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Revised January 1, 2024
Purpose:
Worker Responsibilities
When you are informed that a non-exempt Basic Food client has not complied with work requirements:
For Mandatory Work Registrants
Begin the good cause process no later than 10 calendar days from the date you are notified on noncompliance, by sending a letter to the client. The letter must include: A description of the non-compliance; and The date by which the client must contact the worker to provide good cause for non-compliance. (This date should not exceed 10 calendar days from the date the notice is sent.)
Determine good cause for clients not meeting the work registration requirements described in WAC 388-444-0005 , #3.
When good cause does not exist the client must be disqualified. See Disqualification .
Inform disqualified clients how they may regain eligibility for Basic Food.
Volunteers for Basic Food E&T components (services) who fail to participate are not disqualified.
For ABAWDs
Good cause is considered when determining if a mandatory ABAWD client has met the participation requirements.
Consider an ABAWD to have met the work requirement if they have a temporary absence from work that causes them to not meet the required hours of participation and they have not lost their job.
Good cause includes unexpected circumstances beyond the individual’s control, such as: Illness; Care for another household member; A household emergency; or The unavailability of transportation. NOTE: A household emergency can cover a range of unexpected events such as fire, extreme weather or domestic violence event.
Document the reason for good cause in the case notes. Good cause should not exceed two months in a row . If the frequency of good cause requests become questionable, a worker can ask the the client to provide collateral contact for the exemption. Assess the client for a personal exemption if it appears that the good cause reason will last for longer than two months.
If you determine there is no good cause, record non-qualifying work months as described in Worker Responsibilities WAC 388-444-0030 – Monitoring Participation
EXAMPLE:
Rita is an ABAWD who lives a remote area in a non-waived county. She had a vehicle to get to her part time job, but it is in need of repairs and is not drivable. She calls to report that she will not be able to meet the required number of hours for ABAWD. The worker does not change the ABAWD Participation status but records the Good Cause decision in the case remarks and explains to Rita that Good Cause is limited. The worker refers Rita to a BFET provider in her area to explore options for aid to repair her vehicle.
EXAMPLE:
Sahar is an ABAWD who lives in a non-waived county. She is volunteering at a Workfare site in the next town over. She usually takes the bus to the location. There is a snowstorm which has caused the buses to not run in her neighborhood. She does not feel safe walking to a farther bus stop. Sahar calls to report that she will not be able to meet her volunteer hours for that month. The worker does not change the ABAWD Participation status but records the Good Cause decision in the case remarks..
EXAMPLE:
Parker is an ABAWD who lives in a non-waived county. He reports that he is not going to be able to work for a few months because he has broken his leg. This is not a case of Good Cause, instead, the worker should evaluate Parker for a personal exception for being unable to work.
Revised July 20, 2026
The following is a summary of general duties assigned to an Administrative Hearing Coordinator (AHC).
To find out the name of the Administrative Hearing Coordinator (AHC) in Community Services Division (CSD) regions / offices, please contact:
Danielle LeMier, Administrative Hearings Program Coordinator Operations, Community Services Division Email: Danielle.LeMier@dshs.wa.gov
The AHC acts as the liaison, in cases involving Administrative Hearings, between the CSO and:
The appellant
The appellant's representative
The Office of Administrative Hearings (OAH)
The DSHS Board of Appeals (BOA)
The Health Care Authority (HCA)
The Community Services Division (CSD)
The Office of the Assistant Attorney General (AAG)
Children's Administration (CA)
The Office of Fraud and Accountability (OFA)
Other agencies or individuals involved in specific hearings.
The AHC must maintain the appearance of fairness in the Administrative Hearing process. The following guidelines apply:
Communication with Administrative Law Judge (ALJ), department witnesses, appellants their witnesses and representatives must be on a professional level.
Any communication between the AHC and an ALJ regarding a specific hearing must include the appellant and/or their representative. Private conversations with an ALJ about an administrative hearing (ex-parte communications) are strictly prohibited, unless it involves a safety issue. See RCW 34.05.455 .
Maintain the hearing case file to include the following specific information: Name and client ID of appellant; Date of request for hearing; Hearing Issue; Name of appellant representative, if any; Pre-Hearing meeting (PHM) activities, if any; Scheduled date of hearing; Continuances requested; Date and result of hearing decision; and Date of request for review and/ or reconsideration.
Determine eligibility for continued benefits under WAC 388-458-0040 .
Give notice to Office of Financial Recovery (OFR) to stop recovery when an administrative hearing about an overpayment has been requested.
Represent the Department at the voluntary Pre-Hearing Meeting, Pre-Hearing Conference, and the Administrative Hearing.
Contact the division program manager for Administrative Hearings to determine whether an AAG should be present at an administrative hearing. Notify the OAH of any accommodation needed due to client Equal Access (EA) status.
