a member participating in the Summer Youth Employment and Training Program (SYETP), non-excluded earnings of children and cafeteria plans. A cafeteria plan refers to a variety of benefits, health insurance or childcare benefits, offered to an employee by their employer. If the benefit plan involves money owed to the recipient, it is countable income.

2. American Reinvestment and Recovery Act funds to assist employers in paying wages.

3. Vacation pay received in more than one payment of a laid-off employee no longer in active pay status.

Vacation pay received by an employee on active pay status is considered in the gross income as regular wages.

Vacation pay, which is paid in one payment, is a resource. Example: The individual works all week but also receives vacation pay for that same week. The wages are considered as earned income, and the vacation pay is a resource.

4. The total gross income from self-employment, excluding the cost of doing business. This includes payment from a roomer or boarder, selling blood, operating a business, operating rental property if a household member is actively engaged in its management more than 20 hours per week, and farming, including payments from the Agricultural Stabilization and Conservation Service.

Child Care Assistance payments, which are paid by an outside source, such as the Child Care Assistance Program (CCAP), are treated as self- employment income to the person providing the childcare.

5. Training allowances from vocational and rehabilitative programs recognized by federal, state, or local governments, unless excluded by law.

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MS 5220 [2]

6. Income shown on the Leave and Earnings Statement (LES) for basic military pay, housing, and/or food. This includes Basic Allowance for Housing (BAH), Basic Allowance for Quarters (BAQ), Variable Housing Allowance (VHA), Basic Allowance for Subsistence (BAS) or Rations, Regular Sea Pay, Sea Duty Pay, or Career Sea Pay. The household is entitled to a shelter deduction for rental expenses.

However, any gain or benefit not in the form of money, e.g., free meals/housing furnished to military personnel, is in-kind income. On 1/1/98, the Armed Services began phasing in BAH to replace BAQ and VHA. BAH is paid as a single monthly amount for BAQ and VHA.

The mandatory salary reduction amount for military service personnel, which is used to fund the Government Issue (G.I.) Bill, is excluded.

Military personnel living in government-supplied, rent-free quarters, such as barracks, are not entitled to receive a BAQ. However, the Marine Corps shows an equivalent amount under "entitlements" and a similar amount under "deductions" on its LES. Depending on the Marine’s living situation, the BAQ income may or may not be countable in the SNAP case.

Disregard the BAQ as income and the corresponding deduction on the LES for Marine applicants living in government-supplied, rent-free quarters. BAQ income shown on the LES is considered countable earned income, and the rent is used to determine the household's shelter deduction.

Foreign Language Proficiency Pay (FLPP) and Special Duty Allowance (SDA) are countable income.

7. Earned income from members excluded from SNAP participation is handled as follows: a. Intentional Program Violation (IPV) disqualification, fleeing felons, disqualification for noncompliance with an Employment and Training (E&T) requirement, including Kentucky Works Program (KWP) sanctions or refusal to work register: Attribute all of the earnings to the household. Allow only one earned income deduction from the gross countable earned income, which includes the earned income of the excluded individual.

b. Social Security Number (SSN) Disqualification, Ineligible Able Bodied Adults Without Dependents (ABAWD), and Ineligible Aliens: A pro rata share of the countable income of the ineligible member is attributed to the remaining household members. The system automatically calculates the ineligible member’s countable income; however, to manually calculate the pro rata share to determine if the correct amount of benefits has been issued: 1) Allow exclusions, if any, from the ineligible member’s gross monthly income to arrive at the gross countable income. 2) Divide the countable income between the household members, including all ineligible members. 3) Subtract the shares of ineligible members from the countable gross income.

(volume-ii-snap)(page-180)Page 180#

MS 5220 [3]

4) Add the remainder to other household earned income. 5) Apply the earned income deduction to the household’s gross monthly earned income.

8. Consider capital gains income derived from a self-employment enterprise as earned income. Calculate the earned income according to MS 5310. Consider capital gains income not derived from a self-employment enterprise as unearned income in the month received and as a resource thereafter. Do not apply capital gains calculations to determine countable unearned income.

9. Consider sick pay received as earned income if the person is still considered an employee by the employer and the sick pay is received for time off, such as a short-term illness. However, sick pay from an outside source, such as an insurance company, is considered unearned income, whether or not the recipient is still considered an employee by the employer.

10.Income from non-excluded educational assistance that has a work requirement is treated as earnings with the appropriate disregards given. See MS 5650 for procedures on computing this income.

11.$5.00 of the $12.50 per day received for jury duty pay from the Kentucky judicial system is considered earned income. See MS 5210.

12.Attendant care payments, which are paid by an outside source, are treated as unearned income to the person providing the attendant care.

13.Consider payments under Title I, VISTA, University Year for Action, Urban Crime Prevention, of the Domestic Volunteer Service Act of 1973 as earned income unless those individuals were receiving SNAP or public assistance at the time they joined the program.

14.Consider payments under the Consumer Directed Option (CDO) as earned income.

15.Michelle P. Waiver payments.

16.Relative Caregiver Mentor Program payments are considered self- employment, as taxes are not withheld.

17.Kentuckiana Regional Planning and Development Agency (KIPDA) payments.

18.Incentive Therapy (IT) Program and Compensated Work Therapy Program payments through the Veterans Administration (VA).

19.Holiday pay that is representative of ongoing income. Example 1: An individual works Monday through Thursday and is off Friday for a holiday. The check they receive for that week reflects what they normally make in a week. This holiday pay is countable income.

(volume-ii-snap)(page-181)Page 181#

MS 5220 [4]

Example 2: An individual works Monday through Friday. Friday is a holiday, and the individual receives a higher rate of pay for working on a holiday (i.e., time and a half). In this situation, the holiday pay the individual receives is not representative of ongoing income and would not be counted.

B. Unearned Income: Consider the following as unearned income:

1. Assistance payments from federal or federally aided public assistance programs such as Supplemental Security Income (SSI), Kentucky Transitional Assistance Program (KTAP), or other assistance programs based on need. Kinship Care (KC) payments are considered in the SNAP case as unearned income. Children who receive Kinship Care payments must be included in the SNAP household.

When it is determined that a SNAP benefits household member did not comply with the KTAP program, the actual amount of KTAP income received is counted in the SNAP case.

If a 310 penalty is imposed, the household's SNAP benefit allotment will be reduced by 25 percent.

2. Annuities, lottery or gambling winnings paid annually, pensions, retirement, veteran's or disability benefits, including Agent Orange payments issued by the Department of Veterans Affairs, worker's compensation, unemployment insurance benefits (UIB), including the dependent allowance that other states receive as part of their UIB compensation, social security benefits, strike benefits and foster care payments for children or adults that are included in the household.

Prorate over a 12-month period, annually paid annuities, and lottery or gambling winnings.

3. Count support or alimony payments made directly to the household by non- household members or by the Department of Child Support Services (DCSS) as income.

a. Exclude corrective payments made in a later month to make up for missed payments as a nonrecurring lump sum payment. Count only the current month's payment as income. If the absent parent pays on a consistent basis more each month than the court-ordered amount to make up for arrearages, and the corrective payment has not already been counted, the corrective payment is no longer nonrecurring. The corrective payment has become the regular payment, and the entire amount must be counted as unearned income.

b. Escrow is support that DCSS collects and holds because the KTAP amount is exceeded by the child support payments. Kentucky Automated Support and Enforcement System (KASES) generates a "Notice of Payment of Child Support Collections to KTAP Recipient" form to the local office. The form includes the amount of support and the month the support is forwarded to the recipient. If there are

(volume-ii-snap)(page-182)Page 182#

MS 5220 [5]

multiple absent parents tied to the KTAP case, the escrow notice might contain an incorrect absent parent's name. This incorrect name does not affect the amount of child support payment. The escrow is countable income for SNAP cases if it is anticipated to continue. See MS 5650.

4. For a complete overview of student financial eligibility, refer to MS 5650.

5. Any portion of a statutory benefit due the household but diverted to a third party or protective payee for purposes, such as managing a household's expenses, even if the household has the option of receiving a direct payment.

6. All money payments from any source which can be construed as a gain, including, but not limited to, royalties or payments from government sponsored programs, unless otherwise excluded.

7. Income from members excluded from SNAP participation is handled as follows:

a. Intentional Program Violation (IPV) disqualification, fleeing felons, disqualification for noncompliance with an Employment and Training requirement, including Kentucky Works Program (KWP) sanctions, refusal to work register, reducing the number of hours working below 30 hours or below the 30 hours multiplied by the Federal minimum wage equivalent, or voluntarily quitting a job without good cause: Attribute all the income to the remaining household members.

b. Social Security Number (SSN) disqualification, ineligible ABAWDS and ineligible Aliens: Consider the excluded member's monthly unearned income less exclusions and divide the total by the eligible household size plus all excluded members to determine the excluded member's prorated share. Once the excluded member's share has been subtracted, count the balance in with the household's unearned income total.

8. Income derived from rental property, including land contracts, if a household member is not actively engaged in the management of the property at least 20 hours a week.

9. Monies legally obligated and otherwise payable to the household but diverted by the provider of the payment to a third party for household expenses are counted as income. The distinction is whether the person or organization making the payment on behalf of a household is using funds that otherwise are payable to the household. If an employer or agency, owing funds to a household, diverts them to a third party to pay for a household expense, these payments are counted as income to the household (e.g., garnishment on wages).

10.Monies withdrawn from trust funds are excluded as resources. Such trust withdrawals are considered income in the month received unless otherwise excluded.

(volume-ii-snap)(page-183)Page 183#

MS 5220 [6]

11.Income of non-household members, including an ineligible student, is handled as follows:

a. Cash payments from the non-household member to the household are considered income unless the non-household member is making vendor payments.

b. Income deemed to a community spouse, from an institutionalized spouse in a long-term care facility, is countable in the community spouse's case.

c. When the earned income of one or more household members and the earned income of a non-household member are combined in one wage, the income of the household member(s) is determined as follows:

1) If the household's share can be identified, that portion due to the household is counted as earned income. 2) If the household's share cannot be identified, prorate the earned income among all those for whom it was intended to cover and count that pro-rated portion to the household.

12.Severance pay received after termination of employment is considered unearned income.

13.Recurring annual Tobacco Settlement Agreement payments are counted as follows: a. Prorate Tobacco Settlement payments over a 12-month period for the following SNAP recipients: 1) Households actively engaged in farming either as owners or tenants, who are considered self-employed. In this situation, the income is entered under “Farm” self-employment, and the “number of hours” worked greater than zero is entered; this way, it will be counted as earned income. 2) Households that previously farmed tobacco and are leasing their land to others, who are also considered self-employed. In this situation, the income should be entered under “Rental” self- employment; since hours worked are under 20, it is counted as unearned income. b. Count the payments in their entirety in the month received or average the payment over the period of time the income is intended to cover for households that do not own the land and are leasing their quotas to third parties to grow tobacco. This type of arrangement is not considered self-employment. Enter as Other Unearned Income and give the recipient the option of selecting the budgeting process that is to the household’s advantage.

(volume-ii-snap)(page-184)Page 184#

MS 5220 [7]

c. Do not enter farm income as Farm Income Self-Employment when an individual is not actively engaged in farming. Enter the income from the rental or lease of farm property as Self-Employment/Rental unearned income.

14.Consider sick pay received as unearned income if the person is not considered an employee by the employer while receiving the sick pay. Sick pay from an outside source, such as an insurance company, is considered unearned income, whether or not the recipient is still considered an employee by the employer. Do not consider these payments earned income.

15.Assistance payments that require, as a condition of eligibility, the household to work without any compensation other than the assistance payments.

16.Monies received by a household member (protective payee/benefit payee), which are used for the care and maintenance of a non-household member, are handled as follows:

a. If all the money is used for the care and maintenance of the non- household member, it is excluded. For example, the grandparent is the payee for their grandchild’s Retirement and Survivors Disability Insurance (RSDI). The grandchild does not live with the grandparent. The grandparent gives the grandchild the entire RSDI check. In this situation, none of the RSDI is counted as income for the grandparent.

b. If the household member (protective payee/benefit payee) keeps some or all of the money, that portion of the money is considered unearned income to the protective payee's household.

c. If the non-household member's portion cannot be readily identified, the payment is evenly pro-rated among intended beneficiaries. The non-household member's pro rata share or the amount documented as actually used for the non-household member's care and maintenance, whichever is less, is the amount excluded.

17.Any income of military personnel dispatched to bases in the United States or sent overseas, which is sent directly to the household. This includes money directly deposited by the military in a joint checking account in the name of the dispatched person and a household member.

18.Housing assistance for households residing in transitional housing for the homeless that is distributed by Federal, State, or local organizations to a third party.

19.Federal or State assistance in the form of money for weatherization or emergency replacement or repair to a heating or cooling device is countable income when periodic payments are received on a regular basis. The income is pro-rated over the period it is intended to cover. If one-time payments are made on an as-needed basis that cannot be anticipated, the assistance is excluded.

(volume-ii-snap)(page-185)Page 185#

MS 5220 [8]

20.Payments received under the Trade Re-Adjustment Act (TRA). These payments are an extension of unemployment benefits and are considered countable unearned income.

21.Kentucky Wilson-Fish payments received by refugees.

22.Adoption Subsidy payments.

23.Voluntary Separation Incentive payments.

24.Student Conservation Association (SCA) payments.

25.Gift Cards received on an ongoing basis, as a method of payment for services rendered, or given in exchange for other types of income, such as child support.

26.If the household receives payments to meet expenses on a recurring or regular basis from the same source for more than three months, but claims the payments are loans, the provider of the loan may complete and sign form PAFS-73, Verification of Contributions-Loans-Roomer/Boarder Status or sign a written statement. A written statement from the provider of the loan is acceptable if it includes the offer and acceptance along with the complete terms of the loan and consideration. If form PAFS-73 is not completed and signed, showing that repayments are being made or that payments will be made in accordance with an established repayment schedule, consider the money as income to the household.

27.Community Integrated Services (CIS) is a type of State Supplementation that is countable, as it is not a reimbursement.

28.Interest Income.

29.Veterans Administration (VA) Aid and Attendance.

(volume-ii-snap)(page-186)Page 186#

MS 5300

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5300 – R. 8/1/12 – OMTL – 425 Types of Self-Employment Income

Self-employment is defined as income from which no taxes are withheld prior to the receipt of income. The following are types of self-employment enterprises:

A. Households that receive regular income from self-employment: These households receive income as profit on a regular schedule (weekly, monthly) or receive a certain amount from the business each week or month and may draw the balance of profit from the enterprise at the end of the business year. The self-employed in this category include households who receive their income from leases and/or rental property, small businesses such as grocers, or some farmers, such as dairy farmers.

B. Households in a service-type business: These households receive income on a frequent basis, yet many times the employment and receipt of income will be sporadic in nature. These households include craftsmen, certain repairmen, or franchise holders who work out of their homes.

C. Households deriving income from short-term, seasonal, self-employment: Calculation of monthly income depends on whether the self-employment provides the household's support for the entire year or if the income is only for a seasonal period of time and the household has other sources of income during the remainder of the year. Seasonal self-employment includes vendors who work only in the summer or tourist season, certain seasonal farmers or fishermen, etc.

Farm workers for whom taxes are paid by the employer are considered self- employed. If the employer pays the farm worker's taxes at the end of the year, contact the employer to determine what the future payment arrangement will be. If the employer is going to pay the taxes on an ongoing basis, the taxes are included in the gross income and annualized with all other self-employment income. If the tax payment is paid one time only, consider the payment a resource in the month of receipt.

D. Cash-crop farmers: Households that receive their annual income from self- employment in a short period of time and who must control their expenditures so that these funds cover their expenses for the next 12 months. Included in this category are cash-crop farmers and some seasonal farmers, where the seasonal income is the household's primary support for the year. Cash crops include tobacco pounds, which are sold, not rented or leased.

E. For farmers receiving recurring annual Tobacco Settlement Agreement payments, consider the income as follows:

1. Prorate Tobacco Settlement payments over a 12-month period for the following SNAP benefits recipients.

(volume-ii-snap)(page-187)Page 187#

MS 5300 [2]

a. Households actively engaged in farming either as owners or tenants, who are considered self-employed. See MS 5220.

b. Households that previously farmed tobacco and are leasing their land to others, who are also considered self-employed. See MS 5220.

2. Count the payments in their entirety in the month received or average the payment over the period of time the income is intended to cover for households that do not own the land and are leasing their quotas to third parties to grow tobacco. This type of arrangement is not considered self- employment. Enter this income as Other Unearned Income and give the recipient the option of selecting the budgeting process that is to the household’s advantage.

The SNAP household is responsible for providing verification of the payment amount and how often the payment will be received. Applications for the Tobacco Settlement payments can be made with the Kentucky Department of Agriculture. If recipients have questions about the payments, advise them to contact the Kentucky Department of Agriculture.

F. Households whose earnings are from irregular sources such as day labor, odd job income from yard work, small painting and carpentry jobs, selling scrap paper and metal, and selling blood or plasma. The employers change daily, and cash payments are usually received. These types of households do not have their income annualized.

(volume-ii-snap)(page-188)Page 188#

MS 5310

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5310 – R. 8/1/10 – OMTL – 368 Special Considerations

Give special consideration to the following types of income:

A. Income from Rental Property: Consider income derived from rental property as earned for the earned income deduction only if a member of the household is actively engaged in the management of the property at least an average of 20 hours per week. If the 20 hours per week are not met, the net income is considered unearned. Whether the income is considered earned or unearned, exclude the cost of doing business.

B. Capital Gains: Calculate the proceeds from the sale of capital goods or equipment as a capital gain. Even if only 50 percent of the proceeds from the sale of capital goods or equipment is taxed for Federal income tax purposes, count the full amount of the capital gain as income. For those households whose self-employment income is not averaged but is instead calculated on an anticipated basis, any capital gains the household anticipates receiving in the next 12 months are added starting with the date the application is filed, and this amount is divided by 12. This amount is used in successive certification periods during the next 12 months; however, if the anticipated amount of capital gains changes, re-average the monthly amount over this 12-month period. Add the anticipated monthly amount of capital gains to the anticipated monthly self-employment income and subtract the cost of producing the self- employment income. The cost of producing the self-employment income is calculated by anticipating the monthly allowable costs of producing the self- employment income. Depreciation is not allowed as a cost of doing business.

Include tobacco pounds which are bought (not rented or leased) and can be resold without selling the land as a capital asset.

C. S Corporation: Any “distributions” that the household receives from the corporation must be entered as self-employment earned income to allow the 2 percent earned income deduction only. Although entered as self-employment, this is not considered self-employment. No other expenses should be entered. Distributions are most often reflected on the individual income tax return line, which includes Rental real estate, royalties, partnerships, S corporations, trusts, etc.

Any “dividends” that the household receives from the corporation are considered unearned income. Dividends are most often reflected on the individual income tax return line, which includes Ordinary/qualified dividends.

Any “wages” (in which taxes are withheld) that the household receives from the corporation are entered as earned income. Wages are most often reflected on the individual income tax return, which includes Wages, salaries, tips, etc.

D. For farmers receiving recurring annual Tobacco Settlement Agreement payments, prorate the income over a 12-month period. See MS 5300, D.

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MS 5315

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP)

MS 5315 – R. 8/1/10 – OMTL - 368 Boarders

The income from a boarder includes all direct payments to the household for room and meals, including contributions to the household's shelter expenses. Shelter expenses paid directly by a boarder to someone outside the household are not counted as income to the household.

If the household operates a commercial boarding house, exclude the household's actual allowable cost of doing business. If the household does not operate a commercial boarding house, exclude that portion of the boarder payment that is the cost of doing business. The cost of doing business is equal to either of the following procedures, provided the amount allowed as the cost of doing business does not exceed the payment the household receives from the boarder for lodging and meals:

A. The full value of the Thrifty Food Plan (maximum allotment) for a household size that is equal to the number of boarders; or

B. The actual documented cost of providing room and meals if the actual cost exceeds the appropriate Thrifty Food Plan (maximum allotment). If actual costs are used, only separate and identifiable costs of providing room and meals to boarders are excluded.

Add the net income from self-employment to other earned income and apply the earned income deduction to the total. Shelter costs the household actually incurs, even if the boarder contributes to the household for part of the household's shelter expenses, are computed to determine if the household will receive a shelter deduction. However, any shelter expenses paid directly by the boarder to a third party, such as the landlord or utility company, are excluded as vendor payments and are not allowed as a deductible expense.

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MS 5320

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5320 - R. 3/1/16 – OMTL - 496 Business Expenses

Business expenses are the portion of the income that represents the household's cost of doing business. Some are deducted from gross income. If an income tax return is provided as verification, only the Schedule C portion from the most recent income tax return is sufficient to verify self-employment gross income and business expenses. Enter each business expense into the system in the appropriate field. Expenses without a designated field are to be entered under “Other Expenses”.

A. The following are deductible expenses:

1. Wages, if paid to a non-household member;

2. Livestock or raw materials;

3. Rent of property or equipment;

4. Seed, fertilizer, and feed costs;

5. Utilities, maintenance costs, and repairs to income-producing properties;

6. Interest paid to purchase income-producing property;

7. Insurance premiums;

8. Taxes paid on income-producing property;

9. Mileage-if the individual uses their private vehicle in the performance of the self-employment enterprise, other than to and from the self-employment site, if other than where the individual lives. If the individual files a tax return, the amount on the tax return is used. If they do not file a tax return, use the Internal Revenue Service (IRS) business mileage rate for the time period the expense is claimed.

10.Tax preparation, professional or legal fees;

11.The Child Adult Care Food Program (CACFP) meal rate is used to calculate the cost of doing business for child day care;

12.Any costs allowed by the Internal Revenue Service and not listed in item B below;

13.Payments on the principal of the purchase price of income-producing real estate and capital assets, including purchased tobacco pounds, equipment, machinery, and other durable goods;

14.A household that operates a self-employment enterprise from home must be given the option of having shelter and/or utility expenses treated as a business expense or a shelter deduction. If the household chooses to have

(volume-ii-snap)(page-191)Page 191#

MS 5320 [2]

the costs considered as a business expense, allow the deduction from the self-employment income, and do not allow shelter deductions. Receipt of the Low Income Home Energy Assistance Program (LIHEAP) does not override the individual’s option.

Document the case sufficiently to indicate all options were explained to the household and the option(s) chosen; and

15.The costs associated with attracting customers, such as advertising, meals, and promotional activities, travel, and expenses required for work and repairs to income-producing properties, are allowable expenses. (For example, taking a potential customer out for a business dinner is an allowable expense.)

B. The following items are not allowable costs:

1. Net losses from previous periods;

2. Losses from a different self-employment enterprise, whether or not that enterprise is still in existence, except for certain farm losses;

3. Work expenses of household members, which include federal, state, and local income taxes, money set aside for retirement purposes, and other work-related personal expenses such as transportation to and from work. Costs whose purpose is for amusement, social activities, and related costs, such as meals, beverages, lodgings, rentals, transportation, and gratuities. These expenses are accounted for by the 20 percent earned income deduction. For example, going out to dinner while away on business is not an allowable cost.

4. Depreciation/depletion; and

5. Charitable contributions.

(volume-ii-snap)(page-192)Page 192#

MS 5330

[1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 5330 – R. 8/31/26 – OMTL – 705 Budgeting – Non-Farm Income

Self-Employment Non-farm Income: Determine non-farm self-employment income in the following manner. If an income tax return is provided as verification, only the Schedule C portion from the most recent income tax return is sufficient to verify self-employment gross income and business expenses.

[If the self-employment activity has been in operation for at least 12 months, use the individual's Schedule C portion from their latest tax return (if filed and representative of the ongoing income) or the individual's business records for the last year to prorate the income over 12 months. Whenever records or receipts other than tax returns are used, document the reason the tax return was not used, and document in detail the records or receipts that were used to determine countable income.

If the self-employment activity has been in operation for less than 12 months, prorate the income by dividing by the number of months the activity has been in operation.

Households that report weekly payments of self-employment will have their monthly income determined by anticipating the monthly self-employment income. Compute the anticipated monthly income by using the actual income received by the household. Use the household's available self-employment income information (such as household records or an employer statement) to arrive at a monthly amount. Advise the household to keep records of self-employment income so an accurate determination can be made. Recalculate the self-employment income at the next recertification.

Note: Do not convert, as self-employment is budgeted based on actual income and prorated over the certification period.]

If the prorated income does not accurately reflect the household's actual circumstances due to a substantial increase or decrease in business due to unusual seasonal changes or other changes, base the amount of self-employment income on anticipated earnings that are representative of the ongoing situation. Use the individual’s records or a written statement of anticipated earnings in this situation. The anticipated earnings must be for an amount of no less than a period of a month. For example, the individual started babysitting and is paid $125 per week. The individual must anticipate and verify a monthly amount instead of a weekly amount.

A. Income is for a Year. Self-employment income, which represents all or a portion of a household's annual support, is annualized over 12 months, even if the income is received in only a short period of time. This self-employment income is annualized even if the household receives income from other sources in addition to self-employment.

(volume-ii-snap)(page-193)Page 193#

MS 5330

[2]

B. Self-Employment Income is Received Monthly. Self-employment income, which is received every month, but which represents a household's annual support, is prorated over 12 months.

For households that receive Tobacco Settlement Agreement payments, count the payments in their entirety in the month received, or average the payment over the time period the income is intended to cover for households that do not own the land and are merely leasing their quotas to third parties to grow tobacco. This type of arrangement is not considered self-employment. Enter this income as unearned income and give the recipient the option of selecting the budgeting process that is to the household’s advantage.

The SNAP household is responsible for providing verification of the payment amount and how often the payment will be received. Application for the Tobacco Settlement payments can be made with the Kentucky Department of Agriculture. If recipients have questions about the payments, advise them to contact the Kentucky Department of Agriculture.

C. Seasonal Self-Employment Income. Self-employment income, which is intended to meet the household's needs for only part of the year, is averaged over the period of time the income is intended to cover. For example, self- employed vendors who work only in the summer and supplement their income from other sources during the balance of the year have their self-employment income prorated over the summer months rather than 12 months.

D. New Business. If a household's self-employment enterprise has been in existence for less than a year, the income from that self-employment enterprise is prorated over the period of time the business has been in operation.

Example 1: The individual reports they started a babysitting service on November 1, 2025. They applied for SNAP on January 1, 2026. They charge customers $125.00 per week; the individual has records to verify two months of payments, November and December. Enter the income dates as November 1, 2025, through December 31, 2025, on the first self-employment screen. If the individual states November and December income is not representative of the household's ongoing self-employment income, use the customer's written statement and available records to determine the best estimate of the monthly income.

Example 2: The individual applies on December 1st for SNAP and has only one month of income verification. Determine the average monthly income by using the individual's written statement. In this situation, the individual stated they made $200 in November, and that is what they anticipate making each month. Enter the income dates as November 1st through November 30th on the first self-employment screen.

E. End of Self-Employment Activity:

When an individual’s self-employment activity has ended, ask them to provide a written statement detailing:

(volume-ii-snap)(page-194)Page 194#

MS 5330 (3) the current month’s gross income and expenses, and enter the end date of the self-employment. If the end date is in the current month, but the last day of receipt of income is in the next month, request the client provide verification of the total income for the last month of receipt in addition to the written statement. The total income for the last month of receipt can only be verified after it is received by the client. Update the self-employment income with the current month’s gross income and expenses, and enter the end date of the self-employment. If the end date AND the last receipt of income were in a previous month, have the client provide the written statement as detailed above. Update the self- employment income with the end date of the self-employment.] If the self-employment has not been in existence long enough to receive income, the individual must provide an estimate. DOCUMENT the case record thoroughly of the actions taken to determine the self-employment income.

(volume-ii-snap)(page-195)Page 195#

MS 5340

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5340 – R. 10/1/15 – OMTL – 491 Budgeting – Farm Income

Self-Employment Farm Income: Determine farm self-employment income in the following manner. If an income tax return is provided as verification, only the Schedule F portion from the most recent income tax return is sufficient to verify self-employment farm income and business expenses.

If the prorated income as determined below does not accurately reflect the household's actual circumstances because the household has experienced a substantial increase or decrease in income due to unusual seasonal changes or other changes, base the amount of the farm income on anticipated earnings that are representative of the ongoing situation.

A. Farm income, which represents all or a portion of the household's yearly income, is averaged over the 12-month calendar year it is received. The 12- month period begins with the month of January. To determine the amount of farm income, use the Schedule F from the most recent federal income tax return covering the 12-month calendar year period. If the household does not file a return, use the household's receipts and personal records to establish the annual income and deductions. Whenever records and receipts other than tax returns are used, document the reason the tax return was not used, and document in detail the records and receipts that were used to determine countable income.

