Page 58

VIRGINIA DEPARTMENT OF SOCIAL SERVICES APPLICATION PROCESSING

10/24 VOLUME V, PART II, PAGE 22

4. Documentation and Control

The local agency must ensure that the household properly designate authorized representatives. The household’s case file must contain the name of the authorized representative. A household may have any number of authorized representatives to apply on its behalf but may have only one representative to receive its benefits through EBT.

If households designate employers, such or those that employ migrant or seasonal farm workers, as authorized representatives or that a single authorized representative has access to a large number of benefit access devices or coupons, the local agency must exercise caution to assure that:

a. The household has freely requested the assistance of the authorized representative;

b. The household's circumstances are correctly represented; and

c. The authorized representative is properly using the household’s benefits.

The local agency may disqualify an authorized representative from serving as a representative for SNAP purposes for up to one year. In order for the agency to disqualify a representative, the agency must have evidence that an authorized representative misrepresented a household's circumstances, knowingly provided false information pertaining to the household, or improperly used SNAP benefits. The local agency must send a letter to the affected household and the authorized representative thirty days before the disqualification date.

• This letter must include at a minimum:

• The proposed action;

• The reason for the proposed action;

• The household's right to request a fair hearing (Note: The authorized representative being disqualified may not request a hearing. Only the household may do so.);

• The telephone of the office; and,

• If possible, the name of the person to contact for additional information.

The provision to disqualify an authorized representative is not applicable in the case of drug and alcoholic treatment centers and group homes that act as the authorized representative for their residents.

TRANSMITTAL #35