section-4 APPLICATION PROCESSING

A. Definitions Applicant - An applicant is a person who has expressed in writing on the State- prescribed form, (including State approved electronic forms and electronic applications), directly or by a representative to a district official a desire to receive assistance and/or care or to have their eligibility considered. Application - An application is a State-prescribed form, (including State approved electronic forms and electronic applications) which a person signs and submits to a district official, to have eligibility to receive assistance benefits determined. Such action shall be considered an application even if the applicant subsequently withdraws the application or proves, upon investigation, to be ineligible. Authorized Representative - An individual who is: 1. Designated in writing by the head of household, spouse or other responsible adult household member to represent the household in applying for, obtaining and/or using the SNAP benefits to purchase food for the household, or reporting changes on a case. An authorized representative can be designated by the household on the or by using the LDSS-4826 Supplemental Nutrition Assistance Program (SNAP) application , LDSS-4942 Supplemental Nutrition Assistance Program (SNAP) Authorized Representative Request Form or by any other written designation. 2. An employee designated by a publicly operated community mental health center or a private, non-profit drug addiction or alcoholic treatment and rehabilitation facility, group living arrangement and/or shelter for battered women and children who will represent households who reside at such centers in applying for and obtaining SNAP benefits, or reporting changes on a case; or 3. The only household adult available to be the authorized representative for the household children, even though classified as a non-household member. Destitute Household - Households whose only income for the month of application: 1. Was received prior to application and was from a source which has been terminated, or 2. Is from a new source and no more than $25 gross income from the new source will be received within ten calendar days of the application date. For procedures on determining destitute households see SNAP SB Section 5. SSA - Social Security Administration Supplemental Security Income (SSI) - Monthly cash payments under the authority of Title XVI of the Social Security Act, as amended, to the aged, blind and disabled, or Federally and State administered mandatory supplemental payments. Reference: 387.1(i) Definitions B. Right to Apply 1. Right to Make an Application Any person has the right to file an application for SNAP benefits, either directly or through an authorized representative. Applications can be submitted in person, through the mail, by facsimile (fax), or by state approved electronic application by completing a State-prescribed application form or electronic form and filing it with the district on the day the application is requested or at a later date at the discretion of the household. Each household has the right to file an application form at any time during the district’s regular business hours. The district is required to advise each applicant household that it does not need an interview before filing an application and may file an incomplete application form so long as the form contains the applicant's name and address (if they have one) and is signed by a responsible member of the household or the household’s authorized representative (this includes the electronically signed applications. ID and a password serves as the electronic signature). Providing the households with the LDSS-4826A “How to Complete the SNAP Application/ Recertification and Applicant/Recipient Rights and Responsibilities”, and/or the Client Informational books LDSS-4148A What You Should Know About Your Rights and Responsibilities, LDSS-4148B What You Should Know About Social Services Programs and LDSS-4148C What You Should Know If You Have An Emergency, fulfills these requirements. Households that apply electronically are provided this information through the myBenefits application. SNAP applications submitted electronically via myBenefits or Access NYC shall be treated as having been signed by the head of household. NOTE: If a household requests an application, the district must mail an application form on the same day, if possible, but no later than the next business day unless the household prefers to come to the appropriate district office to file an application or chooses to file an electronic application. The household must be provided the address and telephone number of the appropriate district office for filing an application. However, a household may file an application at any district office in a jurisdiction where applications for Public Assistance and/or SNAP are accepted. This is considered a courtesy application. If an application is not submitted to the appropriate office, the receiving office must forward the application to the appropriate office by the next day, if the household has completed enough information so that it meets filing requirements. It can be faxed, e-mailed or postal mailed to the correct district. If an in-person application is presented to the wrong jurisdictional office, the applicant may opt to take their application to the correct office but is not required to do so. Courtesy applications should not be date stamped, screened for expedited, or interviewed by the forwarding office. 2. Separate Determinations A household whose Temporary Assistance (TA) application is denied must not be required to file a new SNAP application but must have their SNAP eligibility determined or continued based on the original application filed for TA and SNAP purposes. 3. Right To Reapply A household may voluntarily withdraw or request to withdraw its application for SNAP at any time prior to the determination of eligibility without any consequences to its right to reapply at any time subsequent to the withdrawal. 4. Access for Non-Citizens a. A household's right to apply and be interviewed for SNAP benefits must not be denied, limited or discouraged because of the national origin or citizenship status of a person or persons who reside in that household. b. Title VI of the Civil Rights Act of 1964, and its implementing regulation, prohibit entities receiving federal funds, such as states or counties, from discriminating against any person on the basis of that person's race, color or national origin. c. Title VI covers both intentional acts and facially neutral policies and actions that have an adverse impact based on race color or national origin. d. Households with members born in another country who may not be citizens must be permitted to provide documentation of citizenship or non-citizen status. Receptionists and screeners must be directed not to prevent or discourage such households from filing applications. e. Eligibility workers must be sufficiently trained regarding what documentation must be provided by non-citizens, how to advise the non-citizen about containing such documentation, and how to make a correct assessment of non-citizen documentation. f. In addition to following procedures that ensure foreign-born applicants the right to prove citizenship or eligible non-citizen status, workers must ensure that the eligibility of household members who are citizens is determined even if there are ineligible non-citizens in the household. This situation occurs frequently when an ineligible non-citizen parent has a child who is a citizen. References: 387.5(a) General Application Process 387.6 Application Form 04-LCM-08 Food Stamp Program Access Policy 10 INF-14 Electronic Applications and Signatures C. Authorized Representative Representatives (as defined in the start of this section) may be authorized to act on behalf of a household in the application/recertification process, in obtaining SNAP benefits, and in using SNAP benefits or for all reasons listed. 1. Application process The following conditions apply when the application/recertification is made by the authorized representative (as defined in this Section). a. When the head of household or spouse cannot apply/recertify, another household member may apply/recertify, or an adult non-household member may be chosen as the authorized representative for certification purposes only, providing that: (1) The authorized representative has been chosen in writing by the head of household, the spouse, or another responsible household member; and (2) The authorized representative is an adult who is familiar with the relevant household circumstances. (3) The written declaration of the authorized representative can be done on the LDSS-4826 Supplemental Nutrition Assistance Program (SNAP) application, LDSS-4942 Supplemental Nutrition Assistance Program (SNAP) Authorized Representative Request Form, or in any other written format. Once the declaration is made in writing, then it is valid until the case closes or the authorized representative changes. The SNAP household does not need to reverify the authorized representative at recertification unless this person has changed. (4) The LDSS 4942 is a form that allows the SNAP household to designate by checking certain tasks for the authorized representative to complete. The tasks include the application, the recertification, using the EBT card and all of the above. b. The authorized representative may complete the interview. However, it is important that the head of household or the spouse prepare or review the application whenever possible. c. The district must inform the household that it will be held liable if the authorized representative provides erroneous information which results in an over-issuance. d. After an authorized representative has been chosen, the application form can be signed by either the head of household or the authorized representative. SNAP applications submitted electronically via MyBenefits or Access NYC shall be treated as having been signed by the head of household. 