If it is verified that the household received all of its income from the sale of crops in the current year rather than the past calendar year, count the income as though it were received in the same calendar year as the crop(s) were produced.

B. Farm Income is Received Monthly. Farm income, which is received every month but which represents a household's annual support, is prorated over a 12-month period.

C. New Farm. If a household's farm enterprise has been in existence for less than a year, the income from that farm enterprise is prorated over the period of time the farm has been in operation and the monthly amount projected for the coming year. However, if the farm has been in operation for such a short time that there is insufficient information to make a reasonable projection, the household is certified for less than a year until the farm has been in operation long enough to base a longer projection.

D. Annually recurring Tobacco Settlement Agreement Payments. Count annually paid Tobacco Settlement payments as income as follows:

(volume-ii-snap)(page-196)Page 196#

MS 5340 [2] 1. Prorate Tobacco Settlement payments over a 12-month period for the following food benefits recipients:

a. Households actively engaged in farming either as owners or tenants, who are considered self-employed. See MS 5220.

b. Households that previously farmed tobacco and are leasing their land to others, who are also considered self-employed. See MS 5220.

2. Count the payments in their entirety in the month received or average the payment over the period of time the income is intended to cover for households that do not own the land and are merely leasing their quotas to third parties to grow tobacco. This type of arrangement is not considered self-employment. Give the recipient the option of selecting the budgeting process that is to the household’s advantage.

The food benefits household is responsible for providing verification of the payment amount and how often the payment will be received. Application for the Tobacco Settlement payments can be made with the Kentucky Department of Agriculture. If recipients have questions about the payments, advise them to contact the Kentucky Department of Agriculture.

(volume-ii-snap)(page-197)Page 197#

MS 5350

[1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5350 - R. 10/1/15 – OMTL – 491 Farm Income Net Loss

Use farm self-employment net loss to reduce other countable income in the household only when the household receives or anticipates receiving annual gross farm income of $1,000 or more. Use the same verification used to calculate the gross income from the farm enterprise to determine the net loss, e.g., Schedule F from the most recent income tax return. Prorate the loss over the year in the same manner as net farm income.

Determine the household's countable self-employment income as follows:

A. If there is other non-farm self-employment income:

1. Compute countable non-farm self-employment income; 2. Subtract the prorated farm loss from the remainder; 3. Allow the 20 percent work expense. B. If there is a farm loss remaining after this offsetting:

1. Total any other earned income (not self-employment); 2. Allow the 20 percent work expense. 3. Subtract the remaining farm loss from this figure; and C. If there is still a farm loss remaining after this offsetting:

1. Total any unearned income; and 2. Subtract the remaining farm loss from this figure.

(volume-ii-snap)(page-198)Page 198#

MS 5400

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5400 – R. 10/1/25 – OMTL – 681 Deductions – General

Deductions from income are allowed only for specific expenses.

A. The following deductions are allowed:

1. Earned income deduction of 20 percent of the gross countable earned income;

2. Standard deduction of:

a. $209 for a household size up to three b. $223 for a household size of four c. $261 for a household size of five d. $299 for a household size of six or more.

For purposes of determining the standard deduction amount, the household size is the number of active eligible members;

3. Medical deductions of any expenses totaling more than $35 for elderly or disabled members;

a. If verified medical expenses are less than or equal to $35, then no Standard Medical Deduction (SMD) is allowed. b. If verified medical expenses are more than $35 but less than or equal to $172, the SMD of $137 is applied ($172-$35=$137) c. If verified medical expenses are greater than $172, the actual medical expense, minus $35, is applied. d. If multiple individuals in the household are eligible to receive a medical deduction and have verified expenses more than $35, the system will apply the SMD to the household and not to each member.

4. Dependent care deduction;

5. Child support deduction;

6. Shelter costs in excess of 50 percent of the household’s income after all other deductions, not to exceed the maximum shelter deduction of $744, unless the household contains an elderly or disabled member. Households containing an elderly or disabled member receive a shelter deduction for the total monthly shelter costs that exceed 50 percent of the household’s monthly income after all other appropriate deductions are given; and

7. Homeless shelter deduction of $199 in lieu of shelter deductions.

B. The following are nondeductible expenses:

(volume-ii-snap)(page-199)Page 199#

MS 5400 [2]

1. Any portion of an expense which is to be or has been reimbursed;

2. Any portion of an expense that is paid on behalf of the household by a third party as a vendor payment;

3. Any expenses for services rendered by a household member, such as dependent care or caretaker services. (For example, an elderly grandmother pays her granddaughter to take care of her, and the granddaughter is a member of the grandmother’s case. This is nondeductible);

4. Any medical expenses for household members who are not elderly or disabled;

5. Any portion of a bill carried forward from past billing periods, even if it is included in the most recent billing, and it is paid by the household; and

6. Mandatory Severance tax for the extraction of Natural Resources from land.

(volume-ii-snap)(page-200)Page 200#

MS 5410

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5410 - R. 8/01/2025 – OMTL - 677 Members Eligible for Medical Deduction

Allow a deduction for medical expenses for any household member who is elderly or disabled as defined in MS 2000. Also, allow a deduction for a previous household member, if the current household is responsible for the medical bills and the household is eligible for a medical deduction. (Example: While receiving food benefits for self and spouse, the spouse passes away. The eligible recipient is responsible for any remaining bills for the deceased spouse and verifies they are being billed). Do not allow a deduction if the disabled member’s Supplemental Security Income (SSI) or Retirement and Survivors Disability Income (RSDI) is suspended due to drug addiction or alcoholism, unless the member qualifies for the deduction based on another reason.

If a person turns age 60 during the initial month of certification, allow any medical and shelter deductions beginning that month. If the person turns age 60 later in the certification period, handle as a case change. For persons under age 60, certified for but not yet receiving disability benefits or persons currently having their entire benefit check recouped to recover a prior overpayment, consider these individuals as disabled and allow any medical deductions.

Persons receiving emergency SSI benefits based on presumptive eligibility may also be eligible for the deduction. The following are programs currently available for potentially eligible SSI recipients:

A. SSI Presumptive Disability Payments: Pays regular benefits for up to six months to persons who will likely meet SSI disability criteria. Persons in this category are considered SSI eligible by the Social Security Administration and receive a federal SSI check for the amount of the entitlement. Persons receiving this payment are eligible for the special medical/shelter deduction. If the SSI application is denied and the presumptive check is terminated, remove any considered medical expenses.

B. SSI Emergency Advance Payments: Provide a single payment to applicants who appear to meet the eligibility criteria and are considered in need of immediate assistance. Persons in this category are considered SSI eligible by SSA. Anyone receiving this payment is eligible for the special medical/shelter deduction each month until a final SSI determination is made. Once approved for SSI, the advance payment will be deducted from the current monthly benefits in up to 6 monthly installments.

C. State Interim Assistance Payments: SSI applicant households may receive temporary general assistance payments issued by a public agency pending a final determination of SSI eligibility. If such persons are later determined eligible for SSI, the agency receives a retroactive benefit check as repayment for benefits provided. These households are not considered SSI eligible during the period they receive general assistance. Persons receiving this type of payment are not eligible for the special medical/shelter deduction.

(volume-ii-snap)(page-201)Page 201#

MS 5420

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5420 - R. 8/01/25 – OMTL - 677 Medical Deductions – General

Handle allowable medical deductions as follows: If paid, the expense and, if applicable, the reimbursement must have been reported timely:

A. Determine if the reported medical expense is currently being billed and the reimbursement status of the expense.

Consider only the existing balance of a currently billed expense. If the expense is no longer being billed, do not allow the expense.

1. If verified medical expenses are less than or equal to $35, then no medical deduction is allowed. 2. If verified medical expenses are more than $35 but less than or equal to $172, the Standard Medical Deduction (SMD) of $137(the current average medical expense for the state) is applied ($172-$35=$137). 3. If verified medical expenses are greater than $172, the actual medical expense, minus $35, is applied.

If multiple individuals have verified medical expenses more than $35, the system shall apply the SMD to the household. Do not consider any medical expense reported timely, which will be reimbursed or reimbursement is undetermined, until the reimbursement is verified or denied and the non-reimbursable amount is determined. If the reimbursement status cannot be determined, document the case record accordingly.

Refer to Items G. and H. when medical expenses are reported during the certification period.

B. Determine if the member eligible for a medical deduction has medical insurance or is included in a Medicaid case.

Medical insurance or a Medicaid case indicates the possibility of reimbursement, which must be resolved prior to consideration of the expense.

If an SSI individual has prescription medicine expenses not covered by Medicaid, advise the individual to contact the prescribing physician and ask about preauthorization by the Medicaid program.

C. Determine if any currently reported one-time only medical expenses were considered during any previous certification period. Examples of one-time expenses are hospital bills, ambulance bills, laboratory fees, non-continuing doctor visits and/or prescription costs such as treatment for flu, etc.

Once a one-time only expense has been considered during a certification period, do not consider the same expense in succeeding periods. However, if

(volume-ii-snap)(page-202)Page 202#

MS 5420

[2]

the household elected to receive a deduction for each month an installment payment is due, the deduction may span more than one certification period.

For one-time only, non-reimbursable expenses, the household may elect to receive the entire deduction at one time, have it averaged over the certification period, or receive a deduction for each month an installment payment is due. Monthly installment agreements need not be formal but are verified if questionable. Document the method chosen by the household.

For one-time only, non-reimbursable expenses reported during the last month of the certification period, the household may elect to have the entire deduction considered in the first month of the succeeding certification period, have it averaged over the succeeding certification period, or receive a deduction for each month an installment payment is due. Document the method chosen by the household.

A food benefits household receiving a medical deduction for a one-time only expense continues to receive a deduction as scheduled even if the eligible member dies.

D. For recurring medical expenses, such as attendant care or a regular bill for prescriptions, consider the non-reimbursable expense only in the month the expense is billed. Do not allow recurring medical expenses, which are past due or brought forward from prior billing periods.

E. For fluctuating medical expenses, such as a prescription that fluctuates in cost or frequency of use, obtain verification of all non-reimbursable expenses for the last two months, which are expected to continue, and consider the average monthly amount. Fluctuating expenses do not include one-time bills that are not expected to continue. If the last two months of fluctuating medical expenses do not adequately represent the anticipated expenses for the certification period, more or less than two months of fluctuating expenses can be considered.

F. For medical expenses paid by a credit card, allow only the expense and not the interest. Consider the expense to have occurred when the bill is received. Allow payments made on a loan when the loan is used to pay a one-time only medical expense. Do not allow the interest as part of the expense.

G. For allowable medical insurance charges, only the amount billed for the actual premium can be considered. Any surcharge or billing/handling fee in excess of the premium cannot be considered as part of the deduction.

Example: The household is billed annually for their medical insurance premiums. However, the household chooses to make monthly payments to the company. The company charges an additional fee for the monthly billing statements. Only the annual amount billed, divided by twelve, can be considered as the monthly amount for deduction purposes.

H. Medical expenses must be reported at application, reapplication, and recertification according to the reporting requirements in MS 6735. If the expense is not reported timely, no deduction is allowed.

(volume-ii-snap)(page-203)Page 203#

MS 5430

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5430 - R. 6/1/19 – OMTL - 548 Allowable Medical Deductions

The following are allowable medical expenses:

A. Medical and dental care including psychotherapy and rehabilitation services provided by a licensed practitioner authorized by State law or other qualified health professional;

B. Hospitalization or out-patient treatment, nursing care and nursing home care including payments by the household for an individual who was a household member immediately prior to entering a hospital or nursing home;

C. Prescription drugs prescribed by a licensed practitioner and other over-the- counter medication, including insulin, approved by a licensed practitioner or other qualified health professional, and the 0.25 cent revenue tax pharmacies charge per prescription.

D. Medical supplies, sick-room equipment including rental or other prescribed equipment and the cost of repairs necessary to keep the equipment in working condition. Authorization by a licensed practitioner or other qualified health professional is sufficient verification;

E. Health and hospitalization insurance policy premiums (without surcharges), for the elderly or disabled person. Medicare premiums paid by the eligible household related to coverage under Title XVIII of the Social Security Act. Supplemental Medical Insurance (SMI) premiums paid by the Medicaid Program, including those for Qualified Medicare Beneficiaries (QMB), Qualified Disabled Working Individuals (QDWI), or Specified Low-Income Medicare Beneficiaries (SLMB) eligible individuals, are not an allowable deduction.

F. Cancer insurance policy premiums (without surcharges) for cancer policies that relate to health and hospitalization. Cancer policies that pay the person money because they have been diagnosed with cancer are not an allowable deduction.

G. Any cost-sharing or spend down expenses incurred by Medicaid recipients. For spend down expenses, review the expense to determine if the expense was previously used as a deduction for SNAP benefits;

H. Dentures, hearing aids and prosthetics;

I. The cost of securing and maintaining "service animals," specifically service dogs or miniature horses trained to do work or perform tasks for persons with disabilities, including the cost of food and veterinary bills. Before allowing the medical deduction, verification that the animal is certified as a “service animal” and trained to assist with medical needs must be provided;

J. Eyeglasses and contact lenses prescribed by a physician skilled in eye disease or by an optometrist;

(volume-ii-snap)(page-204)Page 204#

MS 5430 [2]

K. Telephone charges for telephonic aids, such as amplifiers and warning signals, for disabled persons and costs of teletypewriter equipment for the deaf;

L. Reasonable cost of transportation and lodging to obtain medical treatment or services. This includes trips to a doctor, dentist, or other health professional as well as trips to fill prescriptions for medicine, dentures, hearing aids, eyeglasses, sickroom equipment, etc. Reasonable transportation cost is the current business Standard Federal Mileage Rate when a personal vehicle is used, or the actual verified costs. Client statement is acceptable as verification of mileage; however, when the individual states they have mileage expenses, compare the stated total to a map program, such as MapQuest, to ensure the individual’s stated total is reasonable. Have the individual provide a signed and dated statement detailing the total number of miles they are claiming and the period of time they cover, i.e., weekly, monthly, or the entire period. Lodging costs are the actual verified costs;

M. Maintaining an attendant, homemaker, home health aide, childcare services or housekeeper necessary due to age, infirmity or illness. State and Federal withholding taxes paid by the disabled individual for attendant care payment, even if paid with other monies received by the disabled individual, are allowable medical deductions. In addition, deduct an amount equal to the one- person benefit allotment if the household furnishes the majority of the attendant's meals. Deduct the amount equal to the benefit allotment in effect at the time of initial certification and/or recertification. If the household has attendant care expenses which qualify under both the medical deduction and dependent care deduction, treat the cost as a medical expense.

N. Reasonable cost for building a wheelchair ramp. A written statement from a licensed practitioner or medical doctor verifying the necessity of the ramp is required prior to allowing the deduction.

(volume-ii-snap)(page-205)Page 205#

MS 5440

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5440 – R. 8/1/14 – OMTL – 471 Disallowable Medical Deductions

The following medical expenses are disallowed:

A. The cost of health and accident policies, such as those payable in lump sum settlements for death or dismemberment, or income maintenance policies, such as those that continue mortgage or loan payments while the beneficiary is disabled.

B. Any surcharge or billing fee added to the monthly insurance premium.

C. The cost of membership by an insurance company which allows for reduced cost of certain medical expenses.

D. Premium payments on cancer policies that pay the owner of the policy upon diagnosis of cancer.

E. Expenses of spouses or other persons receiving benefits as a dependent of the Supplemental Security Income (SSI) or disability recipient.

F. Expenses for which the household will be reimbursed or for which an insurance company or government program will directly pay. Consider the nonreimbursable portion at the time the amount of reimbursement is verified or when the reimbursement is denied. If the reimbursement status cannot be determined, do not consider the expense and document the case record accordingly.

For example: A joint application is taken for SNAP and Adult Medical (MA) (Z case) on 9/17/25. The SNAP case is approved on 9/7/25. The MA case is approved for Specified Low-Income Medicare Beneficiaries (SLMB) on 10/7/25. As the Supplemental Medical Insurance (SMI) premium is reimbursable, it is not allowed as a medical deduction in the SNAP case. If the MA application is denied, a case change would be made in the SNAP case to allow the medical deduction, and a restoration would be issued if appropriate.

Applicants approved for Qualified Medicare Beneficiaries (QMB) may be due a SNAP restoration as the SMI reimbursement is not effective until the month following the QMB application approval month.

G. Expenses incurred jointly with other household members are not allowed in their entirety. Only the eligible person's expense is deducted. If the eligible person's share cannot be identified, the expense is prorated among the members the expense covers.

H. Medical expenses billed to a SNAP benefits household but are for a nonhousehold member.

I. Items used for medical needs, such as Ensure or Boost, when purchased with SNAP benefits.

J. Food items for “special diets”, such as lean meats and fresh vegetables.

K. Monthly car payments for handicapped accessible vehicles.

(volume-ii-snap)(page-206)Page 206#

MS 5440 [2]

L. “Companion Pets”; pets not specially trained to care for disabled persons.

M. Medical marijuana.

(volume-ii-snap)(page-207)Page 207#

MS 5450

[1]

Volume - Supplemental Nutrition Assistance Program (SNAP) MS 5450 – R. 8/1/25 – OMTL – 677 Dependent Care Deduction

Allow a deduction for care of a child or other dependent when such care is necessary for a household member to seek, accept, or to continue employment, training, or education preparatory to employment. The dependent care deduction also includes the expense of transporting the child to and from the care provider. Effective 10/1/08, there is no longer a limit on the allowable dependent care deduction.

A. Recipients may potentially be eligible for childcare assistance:

When childcare is paid by the Childcare Assistance Program (CCAP), do not allow a dependent care deduction for the expense covered by vendor payment to the provider. However, if the participant's expense exceeds the vendor payment, allow a deduction for the difference.

For those households who receive CCAP benefits and are required to pay a daily co-payment to the childcare provider, allow the co-payment as a childcare deduction.

Do not allow a deduction for services provided by a household member.

B. If dependent care expenses for the household are covered by an excluded reimbursement, including reimbursements under employment and training programs and the childcare disregard in Kentucky Transitional Assistance Program (KTAP) budget calculations when childcare is not paid by CCAP, only the portion which exceeds the excluded reimbursement is allowed as a dependent care deduction.

Example: A KTAP recipient with earnings receives $372 in monthly benefits because they incur a childcare expense of $100 per month and do not receive CCAP assistance. If their benefits were calculated NOT allowing the childcare expense, they would receive $317. The KTAP benefits have been "adjusted" in the amount of $55 due to childcare. The difference ($372- $317 = $55) of $55 is the "adjusted" or reimbursable amount of childcare. This amount is excluded income. The difference in the total childcare expense and the "adjusted" or reimbursable amount ($100 - $55 = $45) is $45. $45 is the amount of dependent care deduction allowed in the case.

C. Do not allow as a dependent care deduction any portion of the dependent care expense which is allowed as an educational assistance payment exclusion. For a complete overview of student financial eligibility, refer to MS 5650.

D. Because kindergarten attendance is mandatory in Kentucky for any child expecting to enter the first grade, do not allow kindergarten expenses as a dependent care expense. School attendance is required for any child over the age of five and under the age of 17; disallow school costs for these children. If childcare is provided for these children before or after school hours, allow that expense as a deduction.

(volume-ii-snap)(page-208)Page 208#

MS 5450 [2]

E. Allow the actual cost of boarding a dependent outside the home when the boarding of that dependent enables a household member to accept or to continue employment, training or education which is preparatory to employment.

F. If the individual is claiming a transportation cost when taking dependents to and from a care provider, allow the expense as follows:

1. If they are using a private vehicle, client statement is acceptable for the actual expense; however, point-to-point miles must be verified by a web- based mileage calculator. Those miles are then converted to a monthly amount and then multiplied by the current Standard Federal Mileage Rate. Further verification is not required unless there is a reason to doubt.

2. If they are using public transportation, expenses include the actual cost of service, and verification must be provided.

3. If the expense is billed by the provider (non-household member), allow the actual cost as billed.

Note: For a dependent care expense to qualify as an allowable deduction, the expense must be necessary for a household member to seek employment, accept or continue employment, or attend school or training.

(volume-ii-snap)(page-209)Page 209#

MS 5470

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5470 - R. 10/1/14 – OMTL - 475 Allowable Shelter Deductions

Allow shelter expenses as billed or otherwise become due. Shelter expenses include rent or mortgage, electricity, fuel oil, coal, telephone, sewer, gas (natural or propane), wood, water, and garbage. If a household is billed for mortgage, rent, or utilities, the amount is an allowable deduction regardless of whether it is paid in advance. During the interview, ask the household how much they pay out-of-pocket for the stated expense.

Shelter expenses must be verified at application and when a household reports a change in their physical address or a change in shelter expenses. Accept any form of verification of shelter expenses that the client provides, such as a mortgage contract or coupon, receipt, utility bill, or collateral contact (CC). If a CC is used, contact with the service provider is the primary source of verification. For example: If an individual is paying rent, the landlord is the provider of the service and should therefore be the verifier of the rent. The primary source of verification should always be considered first before exploring alternate sources. Refer to MS 7050 for acceptable sources of verification. If a mortgage coupon is provided that does not break down the principal, interest, taxes, and insurance, enter the entire amount as the mortgage deduction. Client statement is an acceptable source of verification only at recertification and only if the stated amount has not changed and if their physical address has not changed.

A payment made by a third party as a vendor payment (see MS 5400) is not an allowable deduction.

A. Rent, mortgage or other continuing charges in order for the household to occupy a given shelter or leading to ownership of shelter, including condominium association fees. Enter these fees in the rent/mortgage field as part of the total costs of those expenses. Allow only the following mortgage- related expenses:

1. Allow the principal and interest charged for mortgages. For home equity loans, allow only the minimum amount due.

2. Allow the deduction for an open-ended mortgage that is for, and secured by, the property wherein the household resides. Average the amount of the entire principal and interest over the certification period wherein the note becomes due.

Example: During the January recertification, the principal and interest total $4200 per year and the payment comes due in April. Divide the total by 12 and enter $350 as the monthly mortgage amount.

3. Some lending institutions initiate "on demand" mortgage contracts, which read as though the entire amount of the loan is due upon demand. If no other arrangements are made between the customer and the lending institution, consider these as open-ended mortgages as described above.

(volume-ii-snap)(page-210)Page 210#

MS 5470 [2]

However, in most situations, some type of separate agreement is arranged by the bank to allow monthly payments to be made.

4. Actual property taxes, not the discounted or penalty amount, including State and local assessments.

5. Insurance on the shelter structure itself, including flood and earthquake insurance. Allow state and local taxes, assessments, and the 1.8 percent state-mandated surcharge, which are added to the cost of the insurance premium as deductions. Do not allow service fees mandated by insurance companies to cover processing costs as deductions.

6. For households who pay their mortgages yearly when a crop is sold, process these cases like an open-ended mortgage.

7. Promissory note payments are not an allowable deduction unless they lead to ownership and there is a verifiable lien.

8. Subsidy recapture payments are not an allowable shelter deduction unless the household has a continuing repayment agreement with the United States Department of Agriculture (USDA)/rural Development. They must provide verification of the established payment schedule before allowing the deduction.

B. Utility expenses including fees charged by the utility provider for initial installation.

C. Charges for the repair of a home substantially damaged or destroyed due to a natural disaster, such as fire or flood, which have not or will not be reimbursed.

D. Shelter costs for an unoccupied home if the home is temporarily unoccupied because of employment or training away from home, illness, or abandonment caused by a natural disaster or casualty loss. To receive a deduction, the following criteria must be met:

1. The household must intend to return to the home;

2. The current occupants of the home, if any, must not be claiming the shelter costs for SNAP benefits purposes;

3. The home must not be leased or rented during the absence of the household; and

4. If a household has both an occupied and an unoccupied home, only one Standard Utility Allowance (SUA) can be used.

E. Any household that operates a self-employment enterprise at their home must be given the option of having their expenses treated as a business expense or a shelter deduction. If treated as a business, refer to MS 5320. During the interview, advise the household of the following:

(volume-ii-snap)(page-211)Page 211#

MS 5470 [3]

A shelter deduction may be given if the expense covers both the recipient’s home and business. If the recipient chooses to have the expense considered as a shelter deduction, a business deduction cannot be given.

Document cases sufficiently to indicate all options were explained to the household and the chosen option.

(volume-ii-snap)(page-212)Page 212#

MS 5480

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5480 - R. 8/1/19 – OMTL - 548 Disallowable Shelter Costs

Do not allow the following as a shelter cost:

A. Charges for one-time deposits, including security deposits on utilities;

B. Charges for upkeep and repairing natural deterioration or wear;

C. Charges for insuring furniture and personal belongings;

D. Volunteer Fire Department dues, unless a mandatory expense. This expense can be mandatory or optional, depending on the county; a call should be made to verify each situation;

E. Charges for optional home buyers protection plans or extended home warranties;

F. Charges for repair of the home damaged or destroyed by a natural disaster which has or will be reimbursed by a private or public relief agency, insurance company, or from any other source;

G. Charges for recoupment. If a household understates its income to the Department of Housing and Urban Development (HUD) and as a result has paid less than the appropriate rent, do not include the recoupment as part of the household's shelter costs;

H. A utility or shelter expense which is reimbursed or paid by vendor payment;

I. Charges for keeping a pet in the residence; and

J. Payments made by the household to make up for delinquent shelter payments if the deduction for the payment was previously allowed.

Example: The household failed to pay the mortgage to the bank from July through November. The bank allows the household to pay an additional $100 per month to make up the delinquent payments effective January. The household was given a shelter deduction July through November, so the $100 is not an allowable deduction.

(volume-ii-snap)(page-213)Page 213#

MS 5485

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5485 - R. 10/1/25 – OMTL - 681 Treatment of Homeless Households with Shelter Costs

A Homeless Standard allowance is available for homeless households who incur shelter expenses, in lieu of a deduction for shelter expenses. The allowance is deducted from net income after the child support deduction and before the medical deduction, rather than appearing as a shelter deduction. If the only utility expense incurred by a homeless household is a telephone expense, then the household is only entitled to the Telephone Standard deduction.

A. Homeless households that reasonably expect to incur a shelter expense for rent or utilities are allowed to use the Homeless Standard allowance. Households claiming shelter expenses greater than the Homeless Standard may choose to use their actual rent expense and the Standard Utility Allowance (SUA) or Basic Utility Allowance (BUA), if eligible. When a homeless household reports they are responsible for shelter expenses, Worker Portal budgets using both the Homeless Standard allowance and the allowable shelter expenses, then automatically determines which deduction to use so the household receives the higher SNAP benefit. When the Homeless Standard allowance is used, the household is not entitled to any additional shelter deduction. If Worker Portal determines the benefits to be the same with each allowance, the homeless shelter allowance will be used. Accept any form of verification the household provides, such as a receipt, collateral contact, or written statement. If the homeless household pays only one utility and chooses to take the actual utility bill as a deduction, the actual amount of the utility expense must be verified.

Example: An individual is homeless, but a friend lets the individual stay at their house at night and requires them to pay the water bill.

B. Homeless households receiving free housing and utilities throughout the month are not eligible for the Homeless Standard allowance unless they state that they reasonably expect to incur a shelter cost during the calendar month.

C. The Homeless Standard allowance is $199 per month. This figure may be updated annually when the shelter cap is adjusted by the Food and Nutrition Administration (FNA).

D. For non-homeless households eligible to use the SUA who also share utility expenses with a homeless household, do the following:

1. Allow the non-homeless household the SUA.

2. Advise the homeless household which of the allowable deductions Worker Portal determined will benefit them the most.

Note: If Worker Portal determines the same benefit amount when budgeting the two deductions, the Homeless Standard allowance will be used.

(volume-ii-snap)(page-214)Page 214#

MS 5485

[2]

E. For two homeless households living together temporarily and incurring shared shelter expenses, allow each household the Homeless Standard allowance if they choose to use it. Do not pro-rate the standard between the two households.

Example: Two households share a total rent or utility payment of $100. $50 is each household’s share. Each household is eligible to use the Homeless Standard allowance.

Document the case regarding the households’ use of actual utility expenses or shared shelter expenses.