Notify the OAH if interpreter services are requested for Limited English Proficient (LEP) clients.
Prepare the DSHS 09-354(X), Administrative Hearing Report or similar document as an attachment to exhibits (Administrative Hearing Packet).
Provide copies of the Administrative Hearing Packet to all parties.
Coordinate and conduct pre-hearing meetings or pre-hearing conference activities.
Arrange for subpoenas to be issued by the AAG, when necessary.
Distribute copies of hearing decisions as necessary to program managers.
Coordinate implementation of hearing decisions.
Prepare petition for review or request for Board of Appeals (BOA) reconsideration of initial decision or response to appellant petition as appropriate.
Exception: The department cannot request BOA reconsideration for Basic Food hearing decisions. See 7 CFR 273.15(q)(2).
Revised November 26, 2025
If a client meets continued benefits eligibility requirements, the client receives the level of benefits they were receiving prior to the administrative hearing request until the hearing decision is issued.
If the hearing decision affirms the department action (i.e. reduction, suspension, or termination of benefits) the continued benefits paid to the client pending the administrative hearing may become an overpayment for the client. See WAC 388-458-0040 .
Continued benefits for clients are governed by WAC 388-458-0040 .
Continued benefits are authorized at the benefit level the client was receiving before the action was taken by the department which resulted in the hearing request.
Clients must be notified in writing of their eligibility for continued benefits.
1. Review each administrative hearing request to determine eligibility for continued benefits.
Note: A client is eligible for continued benefits at the level of benefits they were receiving before the department took the action that reduced, suspended, or terminated their benefits, until the end of the month when the hearing decision was issued, unless:
a) The client failed to request the administrative hearing within the 10-day period after the change letter was mailed by the department.
b) The client’s Basic Food certification has ended.
c) The client’s Medical Certification Period has ended.
d) The client requested in writing that the department not give them continued benefits.
e) The client withdrew their administrative hearing request.
2. When the AHC determines the client is eligible for continued benefits.
a) Reinstate terminated benefits or make changes to the ACES record to cancel a reduction or suspension of benefits.
b) Send Notification of Receipt and Continued Benefits Decision (27-150) to client, which includes the following information:
i) Benefits have been continued based on your hearing request;
ii) Some or all of the continued benefits may be considered an overpayment if the department action is affirmed; and
iii) If you do not wish to receive continued benefits, you must make that request to the department in writing.
2. If the AHC determines that the client is not eligible for continued benefits, send Notification of Receipt and Continued Benefits Decision (27-150). The following information should be included:
a) Why continued benefits cannot be authorized, citing the regulation; and
b) The information regarding Administrative Hearing rights.
3. Call the Office of Administrative Hearings to schedule an expedited administrative hearing when clients appeal the hearing decision regarding continued benefits.
4. Notify the Social Service Specialist /Case Manager when continued benefits terminate.
5. AHC will establish overpayments that result from the payment of continued benefits to clients, if appropriate.
1. Continue to process all case actions or changes that do not apply specifically to the administrative hearing issue.
2. Notify the AHC of any case actions or changes that result in a reduction, suspension or termination of cash, food, or medical benefits.
Revised July 20, 2026
Once a hearing request has been scheduled, a decision must be issued by the ALJ.
When a hearing decision is received by the department:
Document the AHCS with the docket number, the type of decision, and the date of mailing.
Include any other information necessary for a complete record.
1. Order of dismissal: Issued when an appellant withdraws the hearing request or does not appear at the scheduled time for the administrative hearing. An appellant can request that an Order of Dismissal be vacated or canceled. If the Order of Dismissal is vacated, the administrative hearing will be reinstated. Document the circumstances that led to the dismissal so that the department can respond in those cases.
a. Default/no show: If the administrative hearing notice was correctly addressed and the appellant failed to appear, and file the hearing decision with any related documents in the case record.
If the notice of hearing was not correctly addressed or there is some other reason that the notice of hearing was not properly delivered, contact the Office of Administrative Hearings (OAH) and provide them with the correct address or other information needed to deliver the notice of hearing.
b. Withdrawal: Send the request for withdrawal and any other related documents attached in the case record.
2. Initial decision : The initial decision is issued by the Administrative Law Judge (ALJ) who presided at the administrative hearing. The initial hearing decision becomes the final hearing decision if it is not appealed by either party within 21 days of the date that it is mailed.
The ALJ who conducted the administrative hearing is responsible for writing the initial hearing decision and mailing a copy to all parties. It is appropriate to follow up with the ALJ if the decision is delayed. No details of the case can be discussed before the hearing decision is issued.
The Health Care Authority (HCA) is responsible for administrative hearings involving medical equipment or medical services. Refer questions about these hearing decisions to the HCA Appeals Manager, MS 45503. (See Special Procedures in this category.)