2. Obtaining SNAP benefits a. An individual may be chosen by the household as the authorized representative to obtain SNAP benefits upon acceptance of an application, or anytime while having an active SNAP case and the benefits are authorized and available. b. The authorized representative can be the same person chosen to apply/recertify for the household. It can also be someone else. All authorized representatives must be designated in writing on the application or on the LDSS 4942 or in any other form of written designation. A change in an authorized representative is also required in writing. c. SNAP personnel should encourage the household to name an authorized representative if a situation were to arise when the household member cannot obtain their SNAP benefits due to unforeseen circumstances, so the authorized representative can act on behalf of the household. d. With the household’s full knowledge and consent, the authorized representative, or a person other than the client, may use the client’s CBIC card to purchase food for the household. This would require the client to provide their CBIC PIN number to the card user, which is not a recommended practice for security purposes. Authorized Representatives may possess a separate CBIC card in the name of the authorized representative, with a separate designated PIN to that CBIC to purchase food for the household. e. An authorized representative must be a person and not an institution. 3. Drug Addict/Alcoholic Treatment Centers Residents of drug addiction/alcoholic treatment centers (as defined in SNAPSB Section 5) who choose to participate must use an authorized representative to apply for certification. The non-profit organization or institution that administers the treatment and rehabilitation program must choose an employee to be the authorized representative. They must apply for each resident separately and spend the SNAP benefits for food prepared by and/or served to the resident. 4. Group Living Arrangements a. Residents of a group living arrangement (as defined in SNAPSB Section 5) shall either apply and be certified through use of an authorized representative employed and designated by the group living arrangement or apply and be certified on their own behalf or through an authorized representative of their own choice. b. The group living arrangement shall determine if any resident may apply for SNAP benefits on their own behalf. The determination should be based on the resident's physical and mental ability to handle their own affairs. The group living arrangement is encouraged to consult with any other agencies of the State providing other services to individual residents prior to a determination. c. If the resident applies with an authorized representative, the group living arrangement may either receive and spend the SNAP benefit for food prepared by and/or served to the eligible resident or allow the eligible resident to use all or any portion of the SNAP benefit on their own behalf. d. If the residents are certified on their own behalf, the SNAP benefit may either be returned to the facility to be used to purchase food for meals served either communally or individually to eligible residents; used by eligible residents to purchase and prepare food for their own consumption; and/or to purchase meals prepared and served by the group living arrangement. e. If an authorized representative is suspended, residents applying on their own behalf, shall be able to participate if otherwise eligible. 5. Shelters for Victims of Domestic Violence Residents of shelters for Victims of Domestic Violence normally would apply and be certified on their own behalf or through an authorized representative of their own choice. Shelter residents are free to name a shelter staff member or volunteer as an authorized representative for application and certification purposes. This procedure may be necessary in cases where shelter residents would be endangered if they left the shelter and they are unable to appoint another authorized representative of their choice. 6. Restrictions a. The authorized representative may not be a district employee involved in the SNAP certification and/or issuance process or a retailer authorized to accept SNAP. For exceptions, the district Commissioner must determine that no one else is available to serve and give specific written approval. An individual disqualified for SNAP fraud cannot act as the authorized representative during the disqualification period unless the individual is the only household adult. The eligibility worker shall determine whether the disqualified individual is needed to apply on behalf of the household, to obtain SNAP, and to use the SNAP benefits to purchase food for the household. EXAMPLE: The household may have designated an authorized representative to obtain its SNAP each month but not be able to find anyone to purchase food regularly with them. If the eligibility worker is also unable to find anyone to serve as an authorized representative to purchase food regularly with SNAP benefits, the disqualified individual shall be allowed to do so. b. Homeless meal providers which are authorized to accept food coupons may not be authorized representatives for homeless recipients. In order to prevent abuse of the program, a district may set a limit on the number of households an authorized representative may represent within a specific time period for purposes of applying for SNAP benefits and reporting changes in household circumstances. Prior to limiting the number of households an authorized representative may represent; the district must request and obtain approval from OTDA. 387.5(k)(5) 7. Documentation and Control a. The district must ensure that the authorized representatives are properly chosen. No limits can be placed on the number of households an authorized representative may represent. b. The case file must contain the written designation when an authorized representative has been chosen. An authorized representative can be designated by the household on the LDSS-4826 Supplemental Nutrition Assistance Program (SNAP) application , LDSS-4942 SNAP Authorized Representative Request Form, or by any other written designation. The representative’s name, address and phone number should be included on whichever form is chosen for the designation. Both the authorized representative and the head of household or other responsible adult member of the household must sign and date the designation. This is true in all cases with an authorized representative, including group living facilities and drug or alcohol treatment facilities. If the applicant/recipient is physically and/or mentally unable to provide the written statement, this fact must be documented in the case record. The designation of crew chiefs as authorized representatives for large numbers of migrant households is discouraged. In the event an employer, such as those that employ migrant or seasonal farm workers, is designated as an authorized representative or when a single authorized representative has access to a large number of CBICs, PINs, or SNAP, the district shall assure that: 1. The household has freely requested the assistance of the authorized representative; 2. The household's circumstances are correctly represented; and 3. The authorized representative is properly using the SNAP. 8. Disqualification of Authorized Representative An authorized representative may be disqualified from participating as an authorized representative for up to one year. a. A district may impose the disqualification if there is evidence that an individual has: 1. Misrepresented the household's circumstances, 2. Knowingly provided false information pertaining to the certified household's circumstances, or 3. Made improper use of SNAP benefits. b. A written notice to the affected household(s) and the authorized representative must be sent 30 days prior to the date of disqualification. The notice must include the following: 1. The proposed action and the reason for it. 2. The household's right to request a fair hearing. 3. Telephone number and contact person for additional information. NOTE: Individuals who act as authorized representatives for residents of drug and alcohol treatment centers or residents of group living arrangements may not be disqualified under the above provisions. 