(volume-ii-snap)(page-215)Page 215#

MS 5490 [1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5490 - R. 10/1/25 – OMTL - 681 Heating And Cooling Costs - Standard Utility Allowance (SUA) A. The SUA is a standard amount used monthly for households with utility expenses that include the cost of heating or cooling their homes. Households that incur out-of-pocket heating or cooling costs must use the SUA; they cannot use actual utility expenses. The SUA amount for all households that incur a heating or cooling cost, regardless of household size, is $388. Eligible households include: 1. Residents of rental housing who are billed for primary heating or cooling costs monthly by their landlords for actual usage as determined through individual metering; 2. Recipients who own their home and live in that home, who are billed for its primary heating or cooling costs; 3. Households that include an elderly or disabled member who is receiving a payment greater than $20 annually, in the current month or in the immediately preceding 12 months, in energy assistance payments made under the Low-Income Home Energy Assistance Program (LIHEAP), regardless of any change in the household’s address. This includes households with an elderly or disabled member who reside in public or private housing projects and are billed separately for excess costs or whose utilities are included in their rent or mortgage payments. Households with an elderly or disabled member who receives heating or cooling assistance from the Community Action Agencies are included in this provision. Access the HEAP Master Report to verify receipt of LIHEAP; 4. Recipients who expect to incur a primary heating or cooling expense during the certification period. Future heating or cooling expenses must reasonably be anticipated. For example, a household may apply during the summer and have no cooling expense, but will have a heating expense in the winter; 5. Recipients where two or more households live together and share utility expenses. See MS 5500; 6. Recipients of indirect energy assistance payments, other than LIHEAP, receiving a payment greater than $20 annually in the current month or in the immediately preceding 12 months, who have an elderly or disabled member in the home and continue to incur out-of-pocket heating or cooling expenses during any month covered by the certification period regardless of any change in the household’s address. Note: If the recipient states they have received payment(s) totaling greater than $20 annually and there is an elderly or disabled member in the home, request verification, such as the assistance receipt or a collateral contact to the assistance agency, before allowing the SUA deduction. The

(volume-ii-snap)(page-216)Page 216#

MS 5490 [2]

individual can choose to verify a heating/cooling expense and not verify the total amount of energy assistance payments if they prefer.

Households that receive Housing and Urban Development (HUD) or United States Department of Agriculture (USDA) Rural Development utility payments are entitled to use the SUA regardless of whether or not they incur a primary heating or cooling cost that exceeds the amount of the reimbursement; or 7. Recipients residing in public housing who are billed for or anticipate incurring an out-of-pocket expense for excess utility charges for heating or cooling expenses do not have to incur a cost first. If the household states they do not expect to incur an out-of-pocket expense for excess utility charges, then they are not eligible to receive the deduction.

B. Households who are not eligible to use the SUA may be entitled to use the Basic Utility Allowance (BUA). These households include:

1. Residents in a public or private housing project who are billed only for excess utility usage for two non-heating/non-cooling expenses.

However, if the resident is in receipt of LIHEAP benefits and the household contains an elderly or disabled member, they are entitled to and must use the SUA;

2. Recipients who are billed only for utility expenses other than heating or cooling expenses. The household is not eligible to use the SUA, except when two or more households live together, share utility expenses, and one of the households is entitled to use the SUA; or

3. Recipients who are billed only for a supplementary heating expense. For example, a household's apartment has gas as its primary heat source, and this expense is included in the rent, but the household is billed for electricity to run a blower fan on the furnace. The household is not entitled to use the SUA.

C. If the household changes residences within the certification period, entitlement to the SUA must be re-evaluated. The household's entitlement to the SUA is evaluated as follows:

1. If the household is billed for its primary heating or cooling costs separate from its rent or mortgage payments at the new address, the household is entitled to and must use the SUA;

2. If the household includes an elderly or disabled member and has received LIHEAP benefits or been approved to receive LIHEAP benefits) regardless of any change in the household’s address that is greater than $20 annually in the current month or in the immediately preceding 12 months, as verified by the HEAP Master Report, the household is entitled to the SUA; or

(volume-ii-snap)(page-217)Page 217#

MS 5490 [3]

3. If the household is billed only for excess non-heating/non-cooling expenses, or their utilities are included in the rent or mortgage payments, and the household has not applied or been approved for LIHEAP benefits at the new address, the household is not entitled to the SUA.

(volume-ii-snap)(page-218)Page 218#

MS 5498

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5498 - R. 10/1/25 – OMTL - 681 Non-Heating and Non-Cooling Costs - Basic Utility Allowance (BUA)

The BUA is a standard utility amount budgeted monthly for households that do not incur heating or cooling costs. To be eligible for the BUA, the household must be billed for at least two of the following utility expenses:

1. Electricity (non-heating/non-cooling);

2. Water;

3. Garbage or trash;

4. Cooking fuel;

5. Telephone;

6. Excess utility cost for non-heating/non-cooling expenses for households that live in public or private housing; or

7. Sewage

B. The BUA amount for ALL households is $331.

C. Households entitled to the BUA must use the BUA and are not allowed to use actual utility expenses.

D. Households using the BUA are not allowed a separate utility deduction for a telephone.

E. Households whose only utility expense is for a telephone are only allowed the telephone standard of $64.

F. If a household reports a change of address, entitlement to the BUA ends and should be re-evaluated.

Refer to MS 6765 for further procedures regarding acting on a reported change of address.

(volume-ii-snap)(page-219)Page 219#

MS 5500

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5500 - R. 10/1/25 – OMTL - 681 Treatment of Utility Expenses

A. Households who are eligible to use the Standard Utility Allowance (SUA) or Basic Utility Allowance (BUA) must use the appropriate standard. Only households that are not entitled to use the SUA or BUA are allowed to use their actual utility expense.

In the following instances, the household may be required to switch between standards or use their actual utility expenses.

1. The household moves from a residence, which qualifies it for use of the SUA, into a residence, which qualifies it for the BUA;

2. The household moves from a residence, which qualifies it for use of the BUA, into a residence, which qualifies it for use of the SUA;

3. The household moves from a residence, which qualifies it for the SUA or BUA, to a residence, which qualifies it for the actual utility expense; or

Example: When a household moves from a residence where they were eligible for the SUA or BUA to a residence where they are billed for garbage only.

4. The household includes an elderly or disabled member and is approved for the Low-Income Home Energy Assistance Program (LIHEAP), which qualifies it for use of the SUA, if the SUA is not currently being used in the SNAP case.

B. If a household is eligible to use the SUA, apply the policy as follows:

1. Question SNAP households that include an elderly or disabled member regarding receipt or approval of LIHEAP benefits resulting in a payment greater than $20 in the prior 12 months at application, reapplication, recertification, and change of physical address.

2. If the household indicates they are in receipt of LIHEAP benefits or have been approved for LIHEAP at their current address, verify by using the HEAP MASTER list, explain SUA policy, and give the recipient the SUA.

3. The deduction is allowed through their certification period beginning the first month following the month of LIHEAP approval.

4. Review entitlement to the SUA at every recertification/reapplication.

If a household has both an occupied and an unoccupied home, only one SUA can be used.

C. The HEAP Master list provides a statewide listing of all individuals who were approved for LIHEAP during the prior 12 months.

The report contains the applicant's last name, first name, Social Security Number (SSN), county of residence, and month/year of the approval.

(volume-ii-snap)(page-220)Page 220#

MS 5500 [2]

D. If a household is only responsible for a telephone expense, allow the household the telephone standard of $64 regardless of the actual cost (this includes prepaid cell phones).

E. If two or more households live in the same residence and share utility expenses, do the following regardless of whether each household participates in SNAP:

1. Each household is eligible for and must use the SUA, if either of the households is billed for heating/cooling costs. If neither household is billed for heating/cooling costs but billed for two allowable non-heating/non- cooling costs, the household is eligible for and must use the BUA.

2. Additional applicant households living in the same residence must use the type of expense used by the first household, as long as they contribute to the utility expenses.

3. If the household is entitled to use actual expenses, allow the household the actual amount of the utility expense for which it was responsible, if verified.

F. If two or more households live in the same residence and separate the cost of utilities, then determine the utility deduction according to the bills each household pays.

Example: Two roommates maintain a separate household. Roommate A states he pays the phone and water bill, and roommate B pays the utility bill, which includes heating and cooling. Roommate A would receive the BUA, and roommate B would receive the SUA.

G. Households that live in separate residences but share the same utility meter device may both be allowed the SUA. The SUA is not prorated, and each household is allowed the full SUA for its respective household size.

H. If a household includes an elderly or disabled member and states no out-of- pocket heating/cooling costs, inquire the HEAP Master list to determine if the household may be allowed SUA.

(volume-ii-snap)(page-221)Page 221#

MS 5510

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5510 - R. 12/15/25 – OMTL - 686 Child Support Deduction

Allow a child support deduction for household members who are legally obligated to pay and are verified as paying child support for an individual living outside the household. The deduction is based on the amount of legally obligated child support the household pays, or expects to pay, during the certification period. Do not allow more than the legally obligated amount unless the excess is toward a verified arrearage. The child support payments may be paid directly to the custodial parent or other caretaker, or paid through a third party, such as a court. Alimony or spousal support payments, or payments made in accordance with a property settlement, are not allowable as part of the child support deduction.

Example: An individual is court-ordered to pay $550 in current child support obligation and $50 in arrearages, a total of $600 per month. An application is taken in April; January, February, and March are considered when reviewing the prior three months payments. The individual paid an average of $650 in the prior three months. In this situation, no more than the $600 court-ordered obligation (current and arrearage) is allowed as a deduction, based on the verified payments and court-ordered amount.

There are situations in which an obligation to pay child support may continue even if the child, or the child and the other parent, resides in the same household as the individual paying the child support. This may occur if the child moves back and forth between parents or if the payer has a continuing obligation to make arrearage payments to the Department of Child Support Services (DCSS) after the family is reunited. Do not allow a child support deduction if the payments are made to a household member. Payments to an individual or agency outside the household are allowable, even if the child for whom the support is paid is a household member.

Allow a deduction only for payments that are paid or anticipated to be paid on a continuing basis. Allow a deduction for amounts collected from income, such as Unemployment Insurance Benefit (UIB) intercepts, salary garnishments, and income tax refund intercepts. For child support collected through tax intercept, allow the household the option of using it as a one-time deduction or having it averaged over the certification period.

If a household member reports paying legally obligated child support to someone outside the household, the system forwards that information to DCSS. DCSS then matches it against their files and sends information back to the system.

(volume-ii-snap)(page-222)Page 222#

MS 5520

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5520 - R. 4/1/2021 – OMTL - 574 Special Considerations for Specific Households

The deductions of the following individuals are given special consideration:

A. Members disqualified for intentional program violation (IPV), fleeing felons, members disqualified for failure to comply with a work requirement (including Kentucky Works Program (KWP) sanctions), or members who refuse to work register. The entire household's allowable deductions, including the excluded member's deductions, are considered. Allow only one 20 percent earned income deduction from the household's gross countable income, which includes the gross earned income of the excluded individual. If the disqualified member is paying legally obligated child support to a non-household member, allow the entire child support deduction for the household.

B. Ineligible Immigrants, ineligible Able Bodied Adults Without Dependents (ABAWD), members excluded for failure or refusal to obtain or provide a Social Security Number (SSN), and members excluded for failure or refusal to sign the citizenship/immigration status declaration. (Providing an SSN is voluntary; however, failure to provide an SSN will result in the denial of food benefits to the individual failing to provide an SSN. Staff should advise applicants of this provision at initial certification and member add. Household members denied for this reason are considered excluded members.) Allow only one 20 percent earned income deduction from the gross countable income, which includes the adjusted earned income of the excluded individual.

For ineligible immigrants, that portion of the household's allowable shelter and dependent care expenses and legally obligated child support payments are divided evenly among the household members, including the excluded member. This includes utility expenses when an actual expense is used. All but the excluded member's share is a deductible expense for the remaining household members. The system will calculate the allowed expense for shelter expenses.

For Ineligible ABAWDS, allowable shelter, dependent care expenses, and legally obligated child support payments are only pro-rated if that individual is billed or responsible for paying.

C. Non-household members (Ineligible students). Only the portion of the expense actually contributed or paid by the household is an allowed deduction. The amount paid by the ineligible student is not an allowable expense.

(volume-ii-snap)(page-223)Page 223#

MS 5610

[1]

Volume - Supplemental Nutrition Assistance Program (SNAP) MS 5610 - R. 8/31/26 – OMTL - 705 Month of Application or Recertification

A. SNAP eligibility is based on circumstances for the entire month in which the household files its application and/or circumstances anticipated to exist in future months. The initial month’s benefits are pro-rated from the date of application.

1. The initial month is the first month the household is certified, following any break in the certification period. Prorate benefits from the date of reapplication for any household that reapplies in the month following discontinuance.

2. Do not prorate benefits for the first month of the new recertification period for those households whose filing deadline for a timely recertification falls after the end of their current certification period.

3. Do not prorate benefits for migrant and seasonal farmworker households.

B. [Individuals who move to Kentucky from another state are considered to have participated in SNAP if the individual received benefits for the month. If an individual states they have received benefits in another state, or if there is reason to believe they may have, verification is required. If the state in which benefits were received is not yet participating in the National Accuracy Clearinghouse (NAC) Interstate Data Matching System, staff must rely on the Public Assistance Reporting Information System (PARIS). If the local office has access to the out-of-state worker (e.g., the individual has the previous worker's phone number), contact the state to determine if the individual received benefits in that state for the month and to verify if the case has been discontinued. Out-of-state numbers can be found at the National Directory of Contacts. If the worker is unable to verify this information, the application must be pended for verification. A Request for Information (RFI) will be generated, giving the household 10 days to provide verification. If verification is not returned, the case will be processed without it.]

(volume-ii-snap)(page-224)Page 224#

MS 5620

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5620 - R. 8/1/10 – OMTL – 368 Eligibility Months

Because of anticipated changes, a household may be eligible for the month of application, but ineligible for the subsequent month(s). The household is entitled to benefits for the month of application even if the benefits are issued in the subsequent month. Likewise, a household may be ineligible for the month of application, but eligible in the subsequent month(s) due to anticipated changes in circumstances. Even though it is denied for the month of application, the same application is used to determine eligibility for subsequent months without requiring the household to reapply. Normal timeliness standards are met.

As a result of anticipating changes and/or proration of benefits, the household's allotment for the month of application may differ from its allotment in subsequent months.

Document when applications are either approved or denied for current and subsequent months.

(volume-ii-snap)(page-225)Page 225#

MS 5650

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5650 - R. 12/15/25 – OMTL - 686 Budgeting Income

For the purpose of determining the household's eligibility and monthly benefit, consider the income already received during the month and any anticipated income reasonably certain to be received during the remainder of the certification period.

If the amount of income that will be received or when it will be received is uncertain, do not count that portion of the household's income.

Example: A household is anticipating income from a new source, such as, but not limited to, a new job, Kentucky Transitional Assistance Program (KTAP) grant, Retirement and Survivors Disability Insurance (RSDI), or Supplemental Security Income (SSI), but is uncertain as to the time or amount of payment. These monies are not anticipated unless there is reasonable certainty of the month of receipt and the amount of payment.

Handle specific income listed below as follows:

A. Wages

1. Steady Employment:

a. If anyone in the household is steadily employed, the best practice is to use gross income from all pay periods in the prior two calendar months to determine the amount of income that can be anticipated in the month of application and subsequent months. This includes tips as well as wages.

Example: four semi-monthly gross paychecks of:

$360.25, $325.30, $359.20, and $338.45 = $1383.20 $1383.20 ÷ 4 = $345.80 $345.80 x 2 = $691.60 per month, which the system will round to $692.00 per month.

b. If the individual is unable to provide the prior two months verification but has provided verification that is representative of their ongoing income, accept their verification. Remember year-to-date income can sometimes be used to determine income for missing pay dates.

Example: An individual comes in for a recertification in December and states they are paid weekly on Fridays. The worker asks for all the October and November check stubs, and the individual states they don’t have them all. They have two October check stubs and three November check stubs. They state they work 35-40 hours per week, and the provided check stubs reflect that. The provided verification is representative of their anticipated ongoing income and is sufficient. No further verification is requested.

(volume-ii-snap)(page-226)Page 226#

MS 5650 [2]

c. Tips

(1) Consider tips that appear on an individual's check stub to be allocated tips. Allocated tips are not included in the gross wages shown on an employee's pay stub but are used by the Internal Revenue Service (IRS) for audit purposes.

Allocated tips displayed on the check stub may or may not be representative of tips received. The employee is responsible for reporting and verifying, usually by keeping a tip log, the actual amount of tips received. If the individual states the allocated tips are representative of income received by the employee, use the allocated tip amounts when calculating the monthly tip income.

(2) Non-allocated tips are not shown on the employee's pay stub at all.

(3) Tips are counted and entered separately from the wage amount when entering the check stub verification on the system.

Example: The individual comes in for recertification in August. They state they are paid every week on Friday. They have a daily tip log and provide the prior two months (June and July) tips. They were paid on the following dates in June and July. Tips should be entered exactly as verified, without rounding, as amounts will be rounded by the system.

6/05/25 $14.75 7/03/25 $65.85 6/12/25 $61.24 7/10/25 $67.50 6/19/25 $72.25 7/17/25 $74.15 6/26/25 $72.50 7/24/25 $49.95

7/31/25 $91.95

The individual stated they only worked one day during the 6/05/25 pay period. The 6/05/25 tips are not considered, as they are not representative of ongoing tips.

The total tips earned for the weeks considered are $556.

d. If information supplied by the household or a collateral contact indicates future income will differ from the previously received income, use the pay-period(s) which are representative of ongoing wage payment to make a reasonable estimate of anticipated income.

Example: Individual receives occasional overtime once every few months; the check with the overtime would not be used as it is not representative of ongoing. Document the method used to determine income in the case.

e. If the income is not representative of the ongoing situation, enter the verified ongoing pay rate, hours worked in a pay period, how often paid, and the pay day on the system. When manually calculating the income to ensure the benefit amount is correct, do the following:

(volume-ii-snap)(page-227)Page 227#

MS 5650 [3]

(1) For the recently employed who have not received 2 calendar months of earned income, calculate the monthly amount as follows:

(a) Multiply the hourly rate by the estimated number of hours to be worked in a pay period.

Example: An individual works 35 hours per week at $8.75 per hour.

Paid weekly (Every Friday) = $8.75 x 35 = $306.25

Paid bi-weekly (Every other Friday) = $8.75 x 70 = $612.50

Paid semi-monthly (twice per month) =

$8.75 x 35 hours per week = $306.25 (per week) $306.25 x 52 weeks in a year = $15,925.00 (per year)

$15,925.00/24 pay-periods per year = $663.54 semi- monthly

This method is only used as an estimate. Once the check stubs are received, use them.

(b) For individuals who are paid on a daily basis, add all daily rates together for the pay period, without rounding, and enter the total as a weekly amount.

(2) For cases of new employment, where the employer verifies the individual will be paid for only a partial month, use the estimated weekly amount multiplied by the number of checks the individual will receive for the month of application. To determine ongoing eligibility, convert the weekly estimated amount by 4 1/3, the bi- weekly amount by 2 1/6, and the semi-monthly amount multiplied by 2 to get the monthly amount.

(3) For cases where the hours of employment or the rate of pay changes and the individual has not received two calendar months of earned income at the changed hours or rate, calculate the monthly amount using the steps outlined in A, 1, e, (1). If the individual reports only their rate of pay has changed, it is acceptable to use the prior two months check stubs, or whatever check stubs the individual has provided as their verification of anticipated income and calculate the income by using the hours on the check stubs multiplied by the verified new hourly rate of pay. If the individual also receives tips, use the tips on the corresponding check stubs being used if the individual states these are reflective of anticipated tip income.

2. Hourly and Piece-Work Wages

If income is received on an hourly wage or piece-work basis, weekly income may fluctuate if the wage earner works less on some days or is required to

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MS 5650 [4]

work overtime on others. Individuals should be interviewed thoroughly to ensure this income is representative of anticipated ongoing income.

3. Wages Withheld

Consider wages that are withheld as follows:

a. Count wages held at the request of the employee as income in the month the wages would normally have been paid by the employer.

b. Count wages held by the employer that were not previously counted as income when received by the employee.

c. Count wage advances in the month received and not in the month the advances are deducted by the employer.

d. Count garnished wages and other wages withheld by court order, such as child support payments, as income to the wage earner.

e. Wages held by the employer as a general practice, even if in violation of law, are not considered income.

4. Contract Wages

Not every school employee is a contract employee. Refer to items a. or b. for treatment of income for school employees.

a. Annualize income, which is governed by a verbal or written contract or payment agreement. This applies even if the income is received in less than 12 months. Begin to annualize income with the first month's payment.

Example 1: Contract stipulates $10,000 for one year. This income is annualized. The system should count $833 per month.

Example 2: Contract stipulates $10,000 for one year and is based on an hourly rate. The employee’s contract is based on the number of hours expected and the hourly wage agreed upon to determine the annual gross. The employee will not receive any more or less than the total gross, no matter how many hours they work. It is a set, agreed- upon amount and will not go up or down without another contract. This income is also annualized. The system should count $833 per month.

b. Do not annualize income that is received on an hourly or piecework basis that is not governed by a written or verbal contract.

Example: Contract stipulates the individual is to be paid an hourly amount with no annual limit established. This income is not annualized but is prorated over the period of time the income is intended to cover.

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MS 5650 [5]

c. For contract wages, other than school employees, who are governed by a written contract or payment agreement, divide the income over the amount of time the contract stipulates.

Example: Contract stipulates that the individual is to be paid $1200 for 6 months, beginning January 1st and ending June 30th. After six months, the contract ends, and no additional wages will be received unless a new contract is signed. The wages would be averaged for six months, beginning the first month the payment is received.

5. Terminated Wages

For terminated wages in the month of application, verify and count the actual wages received in the month. Additionally, review with the household any employment that occurred in the 30 days prior to the date of the application to determine the last day worked, last day paid, and the reason for termination or job end. This must be done in order to determine if any income was received, or will be received, in the application month, as well as to determine if a voluntary quit disqualification should be applied to that individual.

6. Bonus Income

If there is a pattern of bonus payments, determine the average monthly bonus income from the checks provided and enter the monthly amount separately as an earned income entry in Worker Portal.

7. Commission Income

For commissioned income that is included in the taxable gross amount of regular wages, separate the commission amount from the taxable gross wages. Enter the commission amount entered into the commissions section within the wage entries.

B. Child Support

Before budgeting child support income, determine if the average of the prior three months is representative of future child support. For new child support or a change in child support, use the court-ordered amount, or other verified amount, in cases where there is no court order, if representative of future support, to determine the anticipated ongoing amount. A thorough explanation of how ongoing support is determined is required. Use an average of the prior three months if this is more consistent with anticipated child support due to an absent parent making irregular payments. Allow a written statement from the absent parent if paid directly to the custodial caretaker and is representative of ongoing child support income. If verification of the prior three months child support is not available or is not representative of the ongoing amount, average and convert as follows to get the monthly amount: the weekly estimated amount by 4 1/3, the bi-weekly amount by 2 1/6, and the semi- monthly amount multiplied by 2. Do not round the weekly amount.

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MS 5650 [6]

Example: The absent parent provides a written statement verifying they pay $75 per week cash to the individual for child support for their child. $75 X 13/3 = $325 per month.

If payments are received through the Department of Child Support Services (DCSS), the amounts provided to the family are listed in the columns entitled “$ CSUP to Family” and “$ Arrearages to Family”. Use the following method to determine the anticipated ongoing child support income to be counted in the SNAP benefits case:

To make an accurate determination of what is to be considered, review both columns for patterns of payment and discuss any discrepancies with the individual. Further verification, such as a collateral contact with DCSS, may be required to resolve discrepancies.

For example, DCSS displays the following:

Child Support to Family

Arrearage to Family 03/25 $0.00

03/25 $0.00 02/25 $100.00

02/25 $0.00 01/25 $100.00

01/25 $900.00 12/24 $100.00

12/24 $0.00 11/24 $0.00

11/24 $0.00

To determine whether or not the $900.00 listed in the “$ARR to Family” column should be considered when budgeting the child support income in the case, the worker must first confirm with the individual the payments were actually received. Look for a pattern of payment. In the example above, there does not appear to be a regular pattern of arrearage payments in this column. Therefore, the $900.00 would not be considered when determining the ongoing child support income. It would be considered a lump sum payment.

1. Manually add all three months together and divide by 3 to get an average monthly amount of child support to be considered in the SNAP benefits case. Enter the monthly amount on the system without rounding.

2. Enter the child support income under each child receiving the child support paid by the Non-Custodial Parent (NCP). If there is more than one child for the same NCP, determine the average monthly amount and divide it among the number of children for whom the support is intended. Enter the amounts in a manner that equals the total monthly amount of support due.

3. Document the case in enough detail to permit a reviewer to determine the accuracy of the entries.

C. Assistance Payments

Do not average monthly Federal or State assistance payments, such as KTAP, SSI, Veterans Administration (VA), or Social Security benefits, when two payments are received in a month as a result of the issuance date. If two

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MS 5650 [7]

payments are received due to changes in mailing cycles or pay dates or weekends or holidays, only count the monthly amount.

D. Student Income

1. A household member must be enrolled in one of the following types of educational programs to receive student educational income exclusions.

a. Recognized institution of post-secondary education;

b. School for the disabled;

c. Vocational or technical school;

d. High school;

e. General Educational Development (GED) program.

f. Accredited Home School Program.

Students attending high school do not have to meet the student criteria outlined in MS 2300 to receive these exclusions.

2. Student income

a. Educational Assistance Payments

Assistance payments such as educational loans with deferred repayments, grants, scholarships, federally funded work study income, fellowships with no work requirements, and VA educational benefits are excluded income and should be entered as excluded income.

b. Countable earned educational assistance is income funded by the Temporary Assistance for Needy Families (TANF) grant, such as Ready-to-Work (RTW). Some regions have different names for this program, such as Work and Learn.

(1) Contact the RTW Coordinator to determine the number of hours the student is expected to work per week. The weekly hours must be verified and entered as anticipated hours per week.

(2) Enter RTW income based on the frequency at which it is received. For example, if an individual is paid every week, the wages are entered as weekly wages.

3. Tuition, books, mandatory fees and supplies, transportation in excess of KWP supportive service payments, and other miscellaneous personal expenses other than room and board are excluded from RTW income received by a household member.

4. Exclusions are applied to RTW earned income as follows:

a. Calculate the educational expenses that can be excluded.

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MS 5650 [8]

b. Consider any remaining balance as GROSS earned income, subject to the 20 percent earned income disregard.

5. Verification of Student Income and Expenses

The only student income that must be verified is income received through RTW or other student income programs funded by TANF. This income is verified by form PAFS-700, Verification of Employment and Wages, a written statement from the RTW coordinator, or collateral contact with the RTW coordinator. It is imperative the worker question the individual as to whether they incur educational expenses. Educational expenses can be verified by, but not limited to, the student’s educational account or a collateral contact to the institution.

E. Odd Job and Seasonal Income

Use income received during the past 30 days if it is reflective of the income that is or will be available to the household during the certification period. Do not use past income as an indicator of income anticipated for the certification period if a change has occurred or can be anticipated. If income fluctuates to the extent a 30-day period cannot provide an accurate indication of anticipated income, use a longer period of the past if it provides a more accurate indication of anticipated income.

If the household's income fluctuates seasonally, it may be appropriate to use the most recent season comparable to the certification period, rather than the last 30 days, as an indicator of anticipated income. Exercise particular caution in using income from a past season as an indicator of income for the certification period. In many cases of seasonally fluctuating income, the income also fluctuates from one season in one year to the same season in the next year. The amounts of any past income should not be automatically attributed to the household.

F. Unemployment Insurance Benefits (UIB)

When entering UIB on the unearned income screens, enter a minimum of two bi-weekly amounts. The gross benefit amount should be entered. Batch match compares the last two payments of the UIB database to the first two verified payments on the unearned income screen. Therefore, if only one bi-weekly UIB amount is entered, a monthly exception is generated even though the UIB income is being considered correctly. Special attention should be paid to the CS DED (child support deduction) so the expense is properly documented in the case record as well.

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MS 5660

[1]

Volume 2 - Supplemental Nutrition Assistance Program – (SNAP) MS 5660 - R. 2/1/11 – OMTL - 380 Converting Income

Income is converted to a monthly amount using one of the following methods:

A. Take the following actions to determine a representative monthly amount for stable or fluctuating income:

1. Verify the income from all pay periods in the last 2 calendar months.

a. If the household does not have verification of income from the last 2 calendar months, request they provide verification that is representative of their anticipated income.

b. Document the amount, the expected date of receipt, how the amount was determined, and why consecutive weeks were not used for any anticipated income, along with the documentation of previous income. When all attempts to verify income have been unsuccessful because the income provider fails to cooperate with the household and/or the worker or no other source of verification was available, determine an amount to be used based on the best available information. Document the method used to determine any unverified amount, including efforts made to obtain the missing verification.

