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Page | 72 4120 RIGHT TO SAME-DAY FILING

Individuals must be advised of their right to file an application form (printed or online) on the same day contact is made with DSS during office hours. The DSS-EA-301, Economic Assistance Application, also advises households of the right to file an application on the same day initial contact with the office is made. Individuals do not have to be interviewed before filing the application form as long as the form contains the applicant’s:  Name  Address  Signature of a responsible household member or the Authorized Representative (page one of the DSS-EA-301 Economic Assistance Application)

Individuals should also be told that benefits start the date the first page of the application form is received during working hours. If the initial contact is by phone, encourage the individual to come to the office that day or to file online. If the individual is in the office, DSS must ask that he/she complete the first page of the application form. The individual may decline to complete page one if he/she chooses. Every attempt should be made to also set up an appointment the same day the application is filed (see section 5100 for more information).

DSS must document the date the application was filed by recording on the application the date it was received by the DSS office. DSS will also provide an application form to anyone requesting one.

When a resident of an institution is jointly applying for SSI and SNAP benefits prior to leaving the institution, the filing date of the application is the date of release of the applicant from the institution. Social Security or the Department of Corrections is responsible to notify DSS when the individual is released from the institution to start the application processing period.

4130 DSS EMPLOYEE APPLICATIONS

To avoid conflict of interest, ensure privacy, and protect the agency from potential fraud, all applications received for DSS employees MUST be processed by an EA Supervisor, Regional Manager, Program Specialist, or Program Administrator. Additionally, a second supervisor must review the eligibility determination. The second supervisor could be a supervisor in another office, Regional Manager, Program Administrator, etc. Eligibility systems do not support or require dual approvals, so thorough documentation in the case narrative will be necessary. The case file (all supporting documentation) is to be stored in the secure file director folder. The narrative section narratives should state “hard copy narrative on file” and stored with the other supporting documentation in the Secure File Director folder for the case. All household, income, resource, and expense panels should be entered into the mainframe system to ensure correct eligibility determinations. When the recipient is no longer a DSS employee, the case can return to normal processing guidelines and storage at the next renewal. In addition, Benefits Specialists will not process benefits for relatives, close friends, or any person where there is a real or perceived conflict of interest. The Benefits Specialist MUST notify the supervisor prior to starting the application process or accepting responsibility for an on-going record. Note: These requirements also apply to households applying for TANF.