9. Authorized Representative: myWorkspace Information regarding the authorized representative can be found in the Contact Information screen in myWorkspace. References: 387.5 General Application Process 16_INF-17 Revised LDSS-4942: “Supplemental Nutrition Assistance Program (SNAP) Authorized Representative Request Form (Rev. 10/16) D. Date of Application The date of application filing shall be the date the signed form, containing at least the applicant's name, address (if applicable), and signature, is received through the mail, fax, electronically or in person by the district. On the LDSS-4826 Supplemental Nutrition Assistance Program (SNAP) application, name, address (if applicable) and signature on page two preserves the filing date and the district may conduct the interview and send a LDSS-2642 Documentation Form. However, no benefits may be issued, including expedited, until the household signs page 24 (certification page) on the LDSS-2921 New York State Application for Certain Benefits and Services and page 08 on the LDSS-4826. The filing date for faxed and electronic applications that are submitted after the district’s business hours is the following business day. The filing date for Courtesy applications (received as a courtesy by the incorrect jurisdictional district, then forwarded to the correct jurisdictional district), are date stamped and have a filing date of the date received by the correct jurisdictional district. An address may consist of a mailing address in addition to a residential address provided a reasonable explanation is presented by the applicant to explain the use of such mailing address. An interview with the applicant/authorized representative is not required prior to the filing of an application. [387.5(c)] All districts shall: 1. Act promptly on all applications and provide SNAP benefits retroactive to the day of application to those households that have completed the application process and have been determined eligible. [387.5(b)] 2. Approve and issue benefits or deny applications for TA/SNAP and NTA/SNAP applicants within 30 days from the first calendar day following the filing date of an identifiable application. An identifiable application is one which contains a legible name and address of the applicant or authorized representative. For Example: A household files a SNAP application on April 1st. Unless the SNAP application is approved sooner under expedited service, the district has 30 days following the April 1st filing date, or until May 1st, to process the SNAP application. In this example, the first day of the count is April 2nd. For all other submission methods, the district must document the date the application was filed by recording on the application form the date it was received by the appropriate district office. OTDA will continue to monitor the timeliness of application processing, and the issuance of initial benefits via the Management Evaluation (ME) process and the following reports: 1. WINR-1240, Application/Registry Processing; 2. WINR-4111, Application Register; 3. WINR-4113, Application Register-Summary of Application Activity; 4. Application Processing Timeliness Report (in Cognos); 5. myWorkspace Inbox log. References: 387.2(o) Responsibilities of Local Department 387.5 General Application Process E. Applicant Interview 1. Required Eligibility Interview An interview is required with the applicant or authorized representative in all SNAP cases, to establish eligibility for SNAP benefits. A completed application form and verification of certain information is also required to complete the eligibility determination process. Eligibility interviews for NTA/SNAP and TA/SNAP applicants must be scheduled on a timely basis to ensure a determination of eligibility and benefit issuance within 7 days for expedited processing and 30 days for normal filing of an application. Federal SNAP rules prohibit “first come, first served” interviews. Districts must schedule interviews on a specific day and time or range of time for each applicant not interviewed on the same day they apply. The individual interviewed may be the head of household, spouse, any responsible adult member of the household or an authorized representative. The applicant may also bring any person they choose to the interview. All applicant households, including those submitting applications by mail, fax or electronically must complete an interview prior to initial certification and at least once every 12 months thereafter. 2. Waiver of The Face-To-Face Interview As part of the State Plan, New York State (NYS) has been granted permission by the United States Department of Agriculture (USDA), Food and Nutrition Service (FNS) to conduct telephone interviews in lieu of face-to-face interviews for SNAP, without documenting hardship at initial application or recertification. Households maintain the right to a face-to-face interview upon request. All applicant households must be advised that the face-to-face interview can be waived for hardship. If not interviewed on day one, the local district must schedule and conduct the interview by telephone. In certain circumstances, make a home visit, which must be scheduled in advance. 3. SNAP And Public Assistance Applicants One combined eligibility interview for TA and SNAP applicants should be conducted at the same time whenever possible. However, as a result of differences in TA and SNAP application processing procedures, the district may have to conduct a SNAP interview first to determine SNAP eligibility and expedited service qualification prior to determining eligibility for TA. Safety Net Assistance (SNA) Household - SNAP eligibility still must be determined, and benefits issued by the 30th day after the SNA application date. The application date for SNA is the date the signed completed application is received on the State prescribed form. A name, address (if applicable), and signature is all that is required for the SNAP application to be filed. Joint processing procedures for TA/SNAP households must be followed in that the SNA household may not be required to file a separate application or have a separate interview for SNAP. These applications must be processed as TA/SNAP households. They may not be processed as NTA/SNAP cases. Notices - A notice of action taken regarding the request for SNAP benefits must be issued by the 30th day after the date of application for SNA/SNAP. Notice LDSS_3152 Action Taken on Your SNAP Benefits Case or the equivalent system generated client notice must be used in situations where eligibility for SNA has not been established. If SNA eligibility has been determined, LDSS 4013A Action Taken on Your Application & LDSS4013B Action Taken on Your Application or the equivalent system generated client notice must be used. This notice, containing information regarding SNA payments, may be sent by the 30th day. Procedures for households which fail to provide documentation for SNAP eligibility by the 30th day, as specified in this section, have not changed. 4. Non-Public Assistance Applicants Eligibility interviews for NTA applicants must be scheduled on a timely basis to assure a determination of eligibility and benefit issuance within 5 days for expedited processing and 30 days for normal filing of an application. (387.5) 5. Missed Interview The district must send a household that misses their scheduled application interview or recertification interview the LDSS-4753, “SNAP Request For Contact/Missed Interview” notice or the system generated CNS equivalent informing them that it is the household’s responsibility to reschedule their interview. If the household contacts the district within the 30-day processing timeframe from the application date, the district must reschedule the interview with a scheduled appointment day and time or range of time. NOTE: The district must still allow 30 days from the date the application was filed to deny the application even though the household has failed to appear for the interview and has had no other contact with the district. Districts must develop procedures to ensure that no SNAP application is denied prior to the 30th day from the application date for failure to appear for an eligibility interview. If the household is denied for a missed interview, then the household must file a new application if it wishes to participate in the program. The original application can be re-registered as a new application as long as the household re-applies for SNAP within 60 days of the original application date. Case notes must be clearly documented. 6. Responsibility of a District at Application Interview Households must be advised of their rights and responsibilities during the interview, including: a. Applicant Rights, Includes interview rights, expedited benefits, notice of eligibility or denial, interpreter services. Reporting any changes in household circumstances promptly that occur during the eligibility determination, Nondiscrimination Rights and complaint process; b. The information provided will be kept confidential and used only for processing SNAP applications and administering the SNAP case if eligible; c. The right to look at their case record; d. The right to be interviewed as promptly as possible. If an interpreter is needed, the agency will provide one at no cost; e. A written notice will be mailed within 30 days advising if the application is approved, denied, or if a decision is pending. If the household is eligible for expedited SNAP processing, notification will be sent within 7 days; f. If the application is approved, the written notice will advise of the amount of SNAP benefits that will be authorized, and when household changes need to be reported. If the application is denied or if a decision is still pending, the notice will advise the reason why it is denied or still pending; g. If the household disagrees with, or does not understand the determination on the application, an agency conference or a fair hearing can be requested; h. Proof of certain things must be provided like identity and household income, to be eligible for SNAP. If the proof cannot be obtained, the agency can help. i. The information and proof provided by the applicant/recipient must be truthful and accurate. If it is intentionally false, incomplete or inaccurate, they could be disqualified from SNAP and possibly subject to criminal prosecution. If more benefits than entitled to are issued, those benefits may have to be repaid; j. SNAP benefits can only be used to purchase eligible food items for the SNAP household. The benefits cannot be exchanged for things like cash, drugs, alcohol, tobacco products or firearms, or the recipient could be disqualified from SNAP and possibly subject to criminal prosecution; k. The application and