2. Total the income from all provided pay periods and divide by the number of pay periods to establish the representative weekly or bi-weekly payment amount.

3. Multiply the representative payment amount by 4 1/3 if weekly and 2 1/6 if bi-weekly to determine the monthly income amount used in determining household eligibility and level of benefits.

4. Document the method used to establish a representative pay period, including dates and amounts of wages verified.

B. When the household's income is unstable, use the actual amount received or anticipated to be received when a full monthly amount is not anticipated due to terminations, layoffs, suspensions. Do not determine a representative payment amount and do not multiply by 4 1/3 or 2 1/6 for irregular income.

C. If a household derives its income by a verbal or written contract, annualize the income, provided the income is not received on an hourly or piecework basis. Annualize the income beginning with the first month payment is received.

Example 1: Contract stipulates $10,000 for one year. (This income is annualized.)

Example 2: Contract stipulates $10,000 for one year and is based on an hourly rate. The employee’s contract is based upon the number of hours expected and the hourly wage agreed upon to determine the annual gross.

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MS 5660

[2]

The employee will not receive any more or less than the total gross no matter how many hours more or less they work. It is a set, agreed-upon amount and will not go up or down without another contract. (This income is also annualized.)

Example 3: Contract stipulates the recipient is to be paid so much an hour with no annual amount established. (This income is not annualized but is prorated over the period of time the income is intended to cover.)

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MS 5670

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5670 - R. 2/1/13 – OMTL – 435 Budgeting Deductions

A. Household expenses are calculated based on the expenses the household expects to be billed during the certification period. Anticipation of the expense is based on the most recent month's bills unless the household is reasonably certain a change will occur. If a household receives a bill in one month and the due date on the bill is the following month, consider the expense for the month the bill is received rather than the month payment is due.

Households may elect to have fluctuating expenses averaged. Households may also choose to have expenses which are billed less often than monthly:

1. Prorated forward over the period between scheduled billings; 2. Prorated forward over the period the expense is intended to cover if there is no scheduled billing period; or 3. Deducted in the month billed or otherwise comes due.

Document the method of deduction chosen by the household.

If an expense is prorated over the period between scheduled billings or prorated over the period it is intended to cover, the expense does not have to be billed during the certification period to be deductible.

Convert all expenses billed weekly or bi-weekly using 4 1/3 or 2 1/6, as appropriate.

Example: Dependent Care Expense

09/07/25 $50

10/05/25 $50

09/14/25 $70

10/12/25 $60

09/21/25 $50

10/19/25 $50

09/28/25 $60

10/26/25 $70

$50 + $70 + $50 + $60 + $50 + $60 + $50 + $70 = $460 ÷ 8 = $57.50 $58 * 13 ÷ 3 = $251.33 per month

B. Households reporting one-time only shelter expenses may elect to have a one- time only deduction or to have the expense averaged over the entire certification period in which the expense is billed.

Households reporting one-time only medical expenses during their certification period may elect a one-time only deduction or have the expense prorated over the remaining months of the certification period beginning the month the change becomes effective.

Households which report a one-time only medical expense during the last month of the certification period may have the expense deducted in the last month of the certification period, deducted in the first month of the new certification period, or deducted over the new certification period.

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MS 5800 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5800 – R. 8/31/26 - OMTL – 705 Calculation of Allotment

For households with no elderly or disabled members, calculate the SNAP benefit allotment as follows: (See MS 5810 for calculation procedures for elderly or disabled members, excluded members, and self-employed members.)

A. Add all nonexempt gross monthly earned income minus exclusions by all household members. This figure is the household's total gross earned income.

B. Add all nonexempt gross monthly unearned income minus exclusions received by all household members. This figure is the household's total gross unearned income.

C. Add total gross earned income to total gross unearned income. This figure is the household's total gross income.

D. Compare gross income to the Income Scale in MS 5200. If the household's income is equal to or below the standard for its size, the net income and benefit level are calculated. If the income exceeds the gross income standard, the case is denied/discontinued unless the household is Categorically Eligible (CE).

E. Subtract the standard deduction.

F. Multiply the total gross earned income by 20 percent and subtract that amount to determine the monthly income.

G. Allow monthly dependent care expenses paid for each child or other dependent in the household.

H. Allow a deduction for legally obligated child support paid to someone outside the household.

I. Total the allowable shelter expenses to determine shelter costs. Subtract 50 percent of the household's monthly income, after all the above deductions, from total shelter costs. The remaining amount, if any, is the excess shelter cost. If there is no excess shelter cost, the net monthly income is determined. If there is an excess shelter cost, the shelter deduction is computed.

J. Subtract the excess shelter cost from the household's monthly income after all other appropriate deductions, up to the maximum of $744. The remainder is the household's net monthly income.

K. Compare net monthly income to the Income Scale in MS 5200 for the appropriate household size. If the household's income is above the allowable net income, the case is denied/discontinued, unless the household is CE or Expanded Categorically Eligible (ECE). ECE households are denied only when 30 percent of the net monthly income is more than the monthly SNAP allotment for that household size.

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MS 5800 [2]

L. Calculate the allotment by multiplying the net monthly income by 30 percent. The result is rounded up to the next whole dollar. Subtract this amount from the Maximum SNAP Benefit Allotment for the household's size.

M. [For SNAP applications and recertifications submitted on or after June 26, 2026, benefits for eligible households will be subject to a maximum allotment cap equal to 200 percent of the federal maximum allotment for a four-person household.

Based on the 2026 four-person maximum allotment of $994, the cap is $1,988. Once this cap is reached, adding additional household members (including households with more than eight members) will not increase the benefit amount.

This change applies only to:

1. New SNAP Applications; and 2. SNAP Recertifications. This change does not apply to:

1. Cases during an active certification period; or 2. Reinstatements. Example 1: A 10-person household applies for SNAP on 6/27/2026. The maximum SNAP allotment for the household is $1988. Example 2: A nine-person household reports an additional household member with no income during their recertification interview. The benefit amount will remain $1988, regardless of the number of additional members with no income reported in the home. Maximum SNAP Benefit Allotment:

Household Size Allotment 1 $298 2 $546 3 $785 4 $994 5 $1183 6 $1421 7 $1571 8 $1789 9 or more $1988

N. Approve CE and ECE households whose initial month benefit results in less than $24 (regardless of application date), for the actual prorated amount, unless the amount is less than $10; those cases will approve for $0 benefits for the initial month if the application date is after the first day of the month.]

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MS 5800 [3]

For CE households, issue benefits for months other than the initial month as appropriate for the individual case situation:

1. One- and two-person households that meet the appropriate income tests receive a minimum allotment of $24.

2. The minimum allotment does not apply to households with three or more members. These households are issued the actual benefits they are eligible to receive.

O. If benefits are prorated, the following formula is used for the initial month:

1. Subtract the date of application from 31. For households applying on the 31st of the month, the date of application is considered the 30th.

2. Multiply the amount calculated in Item 1 by the household's full month's benefit for the initial month.

3. Divide the amount from Item 2 by 30. This amount is the prorated allotment. If the result ends in anything other than a whole dollar, round it down to the next whole dollar.

4. If the initial month’s prorated allotment is less than $10, do not issue benefits.

5. If the monthly allotment is greater than $0 but the prorated amount is $0, the household is eligible, as the $0 allotment is the result of the date of application, not available income.

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MS 5810

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5810 – R. 8/31/26 – OMTL – 705 Special Procedures for Calculation

Special procedures are used to calculate the allotments of households with the following types of members:

A. Elderly or disabled household members have their special deductions allowed as follows:

1. Follow procedures outlined in MS 5800, items A through C.

2. Subtract the standard deduction.

3. If the household is entitled to an excess medical deduction, subtract any portion of the total medical expenses that exceeds $35.

4. Subtract monthly dependent care expenses, if any, paid for each child or other dependent.

5. Subtract legal child support payments that are paid to individuals outside the household.

6. If the household is homeless and reports shelter expenses, the system will budget using both the $199 Homeless Standard allowance and the allowable shelter expenses, then automatically determine which deduction should be used so the household receives the higher SNAP benefit. If Worker Portal determines the same benefit amount using both deductions, the Homeless Standard deduction will be used.

7. Total the allowable shelter expenses to determine shelter costs. Subtract 50 percent of the household's monthly income, after all the above deductions, from total shelter costs. The remaining amount, if any, is the excess shelter cost. If there is no excess shelter cost, determine the net monthly income.

8. Subtract the excess shelter costs from the household's monthly income after all other appropriate deductions. Determine the household's net monthly income.

9. Follow procedures outlined in MS 5800, items K through N.

B. If the only elderly or disabled individual in a household is an ineligible immigrant or an individual disqualified for failure to meet enumeration requirements:

1. The household must meet the gross income standards;

2. Do not allow the medical deduction or the uncapped excess shelter costs; and

3. Do not include this individual in the household size.

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MS 5810 [2]

C. If the individual who is elderly and disabled and their spouse are being certified as a separate household, compute the gross income of the individuals with whom the household lives as follows:

1. Follow the procedures outlined in MS 5800, A through C, except do not give the earned or unearned income exclusions.

2. Compare these individuals' gross income against the maximum gross monthly income limits for elderly/disabled separate households.

3. If their income exceeds the limit, consider the individuals as one household.

4. If their income is at or below the limit, consider the elderly/disabled individual and their spouse as a separate household.

D. Excluded household members are included in the household size except for the following purposes:

1. Assigning a benefit level to the household; or

2. Comparing the household's monthly income to the income eligibility standards.

E. Determine the income of self-employed household members as follows:

1. [Add all self-employment income, including capital gains, and divide by the number of months it is intended to cover. Do not round;

2. Add the costs of producing the self-employment income and divide by the number of months the expenses are intended to cover. Do not round;

3. Subtract the monthly cost of producing the income from the monthly gross to arrive at the monthly net self-employment income to consider. Round the net self-employment income to the nearest dollar;

4. Add the income from item 3 to any other earned income received by the household; and

5. Follow procedures outlined in MS 5800, K through O.]

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MS 5820

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 5820 – R. 8/31/26 – OMTL – 705 Rounding

When calculating gross or net monthly income and deductions, round the monthly amounts to the nearest dollar ($.01-.49, round down; $.50-.99, round up). Complete rounding before and after each calculation for income and deductions except for the calculation of shelter and medical expenses. Shelter and allowable medical expenses are calculated using exact dollars and cents. Round total expenses prior to determining the shelter or medical deduction.

[Note: See MS 5810 for calculation procedures for elderly or disabled members, excluded members, and self-employed members.]

Do not round cents before adding or multiplying hourly or daily earnings. Round all cents before adding or multiplying weekly, bi-weekly, semi-monthly, quarterly, or annual earnings. This policy also applies to child support deductions and dependent care. Staff must follow rounding procedures in MS 5650 for rounding child support income.

Do not round Retirement, Survivors, and Disability Insurance (RSDI). Enter the actual net RSDI amount. If there is an overpayment of RSDI retained in order to pay back an RSDI claim, subtract the current overpayment amount from the ‘net’ amount to calculate the amount of RSDI to be counted in the case.

When calculating the allotment, round the 30 percent of net income up to the nearest whole dollar.

Example: Round cents in gross weekly earnings prior to multiplying by 4-1/3. Round the cents resulting from this multiplication before calculating the earned income deduction. Round cents from this deduction before subtracting from earned income. Because rounding could result in a significant decrease in a household's shelter or medical expenses, the individual costs are calculated using exact dollars and cents. However, round the total shelter/medical costs to determine the deductions before determining net monthly income.

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Volume II OMTL-476 Supplemental Nutrition Assistance Program R. 10/1/14 MS 6000 INITIAL CONTACT – RESPONSIBILITIES (1) The worker, or other trained staff designated by the Service Region Administrator Associate (SRAA), is responsible for the following: A. Prescreening all individuals to determine whether the household is applying for initial certification, recertification, or reporting changes. B. Issuing form FS-360, Facts About The Supplemental Nutrition Assistance Program (SNAP), immediately to an individual expressing a desire to apply for SNAP benefits. C. Prescreening all applications as they are filed to determine whether the household may qualify for expedited services. D. Annotating the type of contact on the appropriate log. E. Referring applicants to the appropriate caseworker for an interview. F. Advising the individual of the Web Portal. [G. Advising the individual of the call service center and providing the telephone number: 855-306-8959.]

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Volume II OMTL-448 Supplemental Nutrition Assistance Program R. 10/1/13 MS 6010 HOUSEHOLD CLASSIFICATION (1) [Supplemental Nutrition Assistance Program (SNAP) households are divided into the following classifications:] A. PUBLIC ASSISTANCE (PA) includes all households where all members have been approved for a K-TAP grant or State Supplementation check regardless of whether the first payment is received in the month of approval. B. NONASSISTANCE (NA) includes all households not classified as PA. This category includes households where some but not all members are included in a PA case. [Include individuals who are normally considered members of the household, but who are excluded or ineligible to participate in the SNAP, when assigning a classification.]

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Volume II OMTL-511 Supplemental Nutrition Assistance Program R. 6/1/17 MS 6020 CASEWORKER RESPONSIBILITIES (1) The caseworker is responsible for: A. [Interviewing the client, other responsible household members, or authorized representative and entering the individual’s response to appropriate questions on the system. It is very important that a thorough interview is conducted with every contact made with the client. The worker must ask the client every question on the system. After the interview is complete, review the entries with the applicant, explain rights and responsibilities, and have the applicant sign the printed application.] B. Accepting an application for a SNAP household or member who has received in another state. Follow these procedures to prevent duplicate participation: 1. Contact the state agency to determine: a. The effective date of discontinuance; b. The last day benefits were received; and c. The period of time the last issuance covered. 2. If the other state does not issue SNAP benefits on a calendar month basis, do the following: a. Accept a hardcopy application if the benefit period from the other state is still in effect; b. Enter the application date on the first day of potential eligibility in Kentucky; c. Answer “N” to “Received in another state”; and d. Document the action in comments. The application will approve with benefits prorated from the date of application. EXAMPLE: Household received benefits in Alabama on 6/24/10, which covered the period from 6/15/10 through 7/14/10. Enter the application on 7/15/10, the first day of potential eligibility in Kentucky. C. Scheduling the household for an interview at the earliest possible time. D. [Thoroughly questioning households reporting no income to determine how they are paying for necessities (particularly those households who continually report no income). Documenting the client’s statement. Access all programs available, such as BENDEX, Eligibility Advisor, , UI BENEFITS, SDX, and child support (if children are in the home, or it is otherwise warranted), on all individuals who report no income.] E. Documenting the case to sufficiently describe the household situation and the basis for the case action.

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MS 6020 (2) F. Assuring that all the appropriate forms are completed. This includes checking the electronic case file (ECF) to ensure any forms already completed remain valid for the new certification period. G. Assisting the household in obtaining verification, if necessary. H. Processing the case within the appropriate time standards. I. Advising households applying for both SNAP benefits and KTAP that the KTAP time limits do not apply to the receipt of SNAP benefits. In addition, households which cease receiving KTAP because they have reached the time limit, have begun working, or for other reasons, may still qualify for SNAP benefits and must be so advised. J. Explaining the use of the EBT card and eligible and ineligible SNAP EBT Purchases, e.g., the SNAP EBT card cannot be used to pay on a charge account. K. Thoroughly explaining the applicable change reporting requirements to the household. L. Thoroughly explaining the Quality Control (QC) process and providing PAM- PAFS-343.2, Quality Control, to the household.

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Volume II

OMTL-596 Supplemental Nutrition Assistance Program R. 7/1/22

MS 6100 FILING AN APPLICATION (1)

[Individuals have the right to apply in any county for any program administered by the Department. Additionally, application for the Supplemental Nutrition Assistance Program (SNAP) can be made by the individual, their guardian, a power of attorney or Authorized Representative. The Authorized Representative designation must be made in writing by the head of household, the spouse of the head of household, or another responsible member of the household.

A. Each household or its representative has the right, and is encouraged, to file an application the same day of contact with the office whether the contact is made in person or by telephone. In addition to in-person applications, households may file SNAP applications by submitting the application form to a local office themselves, through an Authorized Representative, by mail, Web Portal, fax or telephone.

B. Application time standards and initial benefit allotment are calculated from the date of application. An application is considered filed when the application is submitted online, by telephone or the appropriate application form is signed and received in any Family Support office. The household does not have to be interviewed before an application is considered filed.

It is IMPERATIVE that all persons contacting the office be informed of and understand this right and its implications.

C. If an individual or representative signs an application by making a mark (X), the mark must be witnessed by one person who can write. The witness may be related or unrelated to the individual.

D. Electronic signatures are acceptable for SNAP applications, recertifications, and mid-reviews.

E. Explain to the household that an interview must be conducted to complete the application process. The worker and the applicant complete an application interview by answering ALL questions on the computer screens and the applicant signs the system-generated application. See Volume II, MS 6320 and MS 6330 for interviewing procedures.

F. A household may reapply at any time even if their application has been previously denied or their assistance has been discontinued.

G. Residence in a domestic violence center does not affect the individual's right to apply.

H. If an Authorized Representative is appointed, make the following system entries:

1. From the Application Information screen, answer “Yes” to the question, “Is there an Authorized Representative?” This triggers the Representatives screen.

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MS 6100

(2)

2. From the Representatives screen, complete the Authorized Representatives Information section for all required entry selections. Complete an individual system search for the person(s) being appointed using the “Lookup” button located in this section. If the individual is established on the system with an individual number, then this needs to be uploaded in the “Individual #” box. For DAA facilities, enter the “Organization Name.”

3. Verification for the Authorized Representative is completed under the “Level of Permission” section. From there, select the Program, Level of Permission, Permission Verification (once verified), and Permission Verification Date (once verified) fields.

4. Although not required system entry sections, the Address Information and Contact information sections should be addressed/completed.

I. If a SNAP Intentional Program Violation (IPV) disqualification is applied to an individual who is the head of household, the Integrated Eligibility Enrollment System (IEES) now requires the household to identify any Authorized Representative (AR) to assist the household in making applications, recertifications, and using their EBT card.

1. If the individual, who is selected to be the AR, also has an IPV disqualification, a different AR must be appointed. The AR may be another responsible adult member of the household.

Note: If the AR selected is another member of the household, the AR must still be listed on Worker Portal.

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Volume II OMTL-491 Supplemental Nutrition Assistance Program R. 10/1/15 MS 6102 TAKING THE APPLICATION (1) Every individual has the right to apply for any program administered by the Agency at any county office, regardless of county of residence. No individual is refused the opportunity to apply. Eligibility requirements or Agency procedures do not preclude the opportunity for an individual to apply and obtain a determination of technical and financial eligibility or ineligibility. A. The applicant's county of residence has no bearing on the county where the application is completed. B. Accept all information or verification from individuals coming into the local office regarding their case. Information should be scanned on the date it is received. C. [IF THE INDIVIDUAL IS PHYSICALLY OR MENTALLY DISABLED OR IS ELDERLY, provide reasonable accommodation to any special needs the individual may have no matter where the interview is conducted. Special needs include, but are not limited to: 1. Interpreter services for hearing impaired individuals. Refer to Volume I, MS 0220; 2. Additional space for the interview to accommodate an individual in a wheelchair; 3. Scheduling appointments when special transportation services are available; or 4. Making a home visit.] D. IF THE INDIVIDUAL IS NON-ENGLISH SPEAKING, obtain interpreter services. Refer to Volume I, MS 0230.

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Volume II

OMTL-574 Supplemental Nutrition Assistance Program R. 4/1/2021

MS 6103 WHO SIGNS THE APPLICATION (1)

Supplemental Nutrition Assistance Program (SNAP) applications must be signed by an adult or an emancipated child who is a responsible member of the household or an adult authorized representative. By signing an application, the applicant is attesting he/she understands he/she is responsible for ensuring all the information in the application is accurate.

If an individual or their authorized representative signs an application by making a mark (X), the mark must be witnessed by one person, related or unrelated to the individual, who can write.

[For SNAP purposes, individuals who do not wish the Department to contact U.S. Citizenship and Immigration Services (USCIS) to verify immigration status are allowed the option of withdrawing the application or participating without that member. See Volume II, MS 5220 for how to consider income of ineligible immigrants.]

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Volume II OMTL-476 Supplemental Nutrition Assistance Program R. 10/1/14 MS 6120 WITHDRAWAL OF APPLICATION (1) The household may voluntarily withdraw its application at any time before final case disposition. A. If the client requests withdrawal in person, enter the request on the system. B. [If the client requests withdrawal by phone, verify identity of client prior to completing the case action. Verification of identity can be accomplished through a correct response to the following information on the head of household: 1. First and last name 2. Date of birth 3. Social security number C. Document the reason for the withdrawal, if a reason was given by the client.] D. An automated denial notice is sent indicating the request for voluntary withdrawal and explaining the household's right to reapply.

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Volume II OMTL-462 Supplemental Nutrition Assistance Program R. 5/1/14 MS 6210 RECERTIFICATION INTERVIEWS (1) [A system-generated “Notice Of Renewal Interview” notice is issued on the 15th (or prior workday if the 15th is a weekend or holiday) of the month before the month of the certification end date. If a recertification has not been entered on the system by the 15th of the certification end month, a “Notice of Missed SNAP Interview” is automatically issued to the household advising them that they must contact the Department for Community Based Services (DCBS) by the last work day of the month to complete a recertification interview or benefits will be discontinued. When the application is approved under expedited criteria with postponed verification, the household is instructed on the RFI to call DCBS by the end of the certification period. The household is also notified on the SNAP approval notice that they must contact DCBS to complete a recertification interview and provide the missing verification by the end of the certification period. A recertification interview MUST be completed prior to approval of ongoing benefits.]

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Volume II OMTL-448 Supplemental Nutrition Assistance Program R. 10/1/13 MS 6220 INTERVIEWS (1) FOR WORKING RECIPIENTS [If the applicant is unable to complete a phone interview during work hours, determine if another adult household member or a representative can be interviewed. In addition, the Department is responsible for setting office hours that take into account the special needs of all Supplemental Nutrition Assistance Program (SNAP) applicants, especially households containing working members. Use flextime to accommodate the needs of working recipients, which allows them to be interviewed before 8:00 a.m. and after 4:30 p.m. Any offices using protected hours for workers must ensure that those hours are staggered in order that clients can be assisted from 8:00 a.m. to 4:30 p.m. and during the lunch hour.]

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Volume II OMTL-462 Supplemental Nutrition Assistance Program R. 5/1/14 MS 6300 REQUIREMENT FOR INTERVIEW (1) All households who are applying or being recertified, must complete an interview with a worker. The applicant is one of the following: A. The head-of-household; B. The spouse of the head-of-household; C. Any other responsible member of the household; D. The household's representative; or E. The legal guardian or the authorized representative appointed by the legal guardian. The applicant is able to bring anyone he or she chooses to the interview. [The applicant is responsible for ensuring the information in the application regarding the household is accurate.]

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Volume II OMTL-530 Supplemental Nutrition Assistance Program R. 6/1/18 MS 6310 TYPES OF INTERVIEWS (1) [An in-office or out-of-office interview must be completed for application for the Supplemental Nutrition Assistance Program (SNAP). Out-of-office interviews are conducted by telephone or through home visits. A home based interview is allowable only when the household requests one due to hardship. Households can file applications for SNAP by submitting the form in person, through an authorized representative, by mail or via the Self Service Portal. Staff can also accept applications via fax. See Volume II, MS 6100 for application processing and MS 6320 and MS 6330 for interviewing procedures.]

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Volume II

OMTL-642 Supplemental Nutrition Assistance Program R. 1/15/24

MS 6320 SCOPE OF THE INTERVIEW (1)

During the in-person or out-of-office interview:

A. [Help the individual feel at ease and assist the household in completing the application process.

B. Complete appropriate forms.

C. Complete the individual’s statement fields on the appropriate screens or hard copy forms, as appropriate. Ask only questions which are related directly to household eligibility.

D. Review the individual's responses on the application and clarify any incomplete or conflicting information. Signed applications lacking information or containing incorrect information are corrected during the interview by the individual and worker and documented accordingly. Any additions or corrections to the hardcopy application must be initialed and dated by the individual and entered on the system.

E. Ensure that the application is SIGNED and DATED by the individual.]

F. Question the member regarding any possible outstanding claim(s). If a claim exists:

1. Determine if the claim is in the Claims Management Section located in the Division of Family Support.

2. Discuss method of repayment.

G. Provide the household with the following verbal explanations:

1. Enumeration requirement and the uses of the member's SSN;

2. The household's rights and responsibilities;

3. Proration of the initial month's benefits;

4. Timeframes for application processing;

5. The fair hearing process;

6. Penalties for intentional program violation;

7. The Quality Control (QC) process; and

8. Any portion of the application process which the household does not understand.

H. Explain which changes must be reported during the certification period and the interim change report process.

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MS 6320 (2)

I. Explain and provide, if appropriate, the following to the household:

1. FS-360, Facts about the Supplemental Nutrition Assistance Program (SNAP);

2. FSET-101, SNAP Employment and Training Fact Sheet;

3. PAFS-706, Voter Registration Rights and Declination. See Volume I, MS 0640 and MS 0650; and

4. PAM-PAFS-343.2, Quality Control, handout.

J. If a member of the household appears to have a disabling health condition (e.g., quadriplegia, head injury), advise the individual to go to the SSA to apply for SSI/RSDI benefits.

K. [Issue a Request for Information (RFI) to request all verification required to process the case and file a copy in the case record. Assist the individual in obtaining the necessary verification.]

L. Keep all information about the household's circumstances confidential.

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Volume II OMTL-530 Supplemental Nutrition Assistance Program R. 6/1/18 MS 6330 CRITERIA FOR (1) OUT-OF-OFFICE INTERVIEW Out-of-office interviews include both telephone interviews and home visits. Workers MUST conduct telephone interviews upon request by the client. A face-to-face interview is required only if: A. Requested by a household; B. When an authorized representative applies on behalf of another individual at the initial application; OR C. When deemed appropriate by the agency. For example, initial application by the program’s specified representative for applicants residing in Drug Addiction and Alcohol (DAA) treatment facilities, in cases where a household member has an Intentional Program Violation (IPV) or has had a recent trafficking allegation. Waiver of the face-to-face interview may not affect the length of the household's certification period. Waiver of the face-to-face interview does not exempt the household from the verification requirements. See MS 7050 for acceptable sources of verification. [Home based interviews are used only if the household requests one due to hardship.]

(volume-ii-snap)(page-258)Page 258#

Volume II OMTL-478 Supplemental Nutrition Assistance Program R. 12/1/14 MS 6340 CONDUCTING OUT-OF-OFFICE INTERVIEW (1) Waiver of the face-to-face interview does not exempt the household from providing a signed application or providing necessary verification. Special procedures such as substituting collateral contacts for verification are used to allow the household to obtain its benefits timely. Waiver of the face-to-face interview does not affect the length of the household's certification period. Use the following procedures for conducting out-of-office interviews: A. If a telephone interview is held: 1. [Ask the caller qualifying questions to ensure the identity of the client, such as first and last name, case number, date of birth, or social security number. 2. Ask all questions and enter the client's responses on the system. 3. If a case is potentially expedited, type “EX” in the notes area of the Request for Information (RFI), before disposing of the case. Asterisks may be used to further draw attention to the expedited nature of the case. When the RFI and the application are gathered from the printer, write “EX” across the top of each page of the application, if the client did not sign electronically or by voice signature. This is done in the event that the client returns just the application (in whole or in part) without the RFI. 4. Mail all necessary pamphlets to the client. 5. Mail all necessary forms, including the application form, if not signed electronically or by voice signature, no later than close of business the day after the phone interview is completed. 6.] The case is pended for return of mandatory information and the signed application, if necessary. Do not approve the case without a signed application. B. If a home visit is conducted: 1. Take all necessary forms to the interview. 2. Provide all necessary pamphlets at the interview.

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MS 6400

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6400 – R. 5/31/26 – OMTL – 695 Overview of Application Time Standards

The processing standards of applications are as follows:

A. [If the household is not eligible for expedited services, process the application within 30 calendar days from the date the application is filed.

1. When households submit an incomplete Form FS-1, application for SNAP, or a Self-Service Portal (SSP) application for SNAP, a notice is generated by Worker Portal to inform the household of incomplete application and interview requirements. 2. When a completed Form FS-1 or SSP application is submitted, a notice is generated by Worker Portal to inform the household of interview requirements. If the required due date is on a weekend or holiday, the verification is due the next business day.

