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D. Paper Applications are prohibited, unless in case of a computer system failure or natural/manmade disasters. The subgrantee’s Executive Director or appointee must submit a request in writing to the Director of the Division of Community Services for approval to take paper applications. Once the emergency situation is over, the paper applications must be entered into Virtual ROMA within two (2) business days, unless additional time is requested and approved. The subgrantee’s Executive Director must submit a letter to confirm all paper applications have been entered. Otherwise, any paper applications taken may result in questioned or disallowed cost.

E. The caseworker must complete the application in the Virtual ROMA system. If the applicant submits the requested information, the caseworker must give the applicant a Pending Notification of Services form (PNOS) which states the status of the application and amount of benefits the applicant may receive upon supervisory approval. This form must be generated through Virtual ROMA and signed and dated by both the applicant and caseworker. Subgrantees must provide the PNOS notice (written or email) to applicants regarding the status of their application within seventy-two (72) hours of the appointment date. In emergency cases, notification must occur within 18 hours (life threatening) or 48 hours (non-life threatening) once the application is in waiting on approval status.

F. If the applicant does not have all the required documentation, the caseworker must complete as many screens as possible up to the allocation screen in Virtual ROMA. The caseworker will not allocate after this point. A Request for Additional Information (RFAI) form must be generated through Virtual ROMA and signed and dated by both the applicant and the case worker. A copy must be given to the applicant, and a follow-up appointment must be given to complete the application process if necessary. Applicants may submit information electronically; therefore, the subgrantee must provide an email address to the applicant. The caseworker must explain the documentation needed and the 10-calendar day timeframe to return the information. If the applicant does not return the information timely, the application must be denied, and Notification of Services (NOS) form should be sent by mail or email by the case worker and uploaded to Virtual ROMA. Source: Miss. Code Ann. § 43-1-2(4); Miss. Code Ann. § 43-1-4. Revised: January 2026

Rule 5.4 After Submitting Application. A. Once application is initiated, the client’s application status must change to ‘Waiting on Approval’ within ten (10) business days. Then the application must be acted upon and changed to ‘Approved’ or ‘Denied’ within two (2) business days. B. If the supervisor sends a case back to the caseworker for Return for Correction (RFC), the caseworker will have two (2) business days to correct case and put back in “Waiting on Approval” status. C. If application is not acted upon in two (2) business days and it is negligence of the agency and the application is over 30 days, the client should not have to come back for another appointment. The agency must pay for services out of nonfederal funds.