the instruction to complete the application, contains information on non-discrimination rights. The information is also posted in the agency waiting area and listed on the “And Justice for All” poster. During the process of applying and receiving SNAP, discrimination against the applicant/recipient, is unlawful. It is important to know of the right to participate in SNAP, free of discrimination; l. There is a right to file a complaint if anyone feels their civil rights have been violated, by contacting the USDA, or OTDA. All contact information and instructions on how to file a complaint are provided in the application packet and in Client Information Book 1 m. Complying with other appropriate SNAP requirements. (387.7). SNAP Work Requirements must be reviewed verbally, for all members of the SNAP household that are age 16 through 60 at the time of the interview: a. Unless exempt from SNAP work requirement, an applicant/recipient of SNAP is required to provide information of the individual’s employment status and availability for work, participate in work activities assigned by the district, accept a job or referral for a potential job opening, and not voluntarily quit a job or reduce hours of paid work without good cause. (TA and SNAP Employment Manual 385.13); b. Inform the household that individuals who refuse or fail to comply with SNAP work requirements may be ineligible for a period of time. c. Claims from work requirements, identification of the individual and documentation to support the exemption must be obtained. d. Conference and Fair Hearings e. Employment requirements and rights and responsibilities, f. Fraud g. Reporting any changes in household circumstances promptly that occur during the eligibility determination, h. Providing required documentation, and i. Complying with other appropriate SNAP requirements. j. The opportunity to apply to register to vote upon initial application and at recertification. 7. Current Eligibility Documents: a. LDSS-2921 Application For Certain Benefits And Services Used by TA, MA, SNAP, b. LDSS-4826 SNAP Application/Recertification c. LDSS-4826A How to Complete the SNAP Application/Recertification and Applicant/Recipient Rights and Responsibilities d. LDSS-5156 Application/Recertification for SNAP Benefits e. myBenefits Electronic SNAP Application f. LDSS-3174 Recertification Form For Certain Benefits And Services g. LDSS-3938 SNAP Application Expedited Processing Summary Sheet h. LDSS-2642 Documentation Requirements i. LDSS-4826B Interview Verification Guide for the LDSS-4826: SNAP Application/Recertification (Optional) j. LDSS-3570A Abel Input Sheet (Optional) Used by TA, SNAP k. LDSS-3666 TA/SNAP Documentation/Verification Desk Guide (Optional) Used by TA, SNAP l. LDSS-3668 Shelter Verification (Optional) Used by TA, MA, SNAP m. myBenefits Electronic SNAP/Application/Recertification 8. WMS INSTRUCTIONS Except for electronic applications, an Application Turnaround Document (APP- TAD) LDSS-3636 will automatically be generated for each non-services application at the time of Application Registry reflecting data input from the client completed Application. Additionally, data entered at Application Registry will automatically be "carried over" to the full data entry screens. The myBenefits electronic SNAP Application does not generate the LDSS-3636 and the FDE is immediately available in myWorkspace. The APP-TAD is used for Application Maintenance transactions as well as full data entry for non- services case processing. Application Withdrawals and Application Denials are to be performed via the Common Application. The APP-TAD is unique in that only fields generated from application information are shaded and it is printed in blue to distinguish it from the authorization document. References: 387.5 General Application Process 387.7 Interviews 20-ADM-14 New SNAP-Only Application Form 15-INF-05 Revised LDSS-3938 and LDSS-3938 NYC: "Supplemental Nutrition Assistance Program (SNAP) Application Expedited Processing Summary Sheet" 05-ADM-13 Revised LDSS-3938: “Food Stamp Application Expedited Processing Summary Sheet” 16-INF-13 Revised LDSS-4826: "SNAP Application/Recertification" and LDSS- 4826A "How to Complete Application/Recertification and Applicant/Recipient Rights and Responsibilities for SNAP" 01 ADM-8 Changes in Food Stamp Application and Recertification Procedures 95 ADM-1 National Voter Registration Act 01 INF-10 Clarification of Food Stamp Denials When an Eligibility Interview Is Missed 06 INF-15 Revisions to the LDSS-3174 Recertification Form for Certain Benefits and Services and Pub-1313 How to Complete the LDSS-3174 05 INF-09 New Statewide "Application for Certain Benefits and Services", LDSS - 2921 Statewide) New Statewide "How to Complete" publication, PUB - 1301 Statewide (Rev. 1/05). 03 INF-13 Revision to LDSS-4753: "SNAP- Request for Contact/Missed Interview" 11 INF 07 District Policy Options F. Required Use of State-Prescribed Application Form(s) 1. All districts shall: Use the State-prescribed application form(s) in processing eligibility for SNAP benefits, including the myBenefits or Access NY electronic application. NOTE: These forms are the LDSS-2921 Application For Certain Benefits And Services and Service), the LDSS-4826 Supplemental Nutrition Assistance Program (SNAP) application, or the LDSS-5166 Application/Recertification for Supplemental Nutrition Assistance Program (SNAP) Benefits 2. Availability of the Application Form Application forms must be readily available to all interested persons, including potentially eligible households and those groups and organizations involved in outreach efforts. The forms shall be given or mailed the same day an individual requests information about the SNAP either in person or by telephone. The myBenefits application is available online at myBenefits.ny.gov or at a district participating Community Based Organization (CBO). A listing of participating CBOs by district is available online at the OTDA website or the myBenefits website. SNAP applications can also be ordered on Form OTDA-876: “Request for Forms or Publications” and should be sent to: Office of Temporary and Disability Assistance BMS Document Services and Operational Support P.O. Box 1990 Albany, New York 12201 E-mail: forms.orders@otda.ny.gov District online forms ordering system: http://formorders.otda.ny.gov Fax: (518) 402-0084 Questions concerning ordering forms should be directed to BMS Document Services at: (518) 474-9522. 3. Instructions Copies of instructions for completion of the application form(s) must accompany each distributed form. The LDSS-4826A SNAP Application/Recertification And Applicant/Recipient Rights And Responsibilities is available at the districts, online and through myBenefits. 4. Assistance in Completing the Application Worker or volunteer assistance must be available to those applicants who need/request help in completing and filing the form(s) including applicants applying with the online myBenefits applications at the district office. 5. Withdrawal of the Application A household may request to withdraw their application for SNAP benefits at any time prior to the determination of eligibility without any consequences to its right to reapply at any time subsequent to the withdrawal. The LDSS-4826 Supplemental Nutrition Assistance Program (SNAP) application with the LDSS-4826A SNAP Application/Recertification And Applicant/Recipient Rights And Responsibilities or the Client informational books LDSS-4148A What You Should Know About Your Rights And Responsibilities, LDSS-4148B What You Should Know About Social Services Program and LDSS- 4148C What You Should Know If You Have An Emergency must be provided in the manner described in SNAPSB Section 3. References: 387.6 Application Form 03 ADM-3 New Food Stamp-Only Application Form 09 INF-06 Revisions to the LDSS-4148B - What You Should Know About Social Services Programs – Book 2 10 INF-01 Revisions to the LDSS-4148C “What You Should Know If You Have an Emergency, Questions and Answers Book- 3 07 INF-06 Revisions to the LDSS-4148A - What You Should Know About Your Rights and Responsibilities (When Applying for or Receiving Social Services) 05 INF-09 Statewide "Common Application", LDSS - 2921 Application for Certain Benefits and Services "How to Complete" publication, PUB - 1301 Statewide 06 INF-15 Revisions to the LDSS-3174 Recertification Form for Certain Benefits and Services and Pub-1313 How to Complete the LDSS-3174 05 INF-14 Revision of the LDSS-4826: "SNAP Application/Recertification" and LDSS 4826A: "How to Complete the Food Stamp Benefits Application/Recertification and Applicant/Recipient Rights and Responsibilities" G. Required Application Information 1. Application Filing The form(s), including any approved electronic application, must be completed with the name and address (If Known) of the applicant and signed by either the applicant or authorized representative for application filing purposes only; and a. Each SNAP household must be provided with general information on verification requirements at application and recertification. The LDSS-4826A SNAP Application/Recertification And Applicant/Recipient Rights And Responsibilities and the Client Informational books LDSS- 4148A What You Should Know About Your Rights And Responsibilities, LDSS-4148B What You Should Know About Social Services Program and LDSS-4148C What You Should Know If You Have An Emergency fulfill this requirement. For specific types of verification requirements see SNAPSB Section 5. b. The district must provide each household, at the time of application, with a written statement explaining what action the household must take to cooperate with the district in obtaining