Households that provide all requested information must have action taken on their applications promptly. Action must be taken early enough that the household is able to participate in the program, or the household receives a notice of denial, by the 30th calendar day from the date of application. Only those cases pending requested information or completion of the interview are held until the 30th day from the date of application. If the household fails to provide mandatory verification, deny the application. If the required due date is on a weekend or holiday, the verification is due the next business day.

Note: See MS 6710 for information regarding changes to pending applications.

B. If the household is eligible for expedited services, the application must be processed by the 5th day. In order to meet the five-calendar-day timeframe, the application must be disposed by the 4th calendar day after the date of application. For example:

Application taken on: Must be processed by: Monday Friday Tuesday Friday (as the 4th day is Saturday) Wednesday Friday (as the 4th day is Sunday) Thursday Monday Friday Tuesday

If the household is ineligible for benefits, notify them of the denial so the notice is received within five calendar days of the date of application. If the household fails to provide mandatory verification, the household loses its right to expedited services; process the application according to normal timeframes outlined in Item A of this section.

C. If the required action at application is not completed within 30 days, the application is denied. If the applicant completes the required action within 60 days from the initial application date or provides enough necessary verification to be certified for benefits, the application is reactivated even if it is not the

(volume-ii-snap)(page-260)Page 260#

MS 6400 [2]

information originally requested. A new application and interview are not required.

Example: An individual applied on May 15th and provided all mandatory verification except income verification. A Request for Information (RFI) was given to request income verification for the prior two months (March and April). The individual did not return the requested verification, and their application was denied on June 15th. On June 20th, check stubs for April and May are returned. The household is certified without an interview (as other requirements are met) because verification necessary to reactivate the case has been provided, even though it is not the verification that was originally requested. The reactivation date is June 20th.

D. A household must provide mandatory verification, but it may not necessarily be the verification originally requested. In this example, the mandatory verification provided was income verification for April and May. The original request was for March and April income verification.

Reactivate the case with benefits prorated from the date the requested action was completed. A reactivation must be entered using the date the required action was completed. Applications meeting these criteria should be reactivated as soon as possible, but no later than 60 days from the initial application date.

Example: An application is filed on April 20th and is pending for required action by the household. The applicant has until May 20th to complete the necessary action. The application denies the evening of May 20th. The mandatory verification was received on June 17th. The application is reactivated with June 17th as the reactivation date. Action must be taken early enough so the individual can participate in the program, or the individual receives a notice of denial, by the 60th calendar day from the initial April 20th application date.

E. When a Non-Case Decision (NCD) worker or any worker tries to dispose a case that pends for supervisor approval, a message will appear stating that a supervisor has to sign off on the case before it can be processed, and a supervisor task will be generated. The Eligibility Determination and Benefit Calculation (EDBC) process will proceed with the eligibility determination for the program, but benefits will not be authorized. This ensures RFI notices are generated and sent to the household timely. Actual disposition of the case, including approval, denial, or discontinuance of benefits, does not occur until a supervisor signs off on the case.

F. When a change is made to a pending case, the existing RFI due date will be recalculated if the current due date is less than 10 days from the original RFI due date (reference date).

1. Any unverified change reported on or prior to the reference date will generate an RFI that aligns with the case's timely action date. RFI due date will be 30 days from the application date (or next business day, if the 30th day is a weekend or holiday).

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MS 6400 [3]

Example: If income from Wal-Mart has an active RFI due date of February 2nd and an unverified paystub is added on January 26th, the RFI due date remains February 2nd. No new 10-day RFI will be generated.

2. Any unverified change reported after the reference date will generate a new 10-day RFI. The RFI due date is 10 days from the date eligibility ran (or next business day, if the 10th day is a weekend or holiday).

Example: Application submitted January 1st. Household composition is verified as of January 10th. On January 25th, the supervisor changed the status to “not verified.” System generates a 10-day RFI with a due date of February 5th. The application is processed on January 25th based on verified information. On February 5th, if verification is still missing, benefits are discontinued.

Note: Refer to MS 6710 for details on changes to pending applications.]

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MS 6410 [1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 6410 – R. 5/31/2026 – OMTL – 695 Verification Time Standards at Application

[Allow the household the appropriate length of time to provide verification as follows:

A. If the household is not eligible for expedited services, allow the household 30 calendar days from the date of application to return all mandatory verification.

1. If the 30th day is a workday, verification must be returned by the close of business that day.

2. If the 30th day is a non-workday (weekend or holiday), verification must be returned by the following workday. Benefits will be issued from the original date of application.

3. Allow the household to have a minimum of 10 calendar days (or the next workday if the 10th day falls on a weekend or holiday) on any subsequent Request For Information (RFI), to provide additional information in the following instances:

a. To verify conflicting or questionable information. Document in the case record why the information was questionable. If the individual cannot be reached to explain why further verification is required, document on the second, third, fourth, etc. RFI, why the verification provided previously was not accepted;

b. To provide information due to a change in the household's situation which occurred after the interview and the initial request; or

c. To provide additional information that the worker discovers is needed to make an eligibility determination after the interview and initial request.

4. When all mandatory verification is received, during the extended 30-day period, reactivate the case and process the application. The date of reactivation is the date all the mandatory verifications are received. Optional verification is not required.

Example: The individual returned all mandatory verification, identity, wages, etc., but they failed to return verification of rent. Reactivate the application using the date all mandatory verification was received and enter zeros for the rent (non-mandatory information). If the individual returns the rent information after the case has been disposed, process the information received as a change.

When optional verifications have been received, but mandatory verifications are still missing, do not reactivate the case until all mandatory information is received.

(volume-ii-snap)(page-263)Page 263#

MS 6410

[2]

Example: After the application is denied at 30 days, the individual returns verification of rent, wages, and child support, but fails to return all mandatory verification. Do not reactivate the application until all of the mandatory verification is received.

5. If the household returns requested verification during the extended 30-day period, after the application has been denied, and it is discovered household circumstances have changed, do the following:

a. Reactivate the case immediately and process;

b. Pro-rate benefits from the date verification is received; and

c. Enter a case change for the new information and issue an RFI requesting verification of the change, allowing the normal 10 days to return the verification.

If this is a Simplified Reporting (SR) household and the verification is not returned, the case cannot be closed unless it is one of the changes SR households are required to report.

6. When information is requested, be specific about the information needed. If income for the prior two months is needed, the original RFI should reflect the exact two months. If information is returned in the 30 days following the denial/discontinuance, use the same 2 months of verification. If the household returns all the requested information, process the application.

B. When a household applies for multiple programs, follow the normal procedure. However, advise the household that their due dates to return requested verification may be different, and they should make every effort to return the requested verifications for all programs by the earliest due date.]

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MS 6420

[1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 6420 – R. 5/31/26 – OMTL – 695 Issuance Time Standards at Application

Provide the household a timely opportunity to participate as follows:

A. [If the household is not eligible for expedited services, ensure that the household's benefits are available no later than the 30th calendar day following the date of application. If all mandatory verification has been provided, process the application by the 28th day to allow at least two days mailing time after approval for the household to receive benefits by the 30th day.

B. If the household is eligible for expedited services, provide benefits no later than the 5th calendar day following the date of application. Participating households must receive their Electronic Benefit Transfer (EBT) card in the mail no later than the 5th calendar day; allow two days for mail delivery. The count begins with the first day following the date of application. Refer to MS 6400 for additional information.

If the 5th calendar day falls on a weekend or holiday, the benefits must be made available by the next business day.

C. Households applying after the 15th day of the month are issued the initial or prorated month's benefits and the second month's benefits when the application is approved, except in the following situations:

1. Households determined ineligible for the first month but eligible for the second month receive only the second month's benefits when the application is approved;

2. Households eligible for zero benefits the first month, because the prorated allotment is less than the minimum allotment, receive only the second month's allotment when the application is approved.

D. For applications with severely delayed processing (more than 1 year) due to agency error, refer to MS 6790.]

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MS 6430 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6430 – R. 5/31/26 – OMTL – 695 Expedited Services Criteria

[Determine eligibility for expedited services during application prescreening. Households do not have to request expedited service to receive it and cannot waive the right to expedited service.

The following households are eligible for expedited services:

A. Households with liquid resources of $100 or less, and who:

1. Have gross monthly income of less than $150; or

2. Are destitute migrant or seasonal farm workers.

B. Households whose combined gross income and liquid resources are less than the household's actual monthly shelter expenses. Shelter expenses include rent or mortgage, electricity, fuel oil, coal, telephone, sewer, gas (natural or propane), wood, water, and garbage. Do not include taxes and insurance on the property in determining the household's shelter expense. If the applicant is eligible to use the Standard Utility Allowance (SUA) or Basic Utility Allowance (BUA), use the appropriate standard as the utility expense when determining eligibility for expedited services. If the household is not entitled to the SUA or BUA, use the actual utility expenses to make the determination.

C. Verification of noncitizen status is not required for expedited services. However, verification must be provided prior to determining ongoing eligibility.

If an individual requests expedited services but is not entitled to them, process the application as any other non-expedited services application.

There is no limit to the number of times a household may be certified under expedited procedures as long as, prior to each expedited certification, the household either completes the verification requirements that were postponed at the last expedited certification or was certified under normal processing standards since the last expedited certification.]

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MS 6450 [1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 6450 – R. 5/31/26 – OMTL – 695 Special Issuance Timeframes for Expedited Services

[The following special issuance timeframes exist for certain households eligible for expedited services:

A. If the household member is a resident of a Drug Addiction or Alcohol (DAA) treatment center, make the household's benefits available no later than five calendar days following the date the application was filed.

B. If the household member is a resident of a shelter for battered persons and children, make the household's benefits available no later than five calendar days following the date the application was filed.

C. If a telephone interview is conducted for a household and the application signature cannot be obtained by phone, the application must be mailed to the applicant for signature. The mailing time and the time the application is in the household's possession are not included in determining the time standards for expedited services. Expedited processing timeframes begin on the date the signed application is received in the local office. Enter the date the signed application is received in the Signature Date field. Make the household's benefits available no later than five calendar days after the signed application is received at the local office.

D. If prescreening procedures fail to identify a household as being entitled to expedited services and it is later discovered that the household is entitled, provide expedited services to the household within five calendar days of the date of discovery. Calculate the processing timeframes from the date it is discovered that the household is entitled to expedited services rather than from the date of application.]

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MS 6460 [1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 6460 – R. 5/31/26 – OMTL – 695 Assigning Certification Periods for Expedited Services

[The system-assigned certification periods for expedited applications with postponed verification cannot be changed.

A. Expedited applications with postponed verification taken on or before the 15th of the month are assigned a one-month certification period. A recertification interview must be completed by the last working day of the month in which the application is approved.

B. Expedited applications with postponed verification taken after the 15th of the month are assigned a two-month certification period. A recertification interview must be completed by the last working day of the last month of the certification period.

A recertification interview must be conducted. If the individual does not complete the recertification interview, the case is discontinued at the end of the certification period. If the individual reapplies, they are not eligible to receive expedited services for the reapplication month unless the household completes verification requirements that were postponed at the previous expedited certification.

C. If a household meeting expedited criteria provides all verification, the system assigns a normal certification period.]

(volume-ii-snap)(page-268)Page 268#

MS 6470

[1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 6470 – R. 5/31/26 – OMTL – 695 Delays in Processing

[If the household's eligibility and opportunity to participate are not provided within 30 calendar days following the date the application was filed, use the following procedures:

A. If the delay is caused by the household, and any of the following conditions apply, deny benefits for the month of application on the 30th day following the date of application or the date of the initial Request for Information (RFI), whichever is later:

1. The household failed to complete the application process.

2. The household failed to complete the application form.

3. One or more members of the household failed to agree to work registration after being informed of the requirement and given up to 10 days from the date of notification to agree to work registration for those members. Benefits are denied only for the member(s) who refuse to agree to work registration.

4. The household failed to provide mandatory verification when the worker provided all required assistance to obtain the verification, and when the worker allowed the appropriate amount of time on the RFI for the household to provide the verification.

5. For households that fail to make contact with the agency for their first scheduled appointment, the system sends a notice advising the household that they have missed their appointment and to request they reschedule the appointment within 30 days following the date the application was filed. If the household fails to contact the agency for the first interview and is rescheduled at the household's request after the 20th day but before the 30th day following the date the application was filed, the household must complete the interview, supply verification, and agree to work registration for all members by the 30th day.

6. All requests for the individual’s cooperation in completing the application process after the application is filed must be made in writing by sending an RFI to the household. All appointments must be scheduled on the appointment calendar, and the system will generate the appropriate notice.

B. If the delay is caused by the agency, and any of the following conditions apply, provide benefits to the household retroactive to the date of application, if eligible:

1. The agency fails to provide required assistance to the household;

2. The household completes all necessary actions timely, but the agency fails to complete the application process timely; or

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MS 6470

[2]

3. The agency fails to provide the household with an RFI, listing the required verification.

For applications with severely delayed processing (more than 1 year) due to agency error, refer to MS 6790.]

(volume-ii-snap)(page-270)Page 270#

MS 6475 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6475 – R. 5/31/26 – OMTL – 695 Reinstatement and Reactivation

A. Reinstatement

1. [Reinstate a case when it has been discontinued or denied due to agency error. This includes cases that are denied in error during the mid-review period when Form FS-2 SNAP Review and all required verification are provided by the designated due date per MS 6410 and MS 6480. Click the “Reinstate” button on the Case Summary screen and follow system prompts. Document the case thoroughly.] 2. A reinstatement should never pend, as it should never be initiated unless all information necessary to process the case has been provided. 3. When a case is reinstated, it is restored to the circumstances as they were at the time of discontinuance. If anything has changed, complete a case change after the reinstatement is complete. 4. Never reinstate an application that was correctly denied. If an application is correctly denied, it must be entered as a reapplication.

B. Reactivation

The Reactivate function assigns a new certification period and applies to applications and recertifications.

1. Reactivate a case when all mandatory verification has been provided, and a 30/60 is appropriate. 2. A reactivated case should never pend, as it should never be initiated unless all mandatory information has been provided. 3. If the case was previously pended for both mandatory and optional verification, the optional information should be removed so the case will not pend. 4. Click the “Reactivate” button on the Case Summary screen and follow system prompts. 5. If anything has changed, complete a case change after the reactivation is complete. 6. Document the case thoroughly.

The reactivate button will only be enabled during the 30/60 timeframe. SNAP verifications required on this screen will be only those that caused the case to deny. Other Requests For Information (RFI)s with a due date past the original due date will be displayed but will not be mandatory. After this period, the household must submit a new application, which is accessed via the “Reapply/Add Program” button.

Note: SNAP 30/60 policy does not apply to cases that have been denied as a result of an unverified case change.

(volume-ii-snap)(page-271)Page 271#

MS 6480

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6480 – R. 5/31/26 – OMTL – 695 SNAP Interim Review Overview

A. [Form FS-2, SNAP Mid-Review, is automatically generated to the appropriate households during the month before the midpoint of the household’s certification period.

Example: households with a 12-month certification period will receive Form FS-2 during the 5th month of certification.

If a household consisting entirely of elderly/disabled members without earned income is changed to include a non-elderly/disabled member or a member with earned income prior to issuance of benefits for the sixth month of the certification period, the household will then receive an FS-2 in the 5th month of certification.

B. Form FS-2 can be entered from the 25th day of the 5th month through the 17th day of the mid-review due month. If the form is not acknowledged by the 7th day of the mid-review due month, a notice is generated to inform the household that the SNAP case will discontinue unless the form and all necessary verification are provided and processed timely.

C. Determine the date the FS-2 was received as either the task received date or the date stamp on the form. If the FS-2 is received after the office closes, it is considered received the next business day. If the 17th day of the month the FS-2 is due falls on a weekend or holiday, the due date is extended to the next business day after the weekend or holiday.

D. If a blank FS-2 is received, meaning there is no signature and no questions have been answered, or if an FS-2 is received that has no signature and no changes reported, do not start the review. Generate a manual Request for Information (RFI) stating what is needed and the date the information must be provided to avoid discontinuance of benefits. Scan and file the original FS-2 into the Electronic Case File (ECF) and mail the original FS-2 and the RFI to the household.

E. If an FS-2 is received signed, initiate the review in Worker Portal and then:

1. Enter all changes reported on the FS-2 into the appropriate data collection screens. Enter the verification sources, if provided, run eligibility, and dispose of the case. 2. If verification is not provided, client statement is acceptable for the following elements unless questionable: a. household composition; b. residency; c. shelter expenses; and d. address. If not provided, request verification for income related fields, and run eligibility to generate an RFI to the household. 3. If no changes are reported, only navigate to the eligibility summary, run eligibility, and dispose the case.

(volume-ii-snap)(page-272)Page 272#

MS 6480 [2]

F. If an FS-2 is received that does not have a signature and changes were reported, process the FS-2, and navigate to the Pending Verification Summary screen to manually type in the RFI comments section that the FS-2 was received without a signature and request that the form be signed and returned. Scan the FS-2 into ECF and mail the original along with the RFI to the household.

G. The due date for the FS-2 when scanned into ECF will be the 15-day default task due date. A listing of FS-2s received for processing will be generated daily. This listing is to be used to monitor completion of the interim reviews.

H. IVR (Interactive Voice Response) allows individuals to initiate and submit no- change FS-2s through the Self-Service Portal (SSP). Worker Portal allows a SNAP Mid-Year Review to initiate through SSP if the following criteria are met:

1. The FS-2 is marked by Worker Portal as Review Required (status is updated by Worker Portal on the 25th of the previous month of the FS-2 due date), and 2. Individual age (as of IVR processing date) is greater than or equal to: a. 16 if Head of Household (HOH); or b. 18 if other than the HOH, c. The individual is eligible to receive benefits or ineligible due to not meeting technical eligibility criteria, such as refusing to provide a Social Security Number (SSN), etc. This does not include Intentional Program Violations (IPV). Excluded members, such as out-of- household, not a resident of KY, or an individual living in an ineligible facility, are not eligible to initiate a mid-review; and d. The date the FS-2 is initiated is on or prior to the 17th day of the mid- review due date month. If the 17th of the mid-review due date month is a weekend or holiday, the due date will be extended to the first business day following the weekend or holiday. I. If the individual indicates there are changes, they are advised to complete the FS-2 and upload the document, along with supporting documentation, through the SSP, or fax it to 502-573-2007. If they indicate no changes, they may proceed and sign via IVR.

Furthermore, when an FS-2 is initiated via the IVR, the same action cannot be performed in Worker Portal. If the individual does not agree to a voice signature, details are systematically loaded to the case, and the FS-2 is not processed. If the FS-2 is not completed by the last day of the mid-review due month, the case is discontinued.]

(volume-ii-snap)(page-273)Page 273#

MS 6485 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6485 – R. 5/31/26 – OMTL – 695 Snap Interim Review Process

A. If Form FS-2, SNAP Mid Review, is signed, select “Review” on the case summary screen:

1. If the individual reported changes, go to the “Data Collection” tab and select the section that corresponds to the reported change. Enter the verification if provided. 2. If verification of the reported change is not provided, it will be requested on the Request for Information (RFI). 3. Run Eligibility. B. If the received FS-2 does not have a signature: Navigate to “Manual Correspondence” on the “Correspondence” tab and manually type a notice stating that the review was received without a signature and to return the form with their signature. After scanning the FS-2, mail the notice and the original to the individual for signature.

C. If the received FS-2 does not have a signature and changes were reported: 1. Follow all steps in “A”; and 2. Navigate to the “Correspondence” tab and search for the RFI that was generated for the reported changes. Manually type in the comments that the review was received without a signature and return the form with their signature. After scanning the FS-2, mail the RFI and the original to the individual for signature.

D. The household may return verification by fax or other electronic means. If possible, use collateral contacts to assist the individual in getting the required information. When contacting collaterals, only request the information needed to process the action. Do not disclose the information is being used for SNAP purposes.

E. Once the review process is completed, benefits for the 7th month of certification will be issued on or before the household’s normal monthly issuance date.

F. If the household fails to return a complete FS-2, the case is automatically discontinued.

G. If the household fails to return all mandatory verification timely, the case is automatically discontinued.

H. If the case is discontinued because the agency did not receive the requested information and the recipient states they returned the information, review the case situation to determine if the case should be reinstated. Document in the case record the actions taken to process the case.

(volume-ii-snap)(page-274)Page 274#

MS 6485 [2]

I. If an individual contacts the agency to report the loss or non-receipt of Form FS-2, search the case in “Correspondence” for the previously issued FS-2. Then, reprint and mail the form, or give it to the individual if in the office.

(volume-ii-snap)(page-275)Page 275#

MS 6490

[1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 6490 – R. 5/31/26 – OMTL – 695 Snap Interim Review Verification Requirements

Review all information reported by the household on Form FS-2 SNAP Mid Review and update the case information if a change is reported. The household has until the 17th day of the month to provide the FS-2 and any required verification. If the 17th falls on a weekend or holiday, verification is due the first business day after the weekend or holiday.

The household’s statement is accepted for all changes except:

A. Changes in the source(s) of income, unearned income amount of more than $100 per household member, as well as changes in a household member’s employer, salary, or wage rate, and/or full or part-time employment status must be verified.

B. Income, or the lack of income, for any new adult household member.

C. Verify changes in the legal obligation to pay child support, including the amount of the obligation. Also, verify the amount of child support the household pays to individuals outside the household. Reported information that does not indicate a change is verified only if the information is incomplete, inaccurate, inconsistent, or outdated; and

D. Any questionable information.

[If verification of any questionable information is not received, the case will discontinue on the 17th day of the month.]

(volume-ii-snap)(page-276)Page 276#

MS 6500

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6500 – R. 7/15/26 – OMTL – 702 Overview of Recertification Time Standards

[At the expiration of the certification period, entitlement to SNAP ends. Establish further eligibility only when a completed application, an interview, and verification are provided. Do not continue benefits beyond the end of a certification period without a new determination of eligibility. All households keeping timely recertifications are entitled to uninterrupted SNAP benefits.

Use the following timeframes to process recertification applications based on whether the household makes a timely application:

A. If a household submits an application for recertification and meets the interview requirement by the 15th calendar day of the month, act on the recertification no later than the last workday of the month. Provide benefits to the household no later than its normal issuance date. If the household is not provided an opportunity to participate in the first month of its new certification period, the household is entitled to restoration of lost benefits.

B. If a household does not submit an application for recertification and/or complete interview requirements by the 15th calendar day of the month, act on the recertification no later than 30 days from receipt of the application; the household loses its right to uninterrupted benefits and maintenance of its normal issuance cycle. The household must be able to access their benefits no later than the 30th day from receipt of the application for recertification.

C. Consider a recertification from an expedited application timely if the application for recertification and an interview are completed within 15 calendar days of the initial approval or 17 calendar days if the Request for Information (RFI) is mailed to the household.

D. When a non-case decision (NCD) worker or any worker tries to dispose a case that pends for supervisor approval, a message will appear stating that a supervisor has to sign off on the case before it can be processed, and a supervisor task will be generated.

If the household fails to submit an application for recertification or the agency fails to act on a recertification application, the case is automatically discontinued on the last calendar day of the month.

For recertifications with severely delayed processing (more than one year) due to agency error, refer to MS 6790.]

(volume-ii-snap)(page-277)Page 277#

MS 6520 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6520 – R. 7/15/26 – OMTL – 702 Verification Time Standards at Recertification

For recertifications, the household must provide mandatory verification as follows:

A. [If a household submits a timely application for recertification, it has until the last business day of the month the recertification is due to provide the requested mandatory verification. Optional verification is not required.

B. If a household files a timely application for recertification but fails to return the requested mandatory verification by the end of the certification period, the case will be discontinued. If the requested mandatory verification is returned within 30 days following the end of the certification period, the case is reactivated as an application, and benefits are prorated from the date the requested mandatory verification is provided. The household does not have to reapply.

Example: An application for recertification is filed on April 10th and pends for mandatory verification. The household has until April 30th to complete the required action. The case discontinues on the evening of April 30th. The requested mandatory verification to process the case was received on May 6th. The application filed on April 10th is reactivated with benefits prorated from May 6th, and the household does not have to reapply.

C. If a household files an untimely application for recertification and fails to return the requested mandatory verification within 30 days, the case is discontinued. If the requested mandatory verification is provided within 30 days of the date of discontinuance, the case is reactivated as an application, and benefits are prorated from the date the requested action was completed and received. The household does not have to reapply.

Example: An application for recertification is filed untimely on April 20th and pends for mandatory verification from the household. The household has until May 20th to complete the required action. The case discontinued the evening of May 20th. The mandatory verification was provided on May 29th. The application for recertification filed on April 20th is reactivated as an application with benefits prorated from May 29th. The household does not have to reapply.]

Note: When optional verification has been received, but mandatory verification is still missing, do not reactivate the case until all mandatory verification is received.

(volume-ii-snap)(page-278)Page 278#

MS 6525 [1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6525 – R. 7/15/26 – OMTL – 702 Change Reported Prior to Processing Recertification

While a recertification is pending, handle reported changes as follows:

A. [If a household provides required verification at the time a change is reported, update the pending recertification with the changed information and verification. The change becomes effective when the recertification is processed.

B. For Changes to Timely and Untimely Recertifications: 1. If a household reports a change without verification, and the change is made with 10 or more days remaining before the 30th day, the RFI due date remains 30 days from the recertification initiation date (or next business day, if the 30th day is a weekend or holiday).

2. If a household reports a change without verification, and there are less than 10 days remaining before the 30th day, the RFI due date is 10 days from the date the change is initiated. (or the next business day, if the 10th day is a weekend or holiday).

Refer to MS 6710 for additional details on changes to pending applications.]

(volume-ii-snap)(page-279)Page 279#

MS 6530 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6530 – R. 7/15/26 – OMTL – 702 Issuance Time Standards at Recertification

[Use the following time standards for issuing benefits to recertified households:

A. If the household meets the criteria for a timely recertification, provide benefits by the household's normal issuance date.

B. If the household does not meet the criteria for a timely recertification, provide benefits no later than the 30th calendar day following the date the application is received. If the 30th day falls on a weekend or a holiday, ensure that the household's issuance is available no later than the first workday preceding the 30th day.

When information is requested, be specific about the information needed. If income for the prior two months is needed, the original Request for Information (RFI) should reflect the exact two months. If information is returned in the 30-day period following the discontinuance, the same two months of verification are used if the household returns all mandatory verification requested.

Whether the household submits a timely or untimely application for recertification, notify the household of its ineligibility or a decrease in benefits no later than the appropriate timely issuance day listed in this section.

For recertifications with severely delayed processing (more than one year) due to agency error, refer to MS 6790.]

(volume-ii-snap)(page-280)Page 280#

MS 6540 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6540 – R. 7/15/26 - OMTL – 702 Failure to Complete Recertification

[Households that fail to submit an application for recertification, or whose case is not processed by the last business day of the month the recertification is due, are automatically discontinued.

If a household is discontinued in error, click the “Reinstate button on the Case Summary Screen. Do not prorate benefits.

If a household fails to submit an application for recertification prior to the end of its certification period, and the household submits a new application during the following month, it is treated as a new application. If the household meets expedited SNAP criteria, provide them with expedited services. Prorate benefits from the date of application only if there is any lapse in the household's certification periods. If a migrant or seasonal farmworker household received SNAP benefits in the month prior to the application, do not prorate the benefits for the application month.]

(volume-ii-snap)(page-281)Page 281#

MS 6600 [1]

Volume 2 – Supplemental Nutrition Assistance Program MS 6600 – R. 7/15/26 – OMTL – 702 Assigning Certification Periods

Establish a definite period of time during which a household is eligible to receive benefits.

[Certification periods conform to calendar months. At initial application, the first month of the certification period is generally the month of application, even if the household's eligibility is not determined until a subsequent month, provided all eligibility criteria are met for the month of application.

At recertification, begin the certification period with the month following the last month of the previous certification period.

Certification periods are assigned as follows:

A. [A 4-month certification period is assigned to households that include an Able Bodied Adult Without Dependents (ABAWD) individual who is not disabled/incapacitated and does not include a member who is less than 14 years old. B. A 12-month certification period is assigned to households that do not meet the criteria for a four-month or a 36-month certification period. C. A 36-month certification period is assigned to households in which all adult members are age 60 or older and receive either Retired, Survivors, and Disability Insurance (RSDI) or Supplemental Security Income (SSI) with no earned income. Children with no earned income can be present in the home. A reminder notice of reporting requirements will be issued to these households in the 12th and 24th months of the 36-month certification period.

If a household meets expedited criteria and provides all verification prior to approval, assign a normal certification period.]

