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VIRGINIA DEPARTMENT OF SOCIAL SERVICES HANDLING CHANGES

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determining the cause of the delay.  Provide benefits, as allowed in section d. below, after determining the cause of the delay.  Require the household to reapply for benefits if the household returns the interim report after month seven/thirteen. • Send the Interim Report Form - Request for Action form • If the household fails to return a completed Interim Report timely. Send the Interim Report Form-Request for Action by the 15th of the month when the Interim Report is missing. Provide another Interim Report if the household requests it. • If the returned Interim Report is incomplete or lacks required verifications of reported income changes and the BPS is unable to obtain information from the household by telephone or other household contact. Send the original Interim Report to the household along with the Interim Report Form-Request for Action if information is not obtained. • If the returned Interim Report lacks a signature. Send the original Interim Report to the household.  The household will have 10 days to supply information, verification, or to complete the form, even if the 10-day period expires after the case should automatically close.  Photocopy an incomplete Interim Report before sending the form back to the household. • If the household fails to return an Interim Report or fails to return a completed Interim Report by the VaCMS cutoff of month six/twelve, the case will automatically close at the end of the sixth or twelfth month, as appropriate. The BPS must send an adequate notice before closure of the case if the household fails to submit a completed Interim Report. The BPS must also send an adequate notice before closure of the case if the household fails to take required actions or to supply requested verifications.

Incomplete Interim Reports

The Interim Report is incomplete if: • The case name, head of the household, responsible household member or authorized representative has not signed the form; • The household fails to answer each question or fails to submit verification of income; or • The household fails to provide information needed to determine eligibility or benefit level, such as failing to note if changes have occurred in household composition or the address.

The BPS must use reasonable judgement to determine if the Interim Report is incomplete. For example, if the household indicates that no changes have occurred for income but supplies new pay stubs, the report is complete. Consider the Interim Report complete even if the household fails to:

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