verification of appropriate information and otherwise completing the application process. Use of the LDSS-2642 Documentation Requirements is mandated. This form version is available through the myBenefits electronic application. c. Districts must provide a local telephone number and either a toll-free number or a number at which collect calls will be accepted from households outside the local calling area. The number must be provided in writing at certification and recertification. NOTE: The district can determine eligibility only when the household or its authorized representative completes the application form, is interviewed, and assists the district in the verification of certain required information. If the household refuses to cooperate in completing the entire process, the district must deny the application at the time of refusal as specified in SNAPSB Section 5. References: 387.5(d) General Application Process 387.6(a) Application Form 09 INF-06 Revisions to the LDSS-4148B - What You Should Know About Social Services Programs – Book 2 10 INF-01 Revisions to the LDSS-4148C “What You Should Know If You Have An Emergency, Questions and Answers Book- 3” GIS 12 TA/DC013 Release of Updated LDSS-2642: “Documentation Requirements” Form 07 INF-06 Revisions to the LDSS-4148A - What You Should Know About Your Rights and Responsibilities (When Applying For or Receiving Social Services) H. Delays In Processing 1. Determination a. Cause of The Delay - When it appears that the district cannot determine a household's eligibility and provide the opportunity to participate within 30 days of the filing date the district must determine the cause of the delay. A delay shall be considered the household's fault if: 1. The household has failed to complete the application process; and 2. The district has taken all required action to assist the household. b. District Responsibility - Before a delay can be considered the household's fault, the district must have: 1. Offered, or attempted to offer, to households that failed to complete the application, assistance in its completion. 2. Informed the household of the need to register for work when any member so required has not done so and given the household at least 10 days from the date of notification to register these members. 3. Provided the household assistance as required when verification is incomplete and allowed the household sufficient time to provide the missing verification. NOTE: Sufficient time is at least 10 days from the date the district initially requested the particular verification that was missing. 4. USDA has approved a SNAP case processing waiver. Districts may opt to process cases under existing procedures or under waiver procedures provided all cases within a district are being processed under the same method. The waiver is of federal regulations which prohibit denying a SNAP application before the 30th day after the application filing date when the household has failed to provide all required verification. Under this waiver, districts may deny an application for failure to provide required verification after a period of 10 days from the date a household is requested in writing to provide missing verification. USDA has approved this waiver with the following conditions: (a) Households must be assisted in obtaining verification in accordance with SNAPSB Section 5. (b) Households must be informed of the 10-day requirement for providing verification in writing at the time of application and must be notified at the interview of the date by which any missing verification must be provided. (c) If a household provides missing verification within the initial 30-day period, the district must open the case and provide benefits from the date of application. (d) If the household does not provide the missing verification until the second 30 days after application, the case must be opened and provided benefits prorated from the day in which the household furnishes the missing verification. 5. When a household has filed an application but fails to appear for an interview, the district must: (a) Send the household a Notice of Missed Interview (NOMI) using either CNS or manual form LDSS-4753 SNAP Request For Contact/Missed Interview. (b) This notice informs the household it has missed the scheduled interview, it is their responsibility to contact the district to arrange for another interview, and that failure to be interviewed will result in their application for SNAP benefits being denied. (c) The district is not required to make any further attempts to contact the household, but if the household contacts the district within the 30-day processing timeframe from the application date, the district must reschedule the interview. (d) The district must wait until 30 days following the application filing date to deny the application for failure to be interviewed, even though the household has failed to appear for the interview and has had no other contact with the district. Districts must develop procedures to ensure that no SNAP application is denied prior to the 30th day from the application date for failure to appear for an eligibility interview. (e) If the household does not contact the district to reschedule the interview and the application is therefore denied, the delay is the fault of the household. The household must file a new application if it wishes to participate in the SNAP. c. Delays Caused by the District - Delays that are the fault of the district include, but are not limited to, those cases where the district failed to take the action described under District Responsibility. Reference: 01 ADM-8 Changes in Food Stamp Application and Recertification Procedures 387.14(a) Determination of Food Stamp Eligibility 03 INF-10 Food Stamp Program Questions and Answers: Application Processing, Six-Month Reporting, Transitional Benefits and Standard Utility Allowances 03 INF-13 Revision to LDSS-4753: "SNAP Request for Contact/Missed Interview" I. Action On Delays Caused By The Household 1. Delays Up To 60 Days If by the 30th day the district cannot take any further action on the application due to the fault of the household, the district must send the household a notice of denial on the 30th day. The household shall lose its entitlement to benefits for the month of application. Further contact by the household should be processed in the following manner: a. After the 30-day processing timeframe expires, if the household is denied for failure to be interviewed, the household must reapply if it wishes to participate in SNAP. If following the denial (notice sent), the household contacts the district to reapply, the original application can be re-registered as a new application. If the household is determined to be eligible, benefits will be issued back to the date of the re-registered application (considered a new application). Case notes must be clearly documented. Districts may include in the notice, a request that the household report all changes in circumstances since it filed its application. b. If the household was at fault for the delay in the first 30-day period due to failure to take a required action (other than being interviewed as discussed above) but takes the required action and is found to be eligible during the second 30-day period, the district must provide benefits from the day the household provided the necessary verification. NOTE: No further action by the district is required after the notice of denial is sent if the household fails to take the required action within 60 days of the application filing date. 2. Delays Beyond 60 Days When the household is at fault for not completing the application process by the end of the second 30-day period, the district shall deny the application. If the household wishes to participate after 60 days from the original application date, a new application must be completed. Case notes must be clearly documented. The household is not entitled to any lost benefits, even if the delay in the initial 30 days was the fault of the district. References: 387.14(a) Determination of Food Stamp Eligibility J. Action on Delays Caused by The District 1. Delays Up To 60 Days Whenever a delay in the initial 30-day period is the fault of the district, immediate corrective action must be taken. a. The district cannot deny the application if it caused the delay. Instead, the household must be notified by the 30th day after the application filing date that the application is being held pending, and if the household needs to take any further action to complete the application process. This can be accomplished using CNS code Z94, SNAP Pending Application over 30 days due to the fault of the agency. b. If the household is found to be eligible during the second 30-day period, the household is entitled to benefits retroactive to the date of application. 