(volume-ii-snap)(page-282)Page 282#

MS 6705 [1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6705 – R. 5/1/26 – OMTL – 694 Simplified Reporting Households

All households are considered Simplified Reporting (SR) households and are subject to SR requirements. Households are only required to report when:

A. [Total gross (earned and unearned) monthly income exceeds the Federal Poverty Level (FPL) used to determine eligibility for their appropriate household size. For example, a household that is approved under 130 percent FPL must report when it exceeds 130 percent FPL. Households that are approved under 200 percent FPL must report when income exceeds 200 percent FPL; B. A member of the household, who is 18 through 64 and subject to Able Bodied Adults Without Dependents (ABAWD) requirements, begins to work less than 20 hours per week; or C. A member of the household receives substantial lottery or gambling winnings that may put the household over the resource limit. See MS 5000 for details regarding resource limits for households with and without an elderly or disabled member.]

These changes must be reported by the 10th of the month following the month the change occurred.

[Example: A household with no income approved under 130 percent FPL begins receiving income on May 12, causing gross monthly income to exceed the 130 percent FPL for their household size. The change must be reported by June 10.

Advise households they have the right to report other types of changes in their household that may impact their SNAP case but are not required to do so. For changes in household composition, households only have to report when the change in household size results in the household's gross monthly income exceeding the FPL threshold established for the last reported household size. The household must compare the income for the entire household to the FPL income guideline for the household size last reported.

Example: A household applies in May and reports three household members. In July, two more individuals moved in. If the recipient does not report this, they must compare the income of all five household members to the FPL threshold for a household size of three. If the recipient does report the change, then their household size will change to five and will be compared to the FPL threshold for a household size of five.]

Ensure recipients understand the differences in reporting requirements for each program. SR policy only applies to SNAP households and does not apply to Kentucky Transitional Assistance Program (KTAP) and Medical Assistance cases.

If a household voluntarily reports any change during the certification period, act on the change. Enter the change and request verification, if required. The change follows normal processing procedures. When a change is reported, all technical eligibility factors related to the change must be explored.

(volume-ii-snap)(page-283)Page 283#

MS 6705 [2]

Example: If a new member is reported, all technical eligibility questions, such as those relating to citizenship, received benefits out of state, must be asked.

[Note: Households with substantial lottery or gambling winnings won in a single game before taxes, or other withholdings that are equal to or greater than the maximum allowable financial resource limit for elderly or disabled members, are required to report their winnings.]

(volume-ii-snap)(page-284)Page 284#

MS 6707

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6707 – R. 5/1/26 – OMTL – 694 Simplified Reporting – Acting on Changes

[Use the following procedures to act on all changes reported to the agency, regardless of how they are reported.

A. Act on all changes in the SNAP case when they are reported directly to the agency by the household. This includes all programs.

B. If a household reports a change in income, and the new circumstance is expected to continue for at least one month beyond the month in which the change is reported, act on the change in accordance with policy outlined in MS 6750 and MS 6760.

C. If a household member moves from one household into another household, or becomes a separate household, remove the member from the first household to avoid duplicate participation.

D. Act on changes reported from any source, such as, but not limited to, the following:

1. The household; 2. A “Hotline” referral; 3. Other matches, such as the quarterly wage data match, prisoner match, and batch matches; or 4. When a household member receives substantial lottery or gambling winnings.

E. When a change is reported, enter the change on the system. A Request for Information (RFI) will be issued to verify the change, if necessary. When the requested verification is returned, enter the verification, and allow the system to process the change. If the verification is not returned, the system will act on the change in accordance with MS 6750 and MS 6760, as appropriate.

If enough information is not provided to enter the change on the system, and the household cannot be reached by telephone, click the “Unclear Information” button on the Case Summary screen to send an RFI requesting the individual contact the agency to verify information received by a third party or provide verification needed to process the change. Document the case thoroughly to explain why the Unclear Information button was used and what was requested on the RFI. Allow the household 10 days from the date the RFI is mailed to contact the agency or to provide the verification. If no contact is made and mandatory verification is not returned within 10 days, households with more than one or two members will automatically be discontinued or denied due to non-cooperation, and a Notice of Adverse Action will be mailed to the household. Households with one or two members will not discontinue; however, their monthly SNAP allotment will be reduced to the minimum monthly amount until their next recertification.

(volume-ii-snap)(page-285)Page 285#

MS 6707 [2]

System Inquiries, including Eligibility Advisor (EA), cannot be used as verification for income without first speaking with the individual to ensure the income is correct.

Example: On June 5, a match is received that an individual who is included in a five-member SNAP household is employed. The employer and wages are available to view on EA. Attempts to contact the individual by phone to ensure EA accuracy are unsuccessful, and EA cannot be used. An RFI is mailed to the household requesting verification of employment income. On June 15, the verification has not been returned, and the household has not made contact to discuss the RFI. The system will discontinue the SNAP case.

F. After cut-off, do not enter changes that affect the next month’s benefits when the case is due for a recertification in the next month.

The worker who receives the reported case change should document the reported change and the reason for the delayed action in case comments and upload any supporting documents to the Electronic Case File (ECF).

The worker completing the individual’s recertification interview is responsible for reviewing case comments and ECF prior to the interview and must enter the reported change as part of the recertification.]

(volume-ii-snap)(page-286)Page 286#

MS 6710 [1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 6710 – R. 6/1/26 – OMTL – 694 Reporting Requirements and Entering Changes for Pending Applications

Explain to the applicant their responsibility to report changes during the interview.

A. [All applicants must report changes as follows:

1. Changes related to eligibility and benefits that occur between the time an application is filed and the time of the interview must be reported at the certification interview.

2. Changes related to the household’s eligibility and benefits that occur after the interview but before approval of the application must be reported within 10 calendar days of the date of the Notice of Eligibility.

B. Changes must be completed using the following methods, regardless of which program for which the change is reported.

When a change is reported on a pending application in “Intake” mode, process as follows:

1. Enter the case via “Proceed to Verification.”;

2. Enter the appropriate information and verification. If verification is not provided, select “Not Verified.”;

3. Run eligibility. If verification is required, a new Request for Information (RFI) will be generated.]

C. Any unverified change reported on or prior to the reference date will generate an RFI that aligns with the case's timely action date. The RFI due date will be 30 days from the application date (or the next business day, if the 30th day is a weekend or holiday). The reference date is 10 days prior to the 30th day. 1. Any unverified information with an RFI due date that is the same as the case's timely action due date will be considered during application authorization.

2. Verification received by the timely action due date is used to determine eligibility and benefit amount for the initial application.

D. Any unverified change reported after the reference date will generate a new 10-day RFI. The RFI due date is 10 days from the date eligibility ran (or the next business day if the 10th day falls on a weekend or holiday).

1. All verifications received prior to case authorization are considered for eligibility and benefit calculation as part of the initial application.

(volume-ii-snap)(page-287)Page 287#

MS 6710 [2]

2. If benefits are approved without using unverified post-reference date information, this unverified information will be handled as “report a change” after application authorization, in line with change reporting rules.

Example: A SNAP application was submitted on November 15th, reporting income from Taco Bell, which was unverified. An RFI was issued with a due date of December 15th. On December 10th, the individual reports new income from Walmart, which is unverified. A new RFI is mailed with a due date of December 20th. On December 15th, the individual provided income verification from Taco Bell. The application was approved on December 15th, with Taco Bell income only. After approval, an RFI is issued for income verification from Walmart with a due date of December 20th.

E. Dispose of any program(s) not pending.

Note: Changes to pending applications must be entered via “Proceed to Verification” rather than “Report a Change”. If the information is entered via “Report a Change”, the system will generate an RFI allowing only 10 days to return all requested mandatory verification, causing the application to deny on the 10th day if the requested mandatory verification is not returned. This will result in the case being in error, as the applicant must have 30 days from the application date to return the mandatory verification requested on the original RFI.

(volume-ii-snap)(page-288)Page 288#

MS 6730 [1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6730 – R. 5/1/26 – OMTL – 694 Failure to Report Changes If it is discovered that a household failed to report a required change that would have caused the case to deny, initiate a claim against the household. If the discovery is made within the certification period, the household is entitled to a Notice of Adverse Action if its benefits are reduced or terminated. Do not hold a household liable because of a change in household circumstances that it is not required to report. See MS 6705 for Simplified Reporting household requirements.

(volume-ii-snap)(page-289)Page 289#

MS 6732 [1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6732 – R. 5/1/26 – OMTL – 694 [Death of Head of Household When the head-of-household (HOH) is reported as deceased, follow the policy below using normal processing procedures. A. If the HOH dies: 1. Perform a case change, enter the date of death and verification source for the deceased individual, run eligibility, and dispose to discontinue the current SNAP case; 2. If the remaining members wish to continue receiving SNAP, complete a new application in the name of the new HOH; 3. Issue a new Electronic Benefit Transfer (EBT) card in the new HOH’s, if needed; 4. All new benefits issued will be accessed with the new EBT account and card; and 5. Advise the household they may continue to spend any remaining benefits issued on the old EBT card until they are exhausted. Eligibility for benefits remaining on the deceased member’s card was previously determined for those members and therefore belongs to them.]

(volume-ii-snap)(page-290)Page 290#

MS 6735 [1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6735 – R. 5/1/26 – OMTL – 694 Worker Requirements for Acting on Changes in Medical Expenses [Households eligible for a medical deduction are encouraged to report medical expenses at the time of application, reapplication, and recertification. However, if a household voluntarily reports a change in medical expenses, it must be reported timely for a deduction to be allowed. To be considered timely, the change must be reported within the certification period in which the medical expense was incurred. Example: The household is certified from 1/1/25 through 6/30/25. The household incurs a medical expense on 4/15/25. To be considered timely, the household must report the expense before the end of the certification period (6/30/25).] A. Handle allowable medical expenses as follows if reported within the certification period: 1. Determine if the reported medical expense was incurred during the current certification period; 2. Enter the reported medical expense and any verification into the system the same day it is reported; 3. If verification is not provided, a Request for Information (RFI) is issued, allowing the household 10 days to provide the required verification; 4. If verification that would increase benefits is not provided within 10 days, the system will revert back to allowing the recipient their previously verified medical deduction. If verification, which would decrease benefits, is not provided within 10 days, the system will apply the client stated amount and take action to decrease benefits; or 5. If verification is provided within 10 days, enter the verification. The change will be effective in the next issuance. Allow the household the option to receive the entire deduction at one time (the next possible month), averaged over the remainder of the current certification period, or receive a deduction for each month an installment payment is due. B. Follow steps in item A, for handling allowable medical expenses reported at the recertification interview or within the last month of the certification period. Allow the household the option of considering the entire deduction in the first month of the new certification period, averaged over the new certification period, or receive a deduction for each month an installment payment is due. C. If the household reports an anticipated medical expense at the time of the certification, but is unable to verify, advise the household that the expense is allowed if the verification is provided during the certification period. Therefore, such reported expenses cannot be considered in the following certification period unless the verification is provided in the last month of the certification period in which the bill is reported.

(volume-ii-snap)(page-291)Page 291#

MS 6735 [2] D. [Do not act on changes to medical expenses during the certification period if they come from a source other than the household and require contacting the household to verify. Only act on changes in medical expenses if they come from a source other than the household, if those changes are verified upon receipt, and do not require contact with the household.]

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MS 6740 [1] Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 6740 – R. 5/1/26 – OMTL – 694 Worker Requirements for Acting on All Other Changes [Act on all changes reported to the agency in writing or by other means, such as contacting call services, in person, through the Self-Service Portal (SSP), or through a computer match. A. Enter the change on the system the day it is reported to determine if it affects the household's eligibility or allotment, except as outlined in MS 6750. 1. If verification is provided, enter the change and verification, run eligibility, and dispose the case. 2. If verification is not provided, enter the change and pend the case for verification. 3. If verification of a change that would increase benefits is not returned within 10 days, the system will revert to allowing the recipient’s previously verified information. 4. If verification of a change that would decrease benefits is not returned within 10 days, the system will apply the client's stated amount and decrease benefits. This does not apply to shelter or utility deductions. See MS 6765 for acting on changes of address and shelter. 5. If verification of a change that would deny or discontinue benefits is not returned within 10 days, the system will discontinue cases with three or more household members. Cases with only one or two members will not be denied or discontinued; they will instead receive the minimum benefit amount until the end of the certification period. Review all eligibility criteria to determine if any other elements are affected by the reported change. Example 1: The household reports that their earned income has been terminated. The household is receiving a childcare deduction. Review the deduction to determine if the household is still incurring the expense and if it is still eligible for the deduction. If not, end the childcare deduction. Example 2: The household reports a member’s loss of Retirement, Survivors, and Disability Income (RSDI) or Supplemental Security Income (SSI). Inquire about changes in medical expenses. B. Document the reported change. C. A Notice of Eligibility is generated to advise the household of the income and deductions considered in determining their eligibility and benefits. D. Take action to discontinue benefits before the next issuance when reliable information is received that the household is moving out of Kentucky. For a change to take effect the following month after being reported, the change must be completed by the monthly cutoff date. The cutoff date for the 1st monthly issuance is the 7th business day before the end of the month. To

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MS 6740 [2] calculate the cutoff date, count back from the last business day and exclude weekends and holidays. The date the change is reported is the date the agency receives the household’s written notification, or the date the change is reported to the agency. Provide a restoration or establish a claim due to agency error if the worker fails to take action on a change within the time limits, and incorrect benefits are issued. E. After cut-off, do not enter changes that affect the next month’s benefits when the case is due for a recertification in the next month. The worker who receives the reported case change should document the reported change and the reason for the delayed action in case comments and upload any supporting documents to the Electronic Case File (ECF). The worker completing the individual’s recertification interview is responsible for reviewing case comments and ECF prior to the interview and must enter the reported change as part of the recertification. Note: Refer to MS 6710 for details on changes to pending applications.]

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MS 6745 [1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6745 – R. 5/1/26 – OMTL –694 System Action on SNAP Changes with Missing Verification The system takes the following action when a SNAP change is reported by a member of the household and entered with no verification: A. After 10 days, apply a change that results in a decrease in benefits if the following items are not verified: 1. [Earned income, including self-employment, farm income, or boarder income; 2. Unearned income, including self-employment or farm income; 3. Medical expenses; 4. Dependent care expenses; 5. Resources; and 6. Entitlement to Standard Utility Allowance (SUA) or Basic Utility Allowance (BUA). Note: If an unverified change results in the discontinuance of benefits, only households with three or more members will be discontinued. One- and two- member households will receive the minimum monthly allotment until the end of the certification period.] B. After 10 days, ignore a change that results in an increase in benefits if the following items are not verified: 1. [Earned income, including self-employment, farm income, or boarder income; 2. Unearned income, including self-employment or farm income; 3. Medical expenses; 4. Dependent care expenses; and 5. Entitlement to SUA or BUA.] C. Shelter and actual utility expenses: if not verified, the system will count $0 regardless of whether the change would cause an increase or decrease in benefits. D. [After cut-off, do not enter changes that affect the next month’s benefits when the case is due for a recertification in the next month. The worker who receives the reported case change should document the reported change and the reason for the delayed action in case comments and upload any supporting documents to the Electronic Case File (ECF). The worker completing the individual’s recertification interview is responsible for reviewing case comments and ECF prior to the interview and must enter the reported change as part of the recertification. Note: Refer to MS 6710 for details on changes to pending applications.]

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MS 6750 [1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6750 – R. 5/1/26 – OMTL – 694 Acting on Changes Which Increase Benefits If a household reports a change that increases benefits, take the following action on the day the change is reported: A. [Enter the change on the system. B. If the change does not require verification, enter the change with client statement (CS) as the verification source. C. If the change must be verified, inform the household that verification of the change must be provided within 10 calendar days of the date reported. Enter the change to pend the case and issue a Request for Information (RFI) to the household. If the 10th calendar day falls on a weekend or holiday, the system allows the household until the next business day to provide the verification. D. If the household fails to provide the required verification within 10 calendar days, the reported but unverified information is not considered in allotment calculations. The system will revert to allowing the recipient’s previously verified amount. However, if verification is received at a later date, take action on the reported change no later than 10 days after verification is received. E. Do not increase benefits when a household's benefit from another means- tested program is decreased due to a failure to comply with requirements. See MS 5220 for instructions. F. A Notice of Eligibility is sent advising the household of action taken. Note: Refer to MS 6707 for information regarding acting on changes reported after cut-off that affect the next month's benefits when the case is due for recertification in the next month. See MS 6710 for additional details on changes to pending applications]

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MS 6760 [1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6760 – R. 5/1/26 – OMTL – 694 Acting on Changes Which Decrease Benefits [If a household reports a change that decreases benefits or makes the household ineligible, take the following action: A. Enter the change on the system. B. If the change does not require verification, enter the change using Client Statement (CS) as the verification source. C. If the change must be verified, inform the household that verification of the change must be provided within 10 calendar days of the date reported. Enter the change to pend the case and send a Request for Information (RFI) to the household. If the 10th calendar day falls on a weekend or holiday, the system allows the household until the next business day to provide the verification. D. The system acts on the change after 10 calendar days, effective with the allotment issued the month following the month the 10-day timely notice period expires, unless the household requests a fair hearing and continuation of benefits. E. If the action is taken without verification, advise the household that the missing verification must be supplied at the time of recertification. If there is a decrease in benefits, the household will be issued a Notice of Adverse Action informing them of the change. Regardless of whether verification is provided, a Notice of Eligibility is sent advising the household of action taken. F. If a verified change results in the discontinuance of benefits, only households with three or more members will be discontinued. One and two-member households will receive the minimum monthly allotment until the end of the certification period. Note: Refer to MS 6707 for information regarding acting on changes reported after cut-off that affect the next month's benefits when the case is due for recertification in the next month. See MS 6710 for additional details on changes to pending applications]

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[1] MS 6765 Volume 2- Supplemental Nutrition Assistance Program (SNAP) MS 6765 – R. 5/1/26 – OMTL – 694 Acting on Change of Address [When the household reports a change of address, take the following action: A. Update the address. 1. Add the new address start date on the Primary Applicant Address Information Screen with the date the household began residing at the new address. 2. Add the new physical address and a mailing address, if applicable. B. Verify household composition. 1. After the address is changed, the system will automatically navigate to the household composition screen, as it is required to verify household composition when an address change occurs. 2. Enter verification of household composition if it is available at the time of change. If no verification source is available at the time of change, enter as Not Verified to allow the case to issue a Request for Information (RFI) that will allow 10 days to provide the requested verification. C. Update shelter expenses. 1. Enter an “End Date” for all active shelter and utility expenses for the old address. 2. If the household received shelter and/or utility deductions at the previous address, inquire with the household about possible shelter and utility expenses at the new address. The household’s entitlement to these deductions begins anew with the change of address. 3. The “Begin Date” of the shelter deductions must be the same as or a later date than the “Begin Date” of the address; otherwise, the system will recognize that the shelter deductions are no longer allowable. 4. Enter verification of shelter expenses if verification is available, or enter the unverified client stated amount of reported expenses at the new address and allow the case to pend. An RFI will be issued requesting proof of the unverified expense. If the individual does not provide the requested verification within 10 days, their Supplemental Nutrition Assistance Program (SNAP) allotment will be recalculated without the deductions. Note: If the Standard Utility Allowance (SUA) was verified by receipt of the Low-Income Home Energy Assistance Program (LIHEAP), the household may still use LIHEAP as the verification source if the assistance was received in the prior 12 months and other technical eligibility factors are still met at the new address.

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MS 6765 (2) D. Residency is verified at application only. Do not verify residency at a change of address unless there is reason to believe the household no longer lives in Kentucky. E. Process and document the case change action(s). F. When individuals report a change of address, advise them to complete a change of address through the post office to ensure mail is delivered to the new address. G. When an individual reports they have moved out of state, it is essential to update the case with the new out-of-state address for all relevant members. Additionally, it is necessary to change the residency status to reflect the state of their new residence. Completing these steps will enable the individual to receive their discontinuance letter, which may be required for reapplication in their new state. Note: Refer to MS 6707 for information regarding acting on changes reported after the cut-off date that affect the next month's benefits when the case is due for recertification in the next month. See MS 6710 for additional details on changes to pending applications]

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MS 6770 [1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6770 – R. 5/1/26 – OMTL – 694 Providing Supplementals A household is eligible for a supplemental issuance based on a change if one of the following applies: A. A member is added, and the member is not a member of another certified household; or B. [There is a decrease of $100 or more in the household's gross monthly income. For active cases, at case change or recertification, when a change is reported, enter the date the individual became aware of the change and the date the individual reported the change. If the change was reported untimely, staff should re-run eligibility from the first day of the month the individual became aware of the change. If benefits are owed to the household for any of the previous months, they will be shown on the Underpayment Discrepancies screen after running eligibility. Once the case is disposed, the system will automatically issue the supplemental payment to the individual.] Manual supplemental requests are completed through Benefit Management and automatically create a task for supervisor review. If a change is reported on or before the 20th calendar day of the month and verification is provided timely, authorize supplemental benefits beginning the month the change was reported. If the change is reported after the 20th calendar day of the month and verification is provided timely, authorize supplemental benefits beginning the month the change should have been effective. If required verification is not provided timely, authorize supplemental benefits beginning the month following the month verification is provided. [The “Replacements, Supplementals, and Restorations” report captures all related manual and system-issued tasks and captures actions initiated by staff. The report is posted on the 4th workday of each month, reporting information for the previous month. It can be accessed on the system via the “Tools” tab. Regional office staff is to review and annotate this report by the 20th of each month and forward the annotated report to the Nutrition Assistance Branch Inbox.]

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MS 6780 [1] Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 6780 – R. 5/1/26 – OMTL – 694 Overview of Public Assistance Changes Affecting SNAP Cases Public Assistance (PA) SNAP households have the same reporting requirements as any other SNAP household. PA households that report a change in circumstances in their PA case are considered to have reported the change for SNAP purposes. The household is not required to submit separate sets of verification for each case. [Notify SNAP households whenever their benefits are adjusted as a result of a change in PA benefits. Reduce or remove the PA grant(s) from the SNAP case, effective with the next appropriate issuance. Note: When an individual is required to report hours monthly for a work participation requirement in another program, and monthly income is included with verification, it is not appropriate to update the individual’s income monthly unless there is a substantial change. See MS 6705 for details regarding simplified reporting households. Example: A self-employed individual is required to provide hours worked monthly for Kentucky Transitional Assistance Program (KTAP) participation and includes his monthly income on the statement. Self-employment income is calculated by averaging the prior 12 months or averaged from the date the individual began working, if less than 12 months. Updating the income monthly is not an accurate representation of the individual’s average monthly income.]

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MS 6790 [1] Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 6790 – R. 5/1/26 – OMTL – 694 SNAP Restorations [When a household receives fewer benefits than it is entitled to receive and the household did not cause the loss, restore those benefits which were lost, regardless of whether the SNAP case is active or inactive. Restorations are completed based on what the household should have received if the case had been processed correctly. Restorations are completed through Benefit Management.] A. Process SNAP restorations within 30 days from the date of discovery, even if the household is not currently eligible. Complete calculations on form FS-103, SNAP Worksheet, and enter the amount owed on the system. B. Do not restore benefits for any period of time more than 12 months prior to whichever of the following occurred first: 1. The date the agency received a request for restoration of benefits from the household; 2. The date the agency is notified or discovers that the household lost benefits; or 3. The date the request for a fair hearing was received. C. While there are situations when the amount restored may cover a period of time greater than one year, the determination of the amount of benefits to be restored can go back no further than 12 months prior to the date indicated above. Example: A participating household requests a restoration of benefits for a 12-month period. It takes two months to establish the household's entitlement. The household would receive restoration for more than 12 months. D. [Use up to the entire amount of any restorations to offset already established claims. Do not delay issuing a restoration to allow time for a claim to be established.] E. For each month affected by a SNAP benefits loss, determine if the household was actually eligible. If the case file contains no documentation that the household was eligible, send form PAFS-2, Application Letter, or Notice of Expiration to the household to request information to determine eligibility for the month in question. For each month the household cannot provide the necessary information to demonstrate its eligibility, consider the household ineligible for a restoration. F. [To issue a restoration, navigate to “Manual Issuance Request” via “Benefit Management” in Worker Portal.] 1. To issue a one-time restoration, enter the correct amount as a lump sum. The restoration is processed as a single payment during the daily issuance

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MS 6790 [2] cycle. If only one payment is to be made, make sure the amount is entered as a lump sum. 2. If the household requests monthly installments, enter the monthly restoration amount and the benefit begin and end dates. The monthly restoration amounts issue at first issuance for the months entered, whether the case remains active or inactive. G. A restoration can be issued if benefits are denied. [Example: Case denied on 9/24; on 2/25, it was determined that an agency error occurred and the household was eligible for benefits for 9/24.] H. Restoration issuances pend for supervisor approval. Once the restoration has been entered, a task will be generated for the supervisor to review. I. [The “Replacements, Supplementals, and Restorations” report captures all related manual and system-issued tasks and captures actions initiated by staff. The report is posted on the 4th workday of each month, reporting information for the previous month. It can be accessed on the system via the “Tools” tab. Regional office staff is to review and annotate this report by the 20th of each month and forward the annotated report to the Nutrition Assistance Branch Inbox.]

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Volume II OMTL-686 Supplemental Nutrition Assistance Program R. 12/15/25 MS 7000 REQUIRED VERIFICATION AT APPLICATION (1) Require the following verification for all initial applications that are not eligible for expedited services. Do not require the applicant to reverify information the agency already has unless there is reason to believe that the information possessed by the agency is inaccurate, incomplete, or inconsistent. If the household is required to return information, advise them not to wait until the final due date to return their information, as this may delay the receipt of benefits. Inactivity of a case for more than 60 days deems verification as outdated, and current verification must be obtained unless the verification currently in a case record is dated specifically for the application time period: Example 1: A case is discontinued on June 10, 2021. The individual reapplies on September 18, 2021, and requests the PAFS-76 in the prior case record be used as verification of residency. This exceeds the 60-day time period, and current verification must be provided. Example 2: The same situation as above, but the previous case contained a lease that is for the time period of January 1, 2021, through December 31, 2021. The lease can be used as it is for the current time period. A. [GROSS NONEXEMPT INCOME. Verify all income before initial certification. Complete inquiries on all available programs and system verification sources, i.e., BENDEX, SDX, Eligibility Advisor (EA), Program 48, 4B-Unemployment Insurance Benefits (UIB), and the Department of Child Support Services (DCSS) External Search if children are or have been in the home for all adult household members. Example 1: An applicant applies for themselves and 3 children and states the children do not receive child support. Inquire DCSS External Search to ensure the household is not receiving child support through the DCSS. Example 2: An applicant states they were recently laid off from their job. Inquire Program 4B-UIB to determine if they have applied for, or are receiving, UIB. Please see Vol. I, MS 0131, for acceptable Electronic Income Verification (EIV).] Furthermore, SDX cannot be used as a source of income verification for RSDI or VA, as it is not an accurate source for “other” income. When requesting separate household status due to inability to purchase and prepare meals, the elderly and disabled individual or representative is responsible for obtaining the cooperation of the individuals with whom they reside in providing the necessary income information about them. Verify termination of employment that occurred within 30 days of the date of the SNAP application to determine the date the last pay was received, and if a voluntary quit disqualification applies.

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MS 7000 (2) Verify the lack of income for all adult household members by form PAFS-702, Proof of No Income, written statement, or a collateral contact (CC). The verification must be completed by an unrelated individual who does not live in the same SNAP household as the member. An in-depth interview is conducted so that sufficient information is obtained concerning each member and the household’s situation to ensure an accurate eligibility determination can be made: [Example 1: An Individual reports they have no income but pays rent and utility expenses. Inquire all system verification sources, i.e., BENDEX, SDX, EA, Program 48, 4B–UIB, and DCSS External Search, if children are or have been in the home. Question the individual about how they are paying bills with no income. Require verification of the lack of income for all adult household members. Example 2: An individual states their spouse pays child support. They also state their spouse has no income. DCSS External Search inquiry verifies that the spouse is making regular child support payments. Question the individual to determine how their spouse is paying child support with no income. Require verification of the lack of income for the spouse as well as all other adult household members.] Refer to MS 7020 for a list of what is considered questionable information. B. HOUSEHOLD SIZE COMPOSITION. Verify household size and composition at every application. Verification must list EVERY household member. C. [SHELTER EXPENSES. Verify the amount of any shelter expense, such as utilities, entitlement to SUA/BUA, rent, mortgage, property taxes, homeowners’ insurance, or telephone expense.] Acceptable sources of verification include written statements, receipts, bills, and ‘CC’. D. ACTUAL UTILITY EXPENSES. Verify an actual expense for a household. If the actual expenses cannot be verified within 30 days, the unverified expense is not allowed. Any utility expense for an unoccupied home must be verified. E. MEDICAL EXPENSES. Verify the amount of any medical expense, including the amount of reimbursement, if the household wishes to claim medical expenses. Verification of other factors, such as the allowability of services provided or the eligibility of the person incurring the cost, is required if questionable. F. RESIDENCY. Residents of Kentucky who are either Expanded Categorically Eligible (ECE) or Categorically Eligible (CE) have met the residency requirement, and no additional verification is needed. Residency should only pend for individuals who are not ECE or CE.