HCA shall not implement hearing decisions concerning medical procedures, medical equipment, or dental services until a final order is issued. The HCA Appeals Manager will coordinate these cases
3. Reversed decisions: When the department decision is reversed, immediately:
a. Authorize benefits for an applicant effective with the date of eligibility determined in the hearing decision.
b. Reinstate benefits for a recipient at the level paid prior to the hearing request, if the benefits are not already being continued, or at the level determined correct by the initial hearing decision.
c. Adjust overpayments or take any other action addressed in the initial hearing decision.
4. Stay: When the department disagrees with the initial hearing decision, request a stay of the action per the initial hearing decision.
5. Affirmed decisions: When the department decision is affirmed, immediately:
a. Terminate the continued benefits. Adequate notice must be provided to the appellant. Advance notice is not required.
b. Review the period of continued benefits, and establish an overpayment, as appropriate.
c. Distribute the hearing decision to other offices or divisions (OFR, WorkFirst Division, etc.), as appropriate.
6. Petition for review of initial decision: The AHC is responsible for filing a petition to review in cases involving public assistance cash and eligibility for medical assistance.
The Health Care Authority (HCA) is responsible for filing petitions for review in cases involving medical equipment, medical services, or MAGI medical cases. The HCA Appeals Manager at: MS 45503 coordinates the cases.
6. AHC petitions for review to the DSHS Board of Appeals (BOA):
a. After implementing the initial hearing decision, determine if a review is appropriate:
Consult with CSO supervisors or administrator, as appropriate
Consult with regional trainers or program staff, if necessary
See chapter 388-02 WAC , which gives a full explanation of the BOA review judge's authority.
b. If the department decides to petition the BOA fir a review of the initial hearing decision, prepare a memorandum for the BOA Board of Appeals, MS 45803 which includes:
Appellant's name and docket number,
All areas in which the department believes the ALJ erred. See chapter 388-02 WAC for the review standard. The review judge usually only addresses areas that have been raised in the petition for review. Refer to findings of fact and conclusions of law by the number assigned in the hearing decision.
Cite WAC's, findings of fact or evidence in the record that support the department argument.
New evidence which affects the hearing decision, and could not have been provided by the AHC at the hearing with reasonable diligence.
A request asking the review judge to find in the department's favor.
Refer to chapter 388-02 WAC for complete instructions regarding distribution and time frames for a petition for reconsideration.
7. Appellant petition for review:
a. Do not reinstate continued benefits pending a review of the initial hearing decision requested by the appellant.
b. Review the appellant's petition to determine if a response is appropriate. A response may not be required if the appellant raises issues which are irrelevant or which are outside the authority of the ALJ, e.g., issues relating to the behavior of department workers.
c. If a response is required, prepare a memorandum to the Board of Appeals, MS 45803, which includes:
The appellant's name and the docket number,
A response which speaks only to the issues raised by the appellant,
Argument(s) which supports the finding in the initial hearing decision.
d. Refer to chapter 388-02 WAC for complete instructions regarding distribution and time frames for a response to a petition for review.
8. Receipt of review decision from BOA:
a. Implement the BOA review decision immediately.
b. See chapter 388-02 WAC to determine if a request for reconsideration is appropriate.
c. If a request for reconsideration is appropriate, prepare a memorandum to the Board of Appeals, MS 45803 including the specific reason why the department does not agree with the BOA review decision.
9. Judicial Review: The appellant has the right to request judicial review of the final agency decision in superior court. Instructions regarding requesting judicial review are attached to the BOA review decision. If an appellant asks about judicial review, they should be advised to seek legal counsel and referred to the local legal services office.
Revised October 28, 2015
Equitable Estoppel is a legal principle which means that, in certain cases, the Administrative Law Judge (ALJ) can order the department to stop doing something because it is not fair to a client i.e. overpayment. See WAC 388-02-0495 .
In 2012, the department, in consultation with Legal Services, the Office of the Attorney General and the Office of Administrative Hearings, developed a stipulation and agreed order of dismissal to be used to take the place of a formal administrative hearing and written decision by an Administrative Law Judge (ALJ), in cases where the client raises the equitable estoppel defense to eliminate an overpayment.
Appellants may raise the equitable estoppel as a defense in administrative hearings.
Exception: The equitable estoppel defense cannot be applied for overpayments related to the Supplemental Nutrition Assistance Program (SNAP), Food Assistance Program (FAP) or the Washington Combined Application Program (WASHCAP) as the principle of equitable estoppel is considered contrary to federal law. Because FAP and WASHCAP are required to mirror federal law it cannot be used for these programs. See WAC 388-410-0025 .
The Stipulation and Agreed Order of Dismissal should be considered for cases which meet all of the following conditions:
The sole issue for the administrative hearing is the fairness of the collection of an overpayment, and