2. Delays Beyond 60 Days a. When the district is at fault for not completing the application process by the end of the second 30-day period and the case file is otherwise complete, the district must continue to process the original application until an eligibility determination is reached. If the household is determined eligible and the district was at fault for the delay in the initial 30 days, the household must receive benefits retroactive to the day of application. b. When the district is at fault for not completing the application process by the end of the second 30-day period, even though the case file is not complete enough to reach an eligibility determination, the district must continue to process the original application. When the district was also at fault for the delay in the initial 30 days, the household must receive benefits retroactive to the day of application. c. The district may use the original application in the months following the 60- day period. Reference: 387.14(a) Determination of Food Stamp Eligibility 273.2(h)(3) 14 INF-16 Notice of Pending SNAP Application K. Application for Expedited Processing Service 1. Application Process The application process includes filing a signed application form, including any State approved electronic applications, being interviewed, and have certain information verified and processed in a manner appropriate to the household's needs. (387.8) 2. SNAP Expedited Processing Summary Sheet (LDSS-3938) Screening ALL SNAP and Temporary Assistance(TA) applications, including applications must be screened on the initial day of application to determine if they qualify for expedited processing. Districts are mandated to use the LDSS-3938 SNAP Application Expedited Processing Summary Sheet to screen all SNAP applications for expedited processing. This form is designed to assist district staff in making accurate and consistent assessments of applicants’ qualification for expedited processing of their application for SNAP benefits. The completed LDSS-3938 must be maintained in every SNAP applicant's case record. Applications must be screened the same day they are filed, whether received in person, by mail, electronically, or fax. Applications submitted electronically through myBenefits, are automatically screened for expedited processing on the LDSS-3938, being pre-populated from the information provided by the applicant in the on-line application, however workers must review it for accuracy based on the interview. This will ensure that all TA and SNAP applicant households have been assessed for expedited service in accordance with SNAP Program requirements. The completion of the LDSS-3938 SNAP Application Expedited Processing Summary Sheet is self-explanatory. The form’s design guides the worker through each part until it is determined that a household is either “Qualified” or “Not Qualified” or “Not enough information is provided” for expedited processing of the benefit application. In cases involving migrant/seasonal farm worker households, it should be noted that a qualification for expedited processing of the benefits application can be determined in Part Two, it is not necessary to complete Part Three. Part Three is needed only if the household fails to meet the eligibility criteria in Part Two. However, Part Four and Five must be completed for ALL households screened for expedited processing. 3. Expedited Interview For applicants qualified for expedited service as defined in SNAPSB Section 5 , the district shall conduct the interview and complete the application process within the expedited service time standards, as described in #6 below “Expedited Processing Criteria”. (387.7) For ALL SNAP applications that screen eligible for SNAP expedited processing, the district has the option to attempt to contact the household by telephone for the expedited interview on the initial filing date. If unable to contact the applicant on the initial filing date, an interview scheduling letter must be mailed to the applicant with a specific date and time or range of time, to ensure a determination of eligibility and expedited benefit issuance within the required 7- day period. A voicemail may be left that contains the same information. Document the case record that a voicemail was left. If clients prefer an in-office interview, they must request one. 4. Joint Processed Cases SNAP applications submitted by an SSI household at a Social Security Office shall be screened for expedited services in accordance with this section. 5. Ineligible Households Households not qualified for expedited service, shall have their applications processed according to normal standards as specified in this section. NOTE: There is no limit to the number of times a household can receive expedited processing of their SNAP applications, as long as prior to each expedited certification the household either: • completes verification that was postponed at the previous expedited certification and is still relevant, or • was certified under normal processing (no pended verification) since the last expedited certification, or • submits all verification relevant to the current application so that no verification needs to be pended 6. Expedited Processing Criteria In order to qualify for expedited processing, a SNAP household must meet one of the criteria listed below: • The household must have a total gross income of less than $150 and liquid resources not exceeding $100 in the month of application; • The household must consist of destitute migrant and/or seasonal farmworkers whose liquid resources do not exceed $100; or • The household must have in the month of application, combined gross monthly income and liquid resources that are less than the household's monthly shelter costs. (Shelter costs include rent or mortgage plus the Standard Utility Allowance (SUA) applicable for the household. Districts should use the appropriate level of standard utility allowance in accordance with the household’s shelter living situation. Most shelter living situations other than Congregate Care facilities, Shelters for the Homeless or Victims of Domestic Violence, and Subsidized Housing with heat included usually qualify for the highest or Heating/Cooling SUA.) Further clarification of these criteria can be found in the SNAP Source Book (SNAPSB) Section Five. Households who meet one of these criteria are eligible for expedited processing, even if they live in Group Homes where meals are provided. 7. Expedited Processing Time Standards When the screening process identifies a household as qualified for expedited processing of its SNAP application, districts must determine the household's eligibility for SNAP benefits and make such benefits available to the household no later than seven calendar days following the day the application was filed. The first day of the seven-day count is the first calendar day after the application was filed. In situations where the application is not signed on the last page for accuracy attestation and must be mailed to the household for signature, the mailing time to and from the applicant, as well as the time the application is in the applicant’s possession pending signature, is not included in the seven-day count. 8. Subsequent Discovery When the initial screening determined that the household did not qualify for expedited processing, but the district subsequently determines that the household is qualified for expedited processing, the district must provide expedited processing to the household within seven days from the date the district determines that the household is qualified for expedited processing. Subsequent determinations for expedited processing eligibility should be clearly documented in the case record. Best practice would be to include this in the “Note” section of the LDSS-3938. When a household qualifies for expedited processing but cannot be issued benefits until verification is completed (because they previously received benefits through expedited processing, failed to submit the pended verification, and have not been certified for SNAP benefits under normal processing since that time), the district must provide expedited processing to the household within the time standards set forth above, except that the expedited processing time standard must be calculated from the date the household completes the currently required verification. 9. Certification Periods and Initial Payment Issuance Periods for Expedited Service Cases Households which qualify for expedited service and are determined eligible for SNAP benefits, shall be assigned certification periods in accordance with this Section. Whenever practical, even when verification is postponed, districts should assign normal certification periods of at least four months as there are significant advantages gained in subsequent notice requirements. No adverse notice, and no recertification call-in, are required if such a household is certified for at least four months and subsequently fails to submit the pended verification. Regardless of the length of the certification period assigned, issuance (or payment) of SNAP benefits are limited to the initial expedited payment period of the month of application, or the month of application and the subsequent month if the household applies after the 15th of the month. If verification is postponed, the local district may: • assign a normal certification period of four months or longer to those households whose circumstances (as specified in Section Fourteen of the SNAP Sourcebook) would otherwise warrant a longer certification period, or • assign a three-month certification period, or • certify these households for one or two months - the month of application (the month of application and the subsequent month for those households applying after the 15th of the month. Four months or longer - The local district shall notify the household in writing as defined in SNAPSB Section 7, that no further benefits will be issued until the postponed verification is completed. No Adverse Action Notice is required if the household does not complete the verification or completes it and it results in a lower benefit. The household must have received written notice that the receipt of benefits beyond the month of application (or the month of application and the subsequent month if applying after the 15 th of the month) is contingent on it providing the verification which was initially postponed; and, that the verified information will be acted on without further notice. State prescribed language in CNS notices and on the LDSS-3152 & LDSS-4013B meets this