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MS 7000 (3) When a resident of Kentucky has a home address served by a postal district in a border state, enter the abbreviation for that state in the “State” field of the home address. Document the address situation in case comments. G. IDENTITY. Verify the identity of the person making the application. In instances where a representative applies on behalf of a household, verify the identity of both the representative and the head of household. Identity is verified by readily available documentary evidence or, if this is unavailable, by a ‘CC’. Examples of acceptable documentary evidence include a driver's license (it does not matter if the license has expired), work or school ID, an ID for health benefits or for other assistance or social services program, a voter registration card, wage stubs, or a birth certificate. Accept any documents that reasonably establish the applicant's identity and impose no requirement for a specific type of document, such as a birth certificate. NOTE: Eligibility Advisor (EA) cannot be used to verify identity for SNAP. H. [ALIEN STATUS. Verify eligible alien status for any person in the household who is not a United States citizen. Refer to MS 2910 for the list of acceptable documents used to determine alien status. Aliens must meet qualified alien status outlined in MS 2900, Item 1, and special SNAP benefits criteria outlined in Item 2, to be eligible for SNAP benefits.] I. STUDENT STATUS. Verify eligible student status for any persons in the household 18-49 years of age enrolled at least half-time in an institution of higher education. Student status is verified through readily available documentary evidence. Examples of acceptable documentary evidence are, but are not limited to, school records or a ‘CC’ with the school’s admissions office. J. [LEGAL CHILD SUPPORT. Verify all legally obligated child support payments that were paid to individuals outside the household during the past three months. Verify the legal obligation to pay and the obligated amount of child support through documents such as a court order, administrative order, or a legally enforceable separation agreement. Verify amounts paid with cancelled checks, wage withholding statements, verification of withholding from unemployment compensation, and statements from the custodial parent regarding direct payments or third-party payments the noncustodial parent pays or expects to pay on behalf of the custodial parent. If payments are made through DCSS, use the DCSS External Search inquiry to verify the legal obligation and the payments.] K. DEPENDENT CARE. Verify the actual cost for each dependent. When a flat rate is charged for more than one dependent, request a breakdown of the expense from the provider; consider the total amount only when the amount of the expense per dependent cannot be obtained. Verification must include the names of the dependents provided care and the amount billed for each. If the household does not verify the expense, the deduction is not allowed. L. DISABILITY. The following verification is required for the types of disability defined in MS 2000.

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MS 7000 (4) 1. For individuals in items A or B of MS 2000, the household must provide proof that the disabled individual is receiving benefits under one of the mentioned titles of the Social Security Act. 2. For individuals in item D of MS 2000, the household must provide proof that the individual receives a Railroad Retirement disability annuity from the Railroad Retirement Board and has been determined to qualify for Medicare. 3. For veterans in item E of MS 2000, the household must present a statement from the VA that clearly indicates that the disabled individual is receiving VA disability benefits for a service-connected or non-service- connected disability and that the disability is rated as total or paid at the total rate (100%) by VA. 4. For individuals in items F and G of MS 2000, the household must provide proof that the disabled individual is receiving VA disability benefits. 5. For individuals in items C or H of MS 2000, if it is obvious that the individual has one of the listed disabilities in H, document the case accordingly. If the disability is not obvious, the household must provide a statement from a physician or licensed/certified psychologist, stating the individual has one of the listed disabilities. 6. For individuals in item I of MS 2000, the household must provide proof that the disabled individual receives disability related medical assistance under Title XIX of the Social Security Act. 7. For those elderly and disabled persons unable to purchase and prepare meals, verify the disability as follows: a. If it is obvious the individual is unable to purchase and prepare meals because of one of the listed disabilities in MS 2000 or because it is obvious they suffer from a severe physical or mental disability, even if not one of those listed, consider disabled and document the case accordingly. b. If the disability is not obvious, verify the disability by requiring a statement that the individual, in the physician's or psychologist's opinion, is unable to purchase and prepare meals because they suffer from one of the non-obvious disabilities or they suffer from some other severe, permanent physical or mental disability. M. If initial verification provided by the individual is considered questionable and the worker requests additional verification, annotate in comments the reason the additional verification was requested: Example: An individual provides a current lease listing the individual and their spouse as household members; however, the individual states that a child also lives with them, additional verification of household size would be required.

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MS 7000 (5) N. Client statement is not used as a verification source if the household can provide original verification or a collateral contact to verify the household situation. If the individual and worker have exhausted all avenues of obtaining verification, the client’s statement is accepted as a last resort. Document in the case comments why the client’s statement was accepted in place of other verification. O. DISQUALIFICATIONS. The system does not display any current disqualifications until eligibility has been run on the case. P. SCHOOL ENROLLMENT. Verify school enrollment using client statement at application, recertification, and member add for a child aged 17 and younger. If the child aged 17 and under has earned income, client statement is an acceptable source of verification for both school enrollment and earned income unless there is a reason to doubt. NOTE: If a verification source is entered for another program, DO NOT change the verification source. Document to explain the source was previously entered for another program.

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Volume II OMTL-638 Supplemental Nutrition Assistance Program R. 11/1/23 MS 7010 EXPEDITED VERIFICATION Obtain as much verification as possible, but do not delay the certification of the household if it is unlikely that the verification can be obtained within the timeframe to provide expedited benefits. This includes requests or pending information from the Disqualified Recipient Subsystem (DRS). [A. At a minimum, verify the applicant's identity by a collateral contact or readily available documentary evidence. Acceptable documentary evidence includes, but is not limited to, a driver's license (it does not matter if the license has expired), work or school ID, voter registration card, birth certificate, rent receipt, or any document that can reasonably establish the applicant’s identity.] B. Require each applicant to register for employment unless otherwise exempt. 1. If the applicant claims physical or mental disability and the disability is evident, the worker must provide a detailed description of the individual’s disability or incapacity in case comments. 2. [If the disability is not evident and the applicant refuses to work register, request verification of the disability or incapacity. If the verification is not provided within the expedited services timeframe, postpone the verification. See Volume IIA, MS 1650 (C), for acceptable verification of disability.] 3. If the household designated a representative to apply on its behalf, the representative completes the appropriate work registration forms for the head of household. C. When the household does not provide a collateral contact or otherwise provide verification of identity within the expedited services timeframe, the case reverts to the 30-day processing standard. The household also loses the right to postpone verification of other eligibility factors and the right to the special income exclusions for destitute households. If the needed verification is later provided, process the case within 30 days from the date of application. D. The following is required at the time of application but may be postponed if the application is expedited: 1. [Make all reasonable efforts to verify the household's income and all other items of mandatory verification within the expedited processing standards. However, except for identity, do not delay benefits beyond the time standards solely because these items of mandatory verification are not provided. Accept client statement as verification of resources.] 2. Postpone verification of actual utility expenses if the household is not entitled to SUA or BUA or the telephone standard and any utility expense for an unoccupied home regardless of entitlement to SUA, BUA

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MS 7010 2 or actual expenses if the application is expedited and the verification cannot be obtained within the expedited services timeframes. This includes rent or mortgage expense, any separately billed property taxes and homeowner's insurance, and entitlement to the Heating and Cooling Costs/SUA or the non-heating and non-cooling costs/BUA as appropriate. If the household is entitled to use an actual utility expense or expenses for an unoccupied home and fails to verify the expense within the expedited services timeframes, allow the unverified expenses. If the household fails to verify the expenses within 30 days from the date of application, do not allow the household a utility expense for any unverified utility expenses. 3. Homeless households which state that they have incurred or reasonably expect to incur a shelter cost for the month may select the homeless standard allowance. Verification of the household's shelter expense is not required unless the household's statement is questionable. 4. Ask the household to provide or apply for social security numbers (SSN) prior to certification. If the household is unable to provide the required SSN, allow 30 days from the first day of the first full month of participation to apply for or provide the SSN. Providing this requested information is voluntary; however, failure to provide an SSN will result in the denial of food benefits to the individual failing to provide an SSN. Staff should advise applicants of this provision at initial certification and member add. Household members denied for this reason are considered excluded members. For newborns, the household must provide an SSN or proof of an application for an SSN at its next recertification or within 6 months after the month the baby is born, whichever is later. 5. Attempt to register the head-of-household and all other household members for work, unless otherwise exempt. a. An application can be approved for expedited benefits once the head-of-household work registers, leaving the other members' work registration pending. b. Do not delay expedited benefits for verification of questionable work registration exemptions 6. [Do not require the applicant to verify information the agency already has unless there is reason to believe that the information possessed by the agency is inaccurate, incomplete, or inconsistent. Verification documents provided by the individual less than 60 days from date of application can be used if the individual states no change in circumstance. When the postponed verification is later provided, determine if the household was entitled to the benefits that were calculated based on

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MS 7010 3 the best available information provided by the individual. If there is no evidence that information was withheld, no claim exists. In the instance of a system error or worker error that causes erroneous benefits to be issued, or it is determined that the household withheld information in order to receive more benefits than they were entitled to receive, a claim is pursued.]

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Volume II OMTL-511 Supplemental Nutrition Assistance Program R. 6/1/17 MS 7020 VERIFICATION OF (1) QUESTIONABLE INFORMATION To be considered questionable, the information on the application must be inconsistent with statements made by the applicant, with other information on the application or previous applications, or with information received from other sources. When determining if information is questionable, base the decision on each household's individual circumstances. If information is considered questionable, verification is required for: A. [HOUSEHOLD SIZE AND COMPOSITION. Factors such as boarder status and separate household status require independent verification. Individuals who claim separate household status are responsible for proving the claim. Hotline calls which report that other members are in the household that are not listed on the application, require independent verification of household size.] B. INCOME/EXPENSES. A household's report of expenses which exceed its income is questionable. Example: A household who reports no income but is still managing to pay bills, justifies further verification. However, this circumstance is not sufficient grounds for a denial. Instead, explore with the household how it is managing its finances, whether the household receives excluded income or has resources, and how long the household has managed under these circumstances. C. DEDUCTIBLE EXPENSES. A household’s report of shelter costs for a home that is temporarily unoccupied because of employment or training away from the home, illness, or abandonment caused by a natural disaster or casualty loss are responsible for providing verification of the expense, if the expense would result in a deduction. If a deductible expense must be verified and obtaining the verification may delay the household's certification, tell the household that their eligibility and benefit level may be determined without providing a deduction for the claimed, but unverified expense. The expense will be allowed after the verification is provided. D. FOOD LOSS. Repeated requests for replacements from the same household may be considered questionable and require independent verification such as a written statement from a collateral contact, landlord statement, receipt of new appliance, or an appliance repair receipt. E. [LIQUID RESOURCES AND LOANS. When verifying that income is exempt as a loan, a legally binding agreement is not required. However, a contract or written statement signed by both parties that have the basic parts of a loan contract is acceptable. The loan document must consist of an offer and acceptance that is made, full and complete terms, and a consideration. If the household receives payments to meet expenses on a recurring or regular basis from the same source for more than three months, but claims the payments are loans, the provider of the loan may complete and sign form PAFS- 73, Verification of Contributions-Loans-Roomer/Boarder Status or sign a written statement. A written statement from the provider of the loan is acceptable IF it includes the offer and acceptance along with the full and complete terms of the loan and consideration. If form PAFS-73 is not completed and signed, showing that repayments are being made or that payments will be made in

(volume-ii-snap)(page-312)Page 312#

MS 7020 (2) 2 accordance with an established repayment schedule, consider the money as income to the household. Accept the client statement as verification of liquid resources. [Resources that are at or the resource limit are considered questionable and and must be verified. Before requesting verification, inquire the Eligibility Advisor (EA). If EA returns no bank accounts or returns accounts but does not verify the balances, appropriate verification must be requested.]

(volume-ii-snap)(page-313)Page 313#

Volume II

OMTL-686 Supplemental Nutrition Assistance Program R. 12/15/25

MS 7030 REQUIRED VERIFICATION AT RECERTIFICATION (1)

At recertification, review all information and update verification if a change is indicated. If the household is required to return information, advise them not to wait until the final due date to return their information, as this may cause a delay in the receipt of benefits. At a minimum, verify the following:

A. [All gross nonexempt income. As a part of the recertification, any Income and Eligibility Verification System (IEVS) "hits" must be resolved.

Complete inquiries on all system verification sources, i.e., BENDEX, SDX, Eligibility Advisor (EA), Program 48, Program 4B-Unemployment Insurance Benefits (UIB), and the Department of Child Support Services (DCSS), External Search if children are or have been in the home for all adult household members.]

Please see Vol. I, MS 0131, on acceptable Electronic Income Verification (EIV).

B. Verify the lack of income for each adult household member by form PAFS-702, Proof of No Income, written statement, or a collateral contact. Form PAFS-702 must be completed by an unrelated individual not living in the same SNAP household as the member.

[Complete inquiries on all system verification sources, i.e., BENDEX, SDX, EA, Program 48, Program 4B-UIB, and DCSS External Search, if children are or have been in the home for all adult household members claiming no income.]

C. Household composition. Verification must list EACH household member.

D. Any questionable information.

E. Actual costs incurred by the household for allowable dependent care expenses.

F. [Changes in the legal obligation, including the amount of the obligation, and the amount of child support the household pays to individuals outside the household. Reported information that has not changed is verified only if the information is incomplete, inaccurate, inconsistent, or outdated. If payments are made through DCSS, use the DCSS External Search inquiry to verify the legal obligation and the payments.]

G. Actual utility expenses, if the household incurs only one type of utility expense or any utility expenses for an unoccupied home.

H. Medical expenses, if the source or the total allowable amount for the household has changed by more than $25.

I. SCHOOL ENROLLMENT. Verify school enrollment using client statement at application, recertification, and member add for a child aged 17 and under.

If the child aged 17 and under has earned income, client statement is an acceptable source of verification for both school enrollment and earned income, unless there is a reason to doubt.

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MS 7030 (2)

NOTE: Except for items A-H above, do not require the applicant to re-verify information the agency already has unless there is reason to believe that the information possessed by the agency is inaccurate, incomplete, or inconsistent.

If the household does not provide the requested verification of the expenses in items E through H, the recertification is processed, but the deduction is not allowed.

(volume-ii-snap)(page-315)Page 315#

Volume II OMTL-478 Supplemental Nutrition Assistance Program R. 12/1/14 MS 7040 VERIFICATION OF CHANGES (1) [Verify and process case changes reported during the certification period according to the procedures for acting on changes.] Verify medical expenses only if the source or the total allowable amount for the household has changed by more than $25. Verify reported changes in the legal obligation, including the amount of the obligation, and the amount of child support the household pays. [Verify a reported change in household composition.]

(volume-ii-snap)(page-316)Page 316#

Volume II

OMTL-642 Supplemental Nutrition Assistance Program R. 1/15/24

MS 7050 SOURCES OF VERIFICATION (1)

Verify information provided by the household by the following sources:

A. [DOCUMENTARY EVIDENCE. Use documentary evidence as the primary source of verification for all items in which verification is mandatory. The agency shall also accept verification from collateral contacts so long as the collateral contacts can provide accurate third-party verification.

When requesting verification of information from the household, first request that verification be provided by the original source or service provider before exploring alternate sources. A collateral contact call to the service provider can be used as documentary verification. This is the procedure that Quality Control (QC) uses when reviewing a case for accuracy.

For example: A landlord, or property manager are the best sources of rent verification. An employer or manager is the best source of employment verification. A collateral contact call to the original source can be used to obtain documentary verification.

Documentary evidence is written, or verbal confirmation of a household's circumstances. Examples include, but are not limited to: computer matches, social security cards, wage stubs, related tax forms for individuals with self- employment income, rent receipts, utility bills, or medical bills. Acceptable verification is not limited to any single type of document and is obtained from the household or other source. The household is not required to personally present verification at the food benefits office.]

For example: Tip income may be verified by a daily log, kept by the individual, of actual tips received. Alternatively, the allocated tip amount listed on pay stubs may be used, but ONLY if the individual states that this amount is representative of the actual tips received.

Whenever documentary evidence cannot be obtained or is insufficient to make a firm determination of eligibility or benefit level, use alternate sources of verification such as those listed in the remainder of this section.

For example: Documentary evidence is considered insufficient when the household presents pay stubs which do not represent an accurate picture of the household's income or if provided verification appears falsified.

Please see Vol. I, MS 0131, on acceptable Electronic Income Verification (EIV).

When verifying pensions and statutory benefits such as RSDI, SSI and VA, for the first time or in the event of change, verification from the provider must be obtained. This includes benefit award letters, or online computer matches. Furthermore, computer match sources intended to verify one income type cannot be used to verify another income type.

(volume-ii-snap)(page-317)Page 317#

MS 7050 (2)

For example: a computer match source intended to verify SSI cannot be used to verify RSDI.

In instances of mass change, when all recipients of the benefit will receive a raise, DO NOT use the check to verify the increase. Contact the authorizing agency to verify the new benefit amount and any deductions.

Below are example scenarios of how to consider provided verification:

Example #1: An individual applying for SNAP reports they incur rent/mortgage and utility expenses. The worker should ask for verification from the original source first (landlord, banking institution, utility company) before using an alternate source of verification.

Example #2: An individual provides a PAFS-76 with the intent to verify household composition and shelter expenses; however, the question “Are you the manager or landlord” is unanswered. This makes the shelter expense section questionable. Staff should attempt to contact the individual who completed the form to confirm whether or not they are the landlord. If they cannot be reached, the form is still acceptable to verify household composition, but the worker will need to request additional verification of shelter expenses and explain the discrepancy on the Request For Information.

Example #3: An individual applying for SNAP reports they have wages but is working under a different name and/or social security number (SSN). As a result, the name and/or SSN on the check stubs provided to verify their wages do not match the name and/or social security number with which they are applying. In this situation, the household should be allowed to provide verification to explain the discrepancy, such as a written statement or collateral contact to verify it is the same person.

B. [COLLATERAL CONTACTS. The agency shall use collateral contacts as documentary evidence for verification if such verification is acceptable and would result in better service to the household. Acceptable collateral contacts are individuals outside the SNAP household who have knowledge of the household’s circumstances. While acceptable collateral contacts cannot be restricted to a particular individual, staff must always attempt to get verification from a primary source such as service provider or employer before exploring other sources or contacts.

When using collateral contacts for verification, case notes should include the telephone number and the name of the person that provided the verification.]

[Examples of acceptable collateral contacts include but are not limited to employers, landlords, social service agencies, community action agencies, migrant service agencies, neighbors of the household or other persons outside the household. When using relatives as contacts for verification purposes, immediate family members should not be used for verification of zero income.]

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MS 7050 (3)

Note: An Authorized Representative can be used as collateral contact, provided they are not making application on behalf of the household.

Rely on the household to provide the name and phone number of any collateral contact. Staff cannot use a collateral contact if the collateral contact cannot be expected or is unable to provide accurate third-party verification. If a collateral contact is deemed unacceptable, require the household to designate another collateral contact or explore alternate verification sources. The household may request assistance in designating a collateral contact.

Once an acceptable collateral contact is designated, the worker is responsible for obtaining verification from the collateral contact. When making contact, only request the information needed to process the application. Do not disclose that the information is being used to obtain food benefits. If the collateral contact will not provide the requested verification, do not immediately deny/discontinue the case. Ask the household for another means of obtaining the information.

Households with irregular income that could not be verified at certification must be told that form PAFS-121, Irregular Work Form, or comparable verification must be presented at the next recertification interview.

C. Home visits are to be used on a case-by-case basis and may be used as verification only if documentary evidence or collateral contacts cannot be obtained. Schedule the visit in advance with the household.

D. The Agriculture Stabilization and Conservation Service (ASCS) may be contacted to determine tobacco poundage quotas and base arrangements; however, information regarding the production and sales price is protected by the Privacy Act and cannot be released.

E. In addition to the methods listed above, the household may return verification by fax or other electronic devices.

F. Unless questionable, electronic signatures are acceptable on all SNAP verification documents.

F. If all avenues of obtaining verification have been exhausted by the applicant and worker, the individual’s statement can be used as verification as a last resort. Thoroughly document in case notes the steps taken and the reason client statement was accepted in lieu of other verification.

(volume-ii-snap)(page-319)Page 319#

Volume II

OMTL-565 Supplemental Nutrition Assistance Program R. 3/1/20

MS 7060 HOUSEHOLD COOPERATION (1)

The household or its representative must cooperate with the agency so that eligibility can be determined. The household or representative cooperates by:

A. Being interviewed;

B. Answering questions regarding eligibility;

C. Reviewing the application form;

D. Signing and dating the application;

E. Providing all required verification. However, the agency must assist the household if the household is cooperating in other areas of the eligibility process, but is experiencing difficulty obtaining required verification; and

F. [Resolving any questionable information. If the household failed to cooperate in providing any requested information related to a fraud report affecting eligibility, and their SNAP case discontinued or denied, the household must resolve the report with contact to DCBS before the SNAP case can be re-approved. The only exception is for expedited applications which will approve, but the issue must be resolved prior to the recertification of an expedited household.]

Each worker must review prior case comments to see if the question “Is contact needed to verify unclear information?” has been previously used and the case discontinued for not complying. If this situation is found, the worker will review prior comments and case documentation to learn why the question was utilized and inform the applicant they must go to their local office to resolve or explain the questionable information that was received before the case can be finalized. The application is taken as usual and will pend for the household to complete the face-to-face contact. Workers should avoid using the terms ‘trafficking’ or ‘fraud’ when directing households to resolve these complaints; state only that the action is needed due to the receipt of questionable or conflicting information.

(volume-ii-snap)(page-320)Page 320#

Volume II

OMTL- 574 Supplemental Nutrition Assistance Program R. 4/1/2021

MS 7070 HOUSEHOLD FAILURE TO COOPERATE (1)

A. A household or its representative has failed to cooperate when the household or representative:

1. Is able to cooperate, and states or clearly demonstrates that he/she will not take an action required to complete the application process; or

2. Refuses to cooperate in any subsequent review of its eligibility.

Deny or discontinue the household when it is determined that the household or its representative fails to cooperate as outlined above. Once a household has been denied or discontinued, it may reapply but eligibility does not exist until the household cooperates.

B. A household is not denied or discontinued solely because an individual who is not a household member refuses or fails to provide the agency with information required to determine the household's eligibility. If this situation occurs, assist the household in finding another means to obtain required verification and document "Comments" accordingly.

The following individuals are considered household members and therefore must cooperate with the agency in the application process:

1. Ineligible students;

2. [Ineligible immigrants;]

3. Individuals disqualified for IPV;

4. Individuals disqualified for failure to comply with a work requirement;

5. Individuals disqualified for refusing to apply for a social security number;

6. [Individuals refusing to attest to citizenship or immigration status; and]

7. SSI recipients in a cash out state;

8. Fleeing felons; and

9. Drug felons.

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Volume II OMTL-476 Supplemental Nutrition Assistance Program R. 10/1/14 MS 7090 METHOD OF PROVIDING VERIFICATION (1) The household may provide verification: A. In person; B. Through the mail; C. Through the representative; or D. [By fax or other electronic methods.]

(volume-ii-snap)(page-322)Page 322#

Volume II OMTL-368 Supplemental Nutrition Assistance Program R. 8/1/10 MS 7100 WORKER RESPONSIBILITY FOR VERIFICATION The worker has responsibility for the following if the household has difficulty, cannot obtain the necessary verification, the household provides insufficient verification or indicates the verification was provided, but the agency failed to receive the information: A. If the household has difficulty or cannot obtain the necessary verification, assist the household in obtaining the verification. 1. Assist the household by using collateral contacts; 2. Allow the household additional time if possible; or 3. Conduct a home visit. B. If the household presents insufficient verification. 1. Accept any reasonable documentary evidence provided by the household which verifies the information provided on the application; 2. Contact collaterals or other sources to substantiate the verification received or to obtain the additional verification required to complete the case action; or [3. Mail form KIF-2.2B, Request for Information (RFI), to the household to request any additional verification if required; and] 4. Allow the household 10 calendar days from the date the RFI is sent to resolve any discrepancies in the evidence provided before making an eligibility determination. C. If the agency does not receive requested information from the household and the client states they forwarded the requested information, do the following: 1. Ask the client when the information was returned or mailed to the local office; 2. If the client can provide documentary evidence, such as an employer or collateral statement, that he/she have cooperated or attempted to cooperate with the agency to provide required verification, assist the client in obtaining the information. This assistance can be accomplished by allowing the client additional time to return the information if possible, contacting collaterals or other sources. Document the case record thoroughly concerning the actions taken to process the case;

(volume-ii-snap)(page-323)Page 323#

3. If the case is denied or discontinued because the agency did not receive requested information and the client states that he/she returned the information, review the case situation to determine if reapplication or reinstatement is warranted. The determination is made on a case by case basis by evaluating the circumstances which caused the nonreceipt of the requested information. If the client can provide documentation that he/she returned the requested information and all verification required is available take action to approve or reinstate the case; and 4. Advise the household that for future certifications it must provide all necessary verification.

(volume-ii-snap)(page-324)Page 324#

Volume II OMTL-496 Supplemental Nutrition Assistance Program R. 3/1/16 MS 7110 TIMELY NOTICE OF DECREASE, DISCONTINUANCE (1) 1 If information in a SNAP case indicates reduction or discontinuance of benefits is appropriate, notify the client of the proposed action 10 calendar days prior to the effective date, unless one of the exceptions to the timely notice requirement applies (see MS 7115) or unless this happens during the recertification process. This 10- day period is the Timely Notice Period. A. The system issues form KIM-105, General Notice of Action, when the change is entered on the system. B. Case changes entered on the system with a timely notice period expiring on or before the last calendar day of the month, are effective with the following month’s issuance. C. [If the timely notice period does not expire in the month form KIM-105 is sent, action is taken by the system the day following the expiration of the timely notice period.]

(volume-ii-snap)(page-325)Page 325#

Volume II OMTL-448 Supplemental Nutrition Assistance Program R. 10/1/13 MS 7115 EXCEPTIONS TO TIMELY NOTICE PERIOD – SNAP (1) A timely notice is required on action taken in SNAP cases; however, an individual notice of timely action is not required for the following actions: A. [MASS CHANGE. Changes initiated by State or Federal government, which may affect a significant number of cases. These changes include: adjustments to the income eligibility standards; maximum shelter deduction; dependent care deductions; adjustment to the Thrifty Food Plan; standard deduction; annual adjustments to SUA and BUA; cost-of-living adjustments to state or federal benefits; and changes in eligibility criteria based on legislative or regulatory actions. B. NOTICE OF DEATH. Based on reliable information, it is determined the recipient is deceased. C. MOVE OUT OF STATE. Based on reliable information, it is determined the household has moved out of Kentucky.] D. COMPLETION OF RESTORATION OF LOST BENEFITS. The household has been receiving an increased allotment to restore benefits; the restoration is complete; and the household was previously notified by form KIM-105, General Notice of Action, when the increased allotment would terminate. E. EXCLUDED FOR INTENTIONAL PROGRAM VIOLATION. A household member is excluded for an intentional program violation and the benefits of the remaining household members are reduced or terminated to reflect the disqualification of that household member. F. RESIDENTS OF DRUG OR ALCOHOLIC TREATMENT CENTERS OR GROUP LIVING ARRANGEMENT. The eligibility of a resident in a drug or alcoholic treatment center or a group living arrangement is terminated due to the facility's loss of either its certification from the appropriate state agency or agencies, or its status as a representative is suspended due to FNS disqualifying it as a retailer. G. BENEFIT REDUCTION TO REPAY A CLAIM. Converting a household from cash repayment to benefit reduction as a result of failure to make an agreed upon repayment. H. HOUSEHOLD REQUEST. The household voluntarily requests, in writing, to terminate its benefits.