requirement. Three Months - The local district shall notify the household in writing as defined in SNAPSB Section 7, that no further benefits will be issued until the postponed verification is completed. When certified for three months, the household must be sent a recertification notice in the second month of the certification period. The household must recertify and complete the verification requirements that were postponed. The household must have received written notice that the receipt of benefits beyond the month of application (or the month of application and the subsequent month if applying after the 15 th of the month) is contingent on it providing the verification which was initially postponed; and, that the verified information will be acted on without further notice. State prescribed language in CNS notices and on the LDSS-3152 & LDSS-4013B meets this requirement. One or Two Months The local district shall notify the household in writing as defined in SNAPSB Section 7, that no further benefits will be issued until the postponed verification is completed. When certified for one or two months, the household must be issued a recertification notice at certification with the Action Taken Notice. The household must recertify and complete the verification requirements that were postponed. The household must have received written notice that the receipt of benefits beyond the month of application (or the month of application and the subsequent month if applying after the 15th of the month) is contingent on it providing the verification which was initially postponed; and, that the verified information will be acted on without further notice. State prescribed language in CNS notices and on the LDSS-3152 & LDSS-4013B meets this requirement. References: 387.7 Interviews 387.8 Application Process 15 INF-05 Revised LDSS-3938 and LDSS-3938 NYC: "Supplemental Nutrition Assistance Program (SNAP) Application Expedited Processing Summary Sheet" 99 ADM-6 Review of Food Stamp Expedited Processing Procedures and Statewide Use of the "Expedited Food Stamp Screening Sheet" (LDSS-3938) 05 ADM-13 Revised LDSS-3938 Food Stamp Expedited Summary Sheet 05 INF-18 Food Stamp Program Questions and Answers: Expedited FS Application Processing, IPVs,- NYSNIP, TOP/CAMS 94 LCM-124 Food Stamps: Screening for Expedited Benefits L. Mixed Households & ‘Pure’ SSI Households 1. Mixed Households If the household applying for SNAP benefits contains members not included in the unit applying for TA, the district must choose one of the following processing options: a. The district can use the application and process the household through the TA system. Under this option, information pertaining to the NTA person's income, resources, and other eligibility factors must be obtained and considered for SNAP certification. b. The district can use a separate SNAP application and process the entire household through the NTA/ SNAP system. The decision on how to process a mixed household cannot be made on a case-by-case basis. The district must select one of the above listed options and uniformly process all mixed households in that manner. 2. "Pure" SSI Households Certain "pure" SSI households have the option of applying for SNAP benefits either at the SSA office where they conduct their SSI business or by applying directly through their district office, by mail, fax, in-person or electronically through myBenefits. a. If they choose to apply at their SSA office, they shall be processed in accordance with “SSI/SNAP Joint Application Processing (Joint Processing)” procedures found in this section. M. SSI/SNAP Joint Application Processing (Joint Processing Procedures) 1. General a. " Pure" SSI Households Eligible For Joint Processing Through SSA - Certain households which consist entirely of SSI applicants/recipients (i.e., "pure" SSI households) have the option of applying for SNAP benefits either at the Social Security Administration (SSA) office where they conduct their SSI business or through t their district office, by mail, fax, in-person or electronically through myBenefits. b. Application through the District - Households which choose to apply through the district shall have their applications processed in the same manner as all other households which apply through the district. c. Application at The SSA Office - However, households which choose to apply at their SSA office will have their applications processed in accordance with the Joint Processing procedures. 2. Eligibility In order to be eligible for joint processing, households must: a. Be a "pure" SSI household (consist entirely of SSI applicants/recipients); b. Not have applied for SNAP benefits within the preceding 30 days; and c. Not have applications pending within the preceding 60 days. 3. Households Ineligible for Joint Processing The SSA shall refer households not eligible for Joint Processing to the correct district office. The district shall process these households as they would any other household applying for SNAP benefits (i.e., an application from such households will be considered filed and processing time standards shall begin the date the signed application is received at the correct district office). 4. Certification The following provisions and procedures shall apply for the initial certification of SSI households eligible for Joint Processing. a. Households have the option of where To apply for SNAP benefits - Whenever a member of a pure SSI household transacts SSI business at an SSA district office, the SSA shall inform the household of: (1) Its right to apply for SNAP at the SSA office without going to the district office; and (2) Its right to apply at a district office if it chooses to do so. b. Households Which Choose to Apply at SSA - The SSA will accept and complete SNAP applications received at their offices, from "pure" SSI households. (1) SSA uses the LDSS-4826 Supplemental Nutrition Assistance Program (SNAP) application. (2) SSA interviews the applicant and makes copies of any pertinent documentation available. (3) In instances where SSA is unable to obtain all required verification at the time of application, they will use the LDSS-2642 Documentation Requirements to let the applicant know what still needs to be provided to the district office. (4) SSA provides the applicant with a: (a) Self-addressed envelope to the district office which serves the applicant's address; and (b) LDSS-4826A SNAP Application/Recertification and Applicant/Recipient Rights and Responsibilities for SNAP, and/or the LDSS- 4148A What You Should Know About Your Rights And Responsibilities, LDSS-4148B What You Should Know About Social Services Program and LDSS-4148C What You Should Know If You Have An Emergency fulfill this requirement. . (5) Within one working day, SSA forwards to the district office in the county in which the applicant resides: (a) The completed application; (b) A copy of LDSS-2642 Documentation Requirements; (c) A completed SSA-4233 "Social Security Administration Transmittal for SNAP Applications" which will provide the required mandatory verification as outlined in SNAPSB Section 5 for the district to make an eligibility determination. c. District Procedures (1) The district screens all SNAP applications received for expedited application processing service on day of application. (2) The district registers the application and determines eligibility and issues benefits in accordance with this section. A "SNAP Change Report Form" (LDSS- 3151) and the appropriate notice is also sent. (3) The district maintains in the case record all documents received from SSA, including the SSA-4233 "Social Security Administration Transmittal for SNAP Applications". (4) The district provides identification cards for all new applicants when the application is approved, ensuring that a member of the household has a Benefit ID Card and a PIN, and providing instructions on how and where to access the SNAP benefit. d. District Contact with Jointly Processed Households - Households eligible for Joint Processing which elect to be interviewed by and submit an application with SSA shall not be subjected to a second SNAP interview by district staff. The district shall not contact the household to obtain information in addition to the information provided by the SSA unless: (1) The application is improperly completed; (2) Mandatory verification (SNAPSB Section 5) is missing and it has been 10 days since missing verification was requested by SSA: or (3) The district determines that certain information on the application is questionable. NOTE: In no event shall the applicant be required to appear at the district office, or shall the further contact constitute a second SNAP interview. e. Households Which Choose to Apply At The District - When households eligible for Joint Processing choose to apply for SNAP Benefits through the district office (rather than SSA), they shall be certified in the same manner as all other households which apply at the district. In such cases, all mandatory verification, including that pertaining to SSI program benefits, shall be provided by the household, by SDX or BENDEX, or obtained by the district rather than being provided by the SSA. f. Telephone Certification - If SSA conducts an SSI application or redetermination interview on the telephone with a member of a "pure" SSI household, a SNAP application shall also be completed during the conversation (if requested by the applicant). In these cases, the SNAP application shall be mailed to the claimant for signature and for return to either the SSA or the correct district office. The telephone interview shall serve as the required SNAP interview and the household will not be contacted further except