(volume-ii-snap)(page-326)Page 326#

Volume II OMTL-428 Supplemental Nutrition Assistance Program R. 11/1/12 MS 7200 DISCLOSURE OF INFORMATION – SNAP (1) All SNAP case records are confidential and information contained in them cannot be disclosed or opened for public inspection. The use or disclosure of information obtained from the applicant household is available only to employees of the Cabinet for Health and Family Services and USDA officials in the performance of duties directly connected with the administration and enforcement of the SNAP. The local office may withhold confidential information, such as the names of individuals who have disclosed information about the household without the household’s knowledge or the nature or status of pending criminal prosecutions. Disclose information to others only as follows: A. Cooperate in providing information directly connected with the administration of federal or federally aided, means-tested assistance programs such as K-TAP or the School Lunch Program. B. If there is a written request by a responsible member of the household, its current representative, or a person acting on the household’s behalf, the material and information contained in the case file is made available for inspection during normal business hours. C. Employees of the United States Comptroller General’s office for authorized audit examination purposes. D. Provide Local, State or Federal law enforcement officials with the recipient’s address, Social Security Number, and photograph, if available when they: 1. Furnish the recipient’s name and indicate that the individual: a. Is fleeing to avoid prosecution, custody, or confinement for a felony; b. Is violating a condition of parole or probation; or c. Has information necessary for the officer to conduct an official duty, related to a felony or parole violation. 2. Are investigating an alleged violation of the SNAP and provide a written request. The written request must include, at minimum, the following information: a. The identity of individuals requesting information and their authority to do so; b. The violation being investigated; and c. The identity of the person for whom the information is requested. 3. If the requesting officer indicates that they wish to take the case record material with them, make the determination of whether the material is available in a hard copy case record (as it may be older

(volume-ii-snap)(page-327)Page 327#

MS 7200 (2) information that they are requesting) or in an electronic case record. If the information is in a hard copy case record, offer to provide photo copies. If they indicate that only original materials will suffice from a hard copy case record, make photo copies for the case record. If the information that they are requesting is in an electronic case file, make copies for them and explain that these are the only materials available. Annotate the case record. If the entire case record is requested, discuss with the officer what specific pertinent information may be acceptable rather than the entire case record. If they are requesting an entire hard copy case record and they have stated that photo copies will not suffice, make photo copies of the last two packets for the case record. 4. If the recipient is identified as a fleeing felon, refer to Volume II MS 2350 prior to imposing a disqualification. 5. The Kentucky State Police (KSP) may identify a potential SNAP fraud during the course of other investigations. a. KSP use form KSP-58, Request for Confidential Information, to request information concerning fraud or potential fraud investigations, whether identified by DCBS or another source. b. [Upon receiving form KSP-58 for the release of information, ensure it is completed in its entirety. If the form is not completed in its entirety, DO NOT provide the information and DO NOT sign the form. If the form is complete, provide the information. If KSP is requesting EBT transaction data and a complete KSP-58 is provided, release the information and DO NOT require a court order or subpoena.] E. Anyone the household has authorized, via a signed form DCBS-1, Informed Consent and Release of Information and Records, to receive the information. F. Persons directly connected with the administration or enforcement of the programs which are required to participate in the Income and Eligibility Verification System (IEVS), to the extent SNAP benefits information is useful in establishing or verifying eligibility or benefit amounts under those programs. G. Persons directly connected with the administration of the Child Support Program under Part D, Title IV of the Social Security Act in order to assist in the administration of that program and employees of the Secretary of Health and Human Services as necessary to assist in establishing or verifying eligibility or benefits under Titles II and XVI of the Social Security Act. H. Cooperate in providing information necessary to verify a suspected or known senior or child abuse situation, which has been reported to the proper authorities.

(volume-ii-snap)(page-328)Page 328#

MS 7200 (3) I. Follow court orders, unless otherwise notified by Regional Office staff or the court. 1. Court orders must be signed by a judge and have an assigned docket number, but may or may not require a court appearance. a. If the officer of the court, such as an attorney provides the local office with a court order, signed by a judge, the specified information must be released to the officer of the court. b. If a court appearance is required, the agency must comply or be held in contempt. 2. For procedures regarding subpoena requests, refer to Volume I MS 0170. J. [Only Board of Elections officials may view forms and/or information used directly in the voter registration process. Otherwise, voter registration information remains confidential.]

(volume-ii-snap)(page-329)Page 329#

Volume II OMTL-403 Supplemental Nutrition Assistance Program R. 11/1/11 MS 7450 CASE RECORD CONTENT (1) All case records represent a continuing documentation of eligibility for assistance. The case record contains sufficient material to substantiate validity of all authorized assistance. [The SNAP electronic case record contains the following material, as applicable to the case situation:] 1. Applications; 2. Documentation; 3. Verification; 4. Forms; 5. Notices; 6. Hearing information; 7. Claims information; 8. Restoration information; 9. Any other relevant information.

(volume-ii-snap)(page-330)Page 330#

Volume II OMTL-669 Supplemental Nutrition Assistance Program R.5/01/25 MS 7475 SNAP CASE DOCUMENTATION (1) [Each worker that interacts with a case must document all relevant actions. This allows the next worker in the case to sufficiently understand the circumstances and substantiate the validity of all authorized assistance. This section contains documentation requirements specific to SNAP case records. In conjunction with Volume I, MS 0130, the following information is recommended to be documented in the SNAP case: A. Interview. 1. An explanation regarding a deviation from standard case work procedures. For example, when a work around is necessary to process the SNAP case. 2. The reason why a Request for Information (RFI) was issued. 3. Document the name and phone number of a collateral contact (CC) when used for any verification. 4. If Client Statement Last Resort is used in lieu of verification. 5. Reason for any delays in case processing, i.e., when an additional RFI must be issued. B. Rights & Responsibilities (R&R)/Forms/Quality Control (QC). 1. R&R were explained & the individual states they understand. 2. All required forms were given to the individual. 3. The QC process was explained & the QC pamphlet was provided. C. Immigrant. 1. Document when an individual who is a member of the SNAP household is ineligible due to immigration status. 2. Document if enumeration has not been met and the date the individual applied for an SSN. 3. Document when good cause is requested for the individual. D. Household (HH) Composition. 1. Explain the reason an individual living in the household is not included in the case, i.e., an ineligible student or immigrant, disqualified member, a joint custody child, or nonmember. 2. Explain the relationship of any nonmembers.

(volume-ii-snap)(page-331)Page 331#

MS 7475 (2)

E. Income.

1. Excluded income types that cannot be shown on the system. If it can be entered on the system, it is not necessary to comment.

2. If no income, how is the HH meeting basic needs?

3. If expenses exceed HH income, how long this situation has existed and how they are paying their bills/getting basic needs.

4. Wages.

a. If all paychecks in the prior 2 months were not used and the reason why.

Example: The individual’s work hours increased in the last month. Instead of using the prior 2 months’ wages, the last 2 paychecks were used, as they are representative of ongoing. Document that the work hours increased and only the paychecks reflecting the increase were used. This is a deviation from standard office procedures.

b. If income is terminated: last day worked, date of final pay, and if job quit disqualification has been explored.

5. Self-Employment.

a. Whether a household operating a self-employment enterprise in their home chooses to treat the utility expense as a business expense or a shelter expense. b. Explain if the tax return or personal records for the prior 12 months are not reflective of ongoing.

6. If child support from the prior 3 months is not used and the reason.

7. Unearned Income. Explain any income entered as “other”

F. Resources. For a non-CE or non-ECE HH, if resources are near the limit.

G. Shelter and Utilities. Document if telephone expense has been explored for households with no other utility expense

H. Child Support Deduction. If the prior 3 months of legally obligated child support payments are not used.

I. Medical Deduction.

1. When a medical deduction is not considered, enter a statement that a member who is eligible for medical deductions does not have any out-of- pocket medical expenses or chooses not to provide verification of the expenses.

(volume-ii-snap)(page-332)Page 332#

MS 7475 (3)

2. Anything unusual that would keep any person from easily understanding how or why an amount was allowed or not allowed.

J. Document when additional verification is requested over and above what the individual provided.

Example: An individual provides a current lease listing 2 household members, but the individual states there are 4 people in the household. Comments should also be added to any additional RFI’s requesting more or other verification than has already been provided so the individual has a better understanding of what the agency needs to process the case.

K. Document the resolution of a computer match and how it was resolved.

L. Document when a case change is reported and actions taken to complete the task.

M. If a claim is suspected, document the reason it is or is not referred.

N. Help Desk. Enter details of the issue, i.e., specific error message received, any actions taken based on special instructions from the Help Desk, and any ticket number assigned.

O. The reason a disqualification was imposed.

P. The reason for a determination that information is questionable and how this was resolved.

Q. Document the reason why a Worker Portal record is deleted.]

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MS 7500

[1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 0420 – R. 6/1/2026 – OMTL – 697 Management Evaluation (ME) – Program Access Reviews

[ME reviews are conducted through OnSpring to measure compliance with SNAP federal regulations, provide a systematic method for monitoring and assessing program operations, and serve as a basis for staff to improve and strengthen operations by identifying and correcting deficiencies in case processing. Program Access reviews are conducted to ensure local office services are accessible to the public. Counties are reviewed either yearly or on a two or three-year schedule, depending on their size, past review history, and potential impact on the food benefits error rate. Copies of review findings are forwarded to the Family Support Supervisor (FSSV), Public Assistance Program Specialist (PAPS), Service Region Administrator Associate (SRAA), and the Nutrition Assistance Branch (NAB).]

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MS 7600 [1]

Volume 2 – Supplemental Nutrition Assistance Program (SNAP) MS 7600 – R. 6/1/2026 – OMTL – 697 Corrective Action Plan (CAP)

[A CAP must be completed when draft information from the review is received. A Management Evaluation (ME) exit conference will only be offered to the county, branch, or unit upon their request. The county or branch will decide if an exit conference is beneficial to them and may choose not to have a formal exit conference. During the exit conferences, as areas of deficiency are discussed, all parties, including the Management Review Officer (MRO), Program Assistance Program Specialist (PAPS), Service Region Administrator Associate (SRAA), Family Support Supervisor (FSSV) or designee, and local office staff, contribute to the plan development. Regional staff may also request a revision to the CAP.

CAP plans are completed as follows:

A. Name of Service Region.

B. Date: This is the date the CAP is completed by the Department for Community Based Services (DCBS).

C. Indicate the County, Unit, or Branch for which the plan is being made.

D. Description of Deficiency: ME indicates the deficiency area addressed. DCBS identifies the root cause and error element.

E. Data sources used: Region, county, or unit in which the deficiency has been identified and how the deficiency was identified; i.e., ME reviews, Quality Assurance (QA) findings, QC.

F. Complete Description of Activity to Resolve Deficiency: DCBS completes a description of the activity that the region, county, unit, or branch implemented as a result of the review, such as training and workshops (formal and in- house), tip sheets, team reviews, project recall, special element reviews, etc.

G. Tasks/Steps, timeframes, and staff responsible for each step: DCBS lists the tasks/steps, timeframes, and staff responsible needed to implement the activity in F.

H. Description of plan to monitor activity: DCBS must explain how the tasks/steps will be monitored to ensure they have been implemented.

I. DCBS must develop and describe a plan to evaluate the effectiveness of the initiative: Is the activity implemented working to reduce and/or correct the deficiency identified?

Form FS-343.2, Response to Management Evaluation Errors, must be completed for cases cited by ME with an issuance error that results in an allotment change and scanned to the Electronic Case File (ECF). Form FS-343.2 includes the following information that will be used to determine and correct deficiencies.

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MS 7600 [2] 1. Review element(s) for issuance error(s); 2. Issuance error(s) cited; 3. If the worker has case decision; 4. If manual calculations were completed (FS-103, SNAP Worksheet); 5. If a QA review was completed; 6. If a program inquiry was requested; 7. If the related policy is clear and understandable; 8. The corrective action taken on the case; 9. The date cumulative errors will be reviewed with staff; 10.Corrective action that can be taken to prevent this type of error in the future, and the date it will be implemented; 11.If a claim, supplemental, or restoration was necessary; and 12.If the error was attributed to the system, then the steps taken that led to that conclusion. J. Expected outcome: The expected percentage of the reduction in error rate for the projected months is submitted by ME, setting an attainable goal that can be reached. K. ME will evaluate the current status of completing tasks/steps and progress in implementing this initiative. L. Name and title of DCBS staff member who has overall responsibility for this initiative.]

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Volume II

OMTL-677 Supplemental Nutrition Assistance Program R. 08/01/2025

MS 8100 ISSUANCE CYCLE (1)

A. Benefits issued on first monthly issuance are available to the recipient in the benefit month based on the last digit of the head of household’s Social Security Number.

[Benefits for all SNAP households are available at 12:00 a.m. EST, according to the following schedule and can be viewed in Benefit Management:

0-----benefits available on the 1st calendar day

1-----benefits available on the 3rd calendar day

2-----benefits available on the 5th calendar day

3-----benefits available on the 7th calendar day

4-----benefits available on the 9th calendar day

5-----benefits available on the 11th calendar day

6-----benefits available on the 13th calendar day

7-----benefits available on the 15th calendar day

8-----benefits available on the 17th calendar day

9-----benefits available on the 19th calendar day

Benefits for approvals, replacements, supplementals, and lump sum restorations are available the day following the date the action is approved. However, for approvals or re-approvals for recipients who do not have an Electronic Benefit Transfer (EBT) card or for those who have requested a new EBT card, benefits cannot be accessed until the EBT card has been received, activated, and a personal identification number (PIN) selected.]

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Volume II

OMTL-677 Supplemental Nutrition Assistance Program R. 8/01/2025

MS 8220 AUTHORIZING REPLACEMENTS DUE TO A CASUALTY LOSS (1)

A household can receive a replacement for the amount of food purchased with SNAP benefits that is later destroyed in a household disaster such as a fire, flood or power outage of four hours or more per Public Health Guidelines. The household’s electricity being turned off for failure to pay the bill is not a power outage and does not meet the criteria for a replacement. Food purchased with an EBT card that is later stolen is not considered a casualty loss. The household may receive a replacement for the amount of loss up to the household’s current month's allotment. Replace SNAP benefits only for the amount of food lost that was purchased with SNAP benefits. Do not automatically replace the household’s full monthly allotment.

[Note: When a Presidential disaster declaration is issued (e.g., tornado, earthquake, etc.), and a household is eligible for DSNAP benefits due to the declaration, the household cannot receive both the disaster allotment and a replacement allotment. See MS 9000.]

Before issuing a replacement, complete an in-depth review to ensure the request meets policy requirements and verification is provided. If the household has a pattern of requesting replacements, additional verification is needed and/or receipts should be requested before approval of the replacements. The Food and Nutrition Service (FNS) now requires states to separate replacement amounts from normal issuance amounts on budget reports, and large numbers of replacements be substantiated. As a result, an in-depth investigation and verification of replacements is of utmost importance.

When a household reports food purchased with an EBT card has been destroyed, take the following action:

A. Question the household thoroughly to determine if the reported amount of food spoiled is reasonable based on the situation. If the casualty loss happened at the first of the month, did the household just receive their SNAP benefits and spend them on a full month’s worth of food, or is it the end of the month and they have very little food left for the month? Ask the household where the food was located when it spoiled (i.e., cabinet, refrigerator, freezer, etc.). This is necessary as food stored in a cabinet would typically not spoil in a power outage, but the same food would most likely be destroyed in a fire. Investigate all requests for replacement of SNAP benefits, especially requests made due to power outages that are:

1. Made by households on a regular basis;

2. A result of a misfortune other than a natural disaster; or

3. Requests for replacement of the household’s entire monthly allotment.

Document the case record in sufficient detail for a reviewer to follow the actions taken in the case. Only replace food purchased with SNAP benefits.

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MS 8220 (2)

B. Review case circumstances:

1. [If food loss was a result of a power outage of at least four hours or more per Public Health Guidelines, determine the loss date as the date the household discovered the food was spoiled. The DCBS Utility Portal can be accessed from the Kentucky Online Gateway (KOG) and used for verification of a power outage, if results are available. If the incident occurred more than 10 days prior to the report, deny the replacement request. 2. If the loss was reported timely, obtain a signed form FS-70, Request for SNAP Replacement, from the household. A voice signature option is acceptable for form FS-70. If voice signature is unavailable, allow the household 10 days to return form FS-70. If the 10th day is a non-business day, and the form is received on the next business day, consider the signed request as received timely. If form FS-70 is received more than 10 calendar days after the report of loss, deny the replacement request.

A voice signature is obtained by generating form FS-70 through Benefit Management while entering the replacement request. Form FS-70 should be completed with the following information and “Voice Signature” should be written or typed into the signature line:

a. Physical Address; b. County; c. Phone Number; d. Type of SNAP benefits lost; e. Amount of benefits lost; f. Name and phone number of person or agency who can verify the loss; g. Request Date; h. Incident Date; and i. Explanation of how food was destroyed.

Once form FS-70 is completed and a voice signature is obtained, the form must be uploaded or scanned into the Electronic Case File.

3. Verify the destruction of food purchased occurred in a household disaster. Verification can be obtained through the DCBS Utility Portal, collateral contact, documentation from a community agency including, but not limited to, the fire department or the Red Cross, or a home visit. Upon contacting an individual provided by the household as a collateral contact, read the following statement to the individual: Any person who aids another person to obtain assistance (or benefits) fraudulently is subject to penalties provided by state and federal law, including fines, imprisonment, or both. Request additional verification when there is reason to doubt the household’s statement of loss, or the original verification source provided by the household. Examples of additional verification may include a written statement or repair receipt.]

4. There is no limit to the number of replacements a household can receive as a result of food destroyed in a household disaster.

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MS 8220 (3)

5. Provide the replacement to the eligible household within 10 calendar days after the reported loss, or within two working days of receiving signed form FS-70, whichever date is later.

6. Replacements are provided in the amount of the loss to the household, up to the household’s full monthly allotment.

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MS 9000

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 9000 – R. 9/1/26 – OMTL – 708 Disaster - General

[The Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988 allows distribution of Disaster Supplemental Nutrition Assistance Program (DSNAP) benefits to victims of a Presidentially declared major disaster. The Food and Nutrition Administration (FNA) must approve the operation of DSNAP. The approval includes the geographical area of service and the time frame for accepting applications. Individuals who currently receive regular SNAP benefits are not eligible for DSNAP benefits in the same month.

FNA oversees the operation of the DSNAP program, including the following:

A. Application Period. FNA usually approves a seven-day period in which applications for DSNAP may be accepted.

B. Disaster Benefit Period. The disaster benefit period is the budget period in which only net income, resources, and expenses during the period are considered for DSNAP eligibility. It begins on the date of the disaster or the date of mandatory evacuation. FNA typically approves a period of 30 days except in extraordinary circumstances.

To be eligible for DSNAP benefits, individuals who reside or work in the disaster area must have incurred one of the following adverse effects, and they must plan on purchasing food during the disaster benefit period:]

A. Damage to home or self-employment property;

B. Disaster-related expenses;

C. Income source disrupted;

D. Inaccessible liquid resources; or

E. Food Loss (Food loss is only when requested by a waiver).

[Applications for DSNAP are taken both in person and by phone. Access to DSNAP is limited to those areas where FNA has approved operation of the program. If the system is not available where applications are accepted, hardcopy application forms and worksheets are used. Information from the hardcopy forms and verification is transferred to the system.]

During a disaster, regional and county field staff have primary responsibility for informing the public about the program.

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MS 9005

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 9005 – R. 9/1/26 – OMTL – 708 Disaster Supplemental Nutrition Assistance Program (DSNAP) eligibility

Eligibility for DSNAP is based on the following:

A. Identity- The identity of the applicant must be verified.

B. [Residency - The household must have lived or worked in the disaster area at the time the disaster occurred. This includes households temporarily staying outside of the disaster area at the time of the application but were living in the area at the time of the disaster. Verification of residency should only be requested if questionable.

C. Household Composition- Persons living and eating together at the time of the disaster are considered a household. This does not include individuals of a household with whom applicants are temporarily staying during the disaster. Verification of household composition should only be requested if questionable.]

D. Immigration Status - Citizenship and immigration status do not apply.

E. Student Status - Student status does not apply.

F. Social Security Number (SSN) - Failure to provide SSN does not result in a disqualification.

G. Work Requirement - Work requirements do not apply.

H. [Resources - Only liquid resources are counted. Liquid resources inaccessible for at least half of the disaster benefit period (e.g., bank closed due to the disaster) are not countable. Verification of resources should only be requested if questionable.

I. Income - All net income expected to be received during the disaster benefit period is countable. There are no special provisions for the elderly and disabled. Verification of income should only be requested if questionable.

J. Expenses - Households are allowed the maximum standard and shelter deductions for their household size. Households are also allowed a deduction for unreimbursed out-of-pocket disaster-related expenses they expect to pay during the disaster benefit period. Verification of reported expenses should only be requested if questionable.]

Examples of disaster-related expenses are: 1. Home or business repairs; 2. Temporary shelter expenses; 3. Evacuation expenses;

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MS 9005 [2]

4. Home or business property protection; 5. Medical expenses due to personal injury; 6. Disaster-related funeral expenses; 7. Disaster-related pet boarding fees; 8. Replacing personal and necessary household items (e.g., clothes, fuel, tools); 9. Fuel for primary heating source; 10. Clean-up items; 11. Disaster-damaged vehicle expenses; 12. Storage expenses; and 13. Other reasonable disaster-related expenses.

K. Intentional Program Violations (IPV)- Disqualification status from regular SNAP does not disqualify an applicant from DSNAP. An IPV in DSNAP will count towards a disqualification in regular SNAP.

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Volume II

OMTL-681 Supplemental Nutrition Assistance Program R.10/1/25

MS 9010 DSNAP INCOME LIMITS (1)

[For a household to be eligible for Disaster Supplemental Nutrition Assistance Program (DSNAP) benefits, the total net income of the household received during the benefit period, plus accessible liquid resources, minus allowable disaster-related expenses, must not exceed the disaster gross income limit (net income limit for the regular SNAP).

For example:

Household of 4

$3,000 Net Income + accessible resources - $500 Disaster-related expenses - $223 Standard deduction for household size - $744 Maximum shelter deduction = $1,533 Adjusted income

The net income limit for the regular SNAP for a household size of 4 is $2,680. This household is eligible for DSNAP and will receive the maximum allotment for a 4- person household, $994.]

The limits for income and deductions are determined annually by the Food and Nutrition Service (FNS) and provided to field staff when approval is received to operate DSNAP in Kentucky.

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MS 9015

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 9015 – R. 9/1/26 – OMTL – 708 Disaster Supplemental Nutrition Assistance Program (DSNAP) Allotment

Eligible DSNAP households receive an allotment equal to the maximum monthly allotment established for the appropriate household size in a regular SNAP case. [Recipients of regular SNAP benefits who have suffered the following may also receive a replacement or supplement if the approval by the Food and Nutrition Administration (FNA) to operate the DSNAP allows.] A. Food loss: May be eligible to receive a replacement of SNAP benefits for the value of their food loss.

B. Disaster-Related Expenses: May be eligible to receive a supplement to bring their SNAP allotment up to the maximum amount for their household size.

Recipients of regular SNAP who have suffered both food loss and disaster-related expenses may be eligible for both a replacement and a supplement.

In some disasters, mass supplements may be authorized and automatically generated to affected households by the system. Individual disaster-related supplements are not appropriate when mass supplements are issued.

[Information regarding supplements and replacements for SNAP recipients will be provided to staff when approval to operate DSNAP is received. FNA approves different services based on the circumstances of the disaster.]

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MS 9020

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 9020 – R. 9/1/26 – OMTL – 708 Disaster Supplemental Nutrition Assistance Program (DSNAP) Caseworker Responsibilities

The worker must:

A. Interview one of the following:

1. Head of household;

2. Spouse;

3. Responsible household member; or

4. Authorized representative (AR). If the household designates an AR, the designation must be in writing by the head of household, spouse, or other responsible household member. All Department for Community-Based Services (DCBS) employees applying for DSNAP must have their application taken and approved by the supervisor or a person designated by the supervisor. All employee applications will be reviewed by Quality Control (QC) within six months of the application period.

B. Review the application with the applicant and ensure:

1. All questions and statements are answered and understood;

2. [The application is signed by one of the individuals in A (1-4) above, who completed the application interview;]

3. The household is aware of its rights and responsibilities;

4. The household understands its eligibility period; and

5. The amount of benefits.

C. Advise the household of their civil rights and criminal penalties for violations of the Food and Nutrition Act.

D. Inform the household how to use the Electronic Benefit Transfer (EBT) card and of the proper use of benefits (e.g., eligible purchases and transactions).

E. Provide all applicants with the tip sheet, “EBT Tips for Disaster SNAP Shoppers”.

F. Advise all households that they may be subject to a post-disaster QC review.

G. Advise all households of regular SNAP eligibility criteria.

H. [Obtain any necessary verification within seven days from the application date.]

I. Explain the issuance of DSNAP benefits to the applicant. J. Enter each application on the Disaster Daily Application Log.

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MS 9025

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 9025 – R. 9/1/26 – OMTL – 708 Dual Participation

[System edits are in place to prevent dual participation by matching the Social Security Number (SSN), if available, of all household members to previously approved or denied Disaster Supplemental Nutrition Assistance Program (DSNAP) applicants. The system will also match SSNs with regular SNAP to prevent participant duplication.

Review the individual’s information on the system to determine if they are currently receiving regular SNAP benefits and if they were previously approved or denied DSNAP benefits.]

If hard copy applications are taken, they must be entered on the system daily to prevent dual participation. This includes approved and denied applications.

[If an applicant for DSNAP has an application pending for regular SNAP for the same month of the disaster issuance, they may choose to withdraw their SNAP application and apply for DSNAP.]

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MS 9030

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 9030 – R. 9/1/26 – OMTL - 708 Disaster Supplemental Nutrition Assistance Program (DSNAP) Fair Hearings

DSNAP households requesting a fair hearing must be given an immediate supervisory review on-site.

A. Once the review is complete, the household still has the right to request a fair hearing. If the household requests a hearing, regular hearing procedures found in Volume 1, MS 0440 are followed.

B. Hearing decisions must be made within 30 days of the request. C. If the household chooses to withdraw their request for a hearing, they may do so verbally or in writing. Verbal withdrawals must be followed up in writing.

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MS 9035

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 9035 – R. 9/1/26 – OMTL – 708 Disaster Supplemental Nutrition Assistance Program (DSNAP) Electronic Benefit Transfer (EBT) Issuance

The DSNAP EBT card is issued with two series of numbers. The first series is a 16- digit number, which is the EBT card number. The second series is 6 digits, which are the last 6 digits of the EBT case number. The entire EBT case number is 14 digits.

When the application is approved, the recipient’s DSNAP EBT case number must be entered into the system. The first 8 digits are specific to Kentucky EBT cards and are uploaded by the system. To complete the 14-digit EBT case number, the worker enters the 6-digit second series of numbers shown on the EBT card.

Every applicant approved for DSNAP must be given an EBT card and related instructions.

A. The DSNAP EBT card is active upon receipt; however, no benefits are loaded on the account until the day after the application is approved in the system. Individuals do not have to call to have their EBT card activated.

B. Explain to the individual their four-digit personal identification number (PIN) is the four numbers in positions 11-14 of the 16-digit card number on the front of the card. Individuals should be encouraged to call the customer service number and change the PIN.

C. DSNAP benefits will be expunged after nine months of inactivity, unless other processes are approved by the Food and Nutrition Administration (FNA).

D. There must be a clear separation of duties between the worker who takes and processes the DSNAP application and the staff member who hands the EBT card directly to the individual.

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MS 9040

[1]

Volume 2 - Supplemental Nutrition Assistance Program (SNAP) MS 9040 – R. 9/1/26 – OMTL – 708 Disaster Supplemental Nutrition Assistance Program (DSNAP) Electronic Benefit Transfer (EBT) Card Security

[Security and control of EBT cards are very important. Division of Family Support (DFS) staff must ensure the security of the cards by doing the following: A. Utilizing DFS administrative staff and local law enforcement in the disaster area to securely transport the EBT cards to the distribution sites, as well as oversee storage and distribution;]

B. Authorizing administrative staff at the disaster issuance site who will be responsible for issuing each DSNAP card;

C. Ensuring there is a clear separation of duties for the certification of the DSNAP application and the issuance of the EBT card;

D. Not allowing any unauthorized person access to the EBT cards;

E. Ensuring minimal exposure of the EBT cards;

F. Monitoring issuance operations;

G. Ensuring EBT cards are maintained under lock and key; H. Ensuring hardcopy applications and worksheets are maintained in a secure area; and I. Immediately report any unusual circumstances to the Division of Family Support (DFS).

The following EBT logs must be kept for tracking and monitoring: A. Disaster EBT Card Accountability Log;

B. Disaster EBT Card Local Office Tracking Report; and

C. Disaster Center EBT Card Issuance Log.

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