as allowed in paragraph c above. g. Providing Households With Program Information - The SSA will provide all households processed through their offices with an informational sheet (prepared by New York State Office of Temporary and Disability Assistance) which shall provide the address and phone number of the household's correct district office; the remaining actions to be taken in the application process; notification procedures; a listing of the household's rights and responsibilities; and information on how to obtain and use SNAP benefits. h. Normal Processing Time Standard (1) Applications shall be considered filed for normal processing purposes when the signed application is received by SSA. The district shall make an eligibility determination and issue SNAP benefits to eligible SSI households within 30 days following the date the application was received by the SSA. (2) The date of application filing for a resident of a public institution who applies jointly for Supplemental Security Income and SNAP as part of the federal Social Security Administration's Pre-release Program for the Institutionalized is the date the applicant is released from the institution. The district must approve and issue SNAP benefits or deny applications for SNAP within 30 days from the date of release of the applicant from the institution. i. Dual Participation Detection - Districts shall develop and implement a method to determine if members of SSI households whose applications are forwarded by the SSA are already participating in the SNAP. j. Certification Period - Districts shall certify Jointly Processed households for up to 24 months in accordance with the standards established in SNAPSB Section 15. 5. Prescreening for Application Processing Services a. SSA Actions - The SSA shall prescreen all applications for expedited services on the day the application is received at the SSA office and shall mark "Expedited Processing" on the first page of any applications which appear to be qualified for such processing. (1) The SSA will inform households which appear to be qualified for expedited services that benefits may be received a few days sooner if they choose to apply directly at the district office. (2) Households which choose this option may take the application to the district office for screening, an interview, and processing of the application. b. District Actions - The district shall prescreen all applications received from SSA for expedited service on the day the application is received at the correct district office. For information on the LDSS-3938 "SNAP Application Expedited Processing Summary Sheet" in this section. All SSI households qualified for expedited service shall be certified in accordance with the expedited processing standards established in SNAPSB Section 15, except that the time standard shall begin on the date the application is received at the correct district office. NOTE: SNAP applications sent to an incorrect district office shall be forwarded to the correct district office on the same day they are received, in accordance with this section. 6. Verification of Information a. SSA Responsibilities (1) The SSA will verify income, resources (except savings accounts under $500) and alien status and will record this information on transmittal form SSA-4233. The transmittal form, along with the completed application, will be forwarded to the appropriate district office within one working day of the date of application. (2) In instances where the SSA is unable to obtain all required verification at the time of application, SSA will provide the household with the required LDSS-2642 Documentation Requirements, notifying the household of what verification is needed for an eligibility determination. b. District Responsibilities (1) Although SSA will attempt to gather all required verification as outlined SNAPSB Section 5, districts are primarily responsible for the verification of information required for SNAP certification. The district shall not contact the household for verification of the information provided by SSA unless: (a) The application is improperly completed; (b) Mandatory verification (SNAPSB Section 5) is missing, and it has been 10 days since the missing verification was requested by SSA. In this circumstance the district shall contact the household by mail to: 1) Notify them that required information is still outstanding; and 2) inform them of the consequences for not providing the verification; and 3) Offer assistance in obtaining verification. If after 30 days the household fails to provide required verification (without a good cause), the district shall send a notice of denial in accordance with SNAPSB Section 8. If the missing verification is provided in the 30-day period following the notice of denial, the household shall not be required to file a new application. c. Use Of SDX/BENDEX Or SOLQ For Verification - The district has the option of verifying SSI benefit payments, or other information, through the State Data Exchange (SDX), the Beneficiary Data Exchange (BENDEX), or SOLQ and/or through documentation provided by the household. The following guidelines shall apply to the use of SDX and BENDEX or SOLQ for verification of information: (1) Information verified through SDX or BENDEX or SOLQ shall not be reverified unless it is questionable; and (2) Households shall be given the opportunity to provide verification of information which is either unavailable through SDX/BENDEX or SOLQ or is contradictory to the SDX/BENDEX or SOLQ. 7. Recertification a. Notice of Expiration - districts shall issue revised notices of expiration to recipients including information that any household consisting only of SSI applicants or recipients is entitled to apply for SNAP benefit recertification at an SSA office. b. Recertification Through The District - districts shall recertify "pure" SSI households in accordance with existing mail-out procedures. With the waiver of face-to-face interviews in New York State, all Interview requirements remain consistent for all SNAP households, to be scheduled for telephone interviews unless a face-to-face interview is requested and may also be scheduled as a home visit. For households in which all members are in receipt of SSI and for Group Home residents, it is recognized there is a potential administrative burden in connection with this requirement. For these households, "interview" should be interpreted in broad terms. For instance, the telephone interview does not need to be in depth but rather only has to be extensive enough to allow the district to feel it has obtained sufficient information to determine the household's circumstances. As an example, one monthly phone interview with an authorized representative from a Congregate Care facility could suffice for all the SSI residents due for recertification that month. c. Recertification Through SSA (1) SSA shall accept LDSS-4826 Supplemental Nutrition Assistance Program (SNAP) application forms for SNAP recertification from all "pure" SSI households in accordance with procedures set forth in this Section. (2) SSA shall forward the completed application, transmittal form and any available verification to the designated district office. d. Households Determined Ineligible For SSI - If a Jointly Processed household is determined ineligible for SSI prior to a scheduled SNAP recertification and the district believes the SNAP eligibility or benefit level may be affected, the household shall be sent a request for contact using either CNS or a manual LDSS-4753 SNAP Request For Contact/Missed Interview. NOTE: For cases in which the SSI determination results in denial, but the district believes that the household’s SNAP eligibility or benefit level will be unaffected, the certification period can continue until normal expiration. 8. Changes in Circumstance Under Joint Processing, changes in household circumstances shall be treated in the following manner: a. Households shall report changes and districts shall act upon reported changes in accordance with Section 6. b. The district shall process adjustments to SSI cases resulting from mass changes, in accordance with Section 6. c. Within ten days of learning of the determination of a household's application for SSI, the district will take any action required in accordance with Section 6. NOTE: Districts should monitor the results of the SSI determination through the SDX and BENDEX to the extent practical. 9. Waiver of Work Registration Requirements Household members who are applying for SSI and SNAP under Joint Processing shall have the requirement for work registration waived until: a. They are determined eligible for SSI and thereby become exempt from work registration; or b. They are determined ineligible for SSI and a subsequent determination of their work registration status is made through recertification or other means. Reference: 01 ADM-8 Changes in Food Stamp Application and Recertification Procedures 03 INF-10 Food Stamp Program Questions and Answers: Application Processing, Six-Month Reporting, Transitional Benefits and Standard Utility Allowances 387.2 Responsibilities of Local Department 387.5 General Application Process 91 INF-38 Food Stamps: SSI/Food Stamp Joint Processing Procedures 03 INF-13 Revision to LDSS-4753: "Food Stamp- Request for Contact/Missed Interview" 05 INF-18 Food Stamp Program Questions and Answers: Expedited FS Application Processing, IPVs, NYSNIP, TOP/CAMS 06 INF-09 Revisions for the LDSS-3151: Food Stamp Change Report Form 15 INF-05 Revised LDSS-3938 and LDSS-3938 NYC: "Supplemental Nutrition Assistance Program (SNAP) Application Expedited Processing Summary Sheet" 94 LCM-124 Food Stamps: Screening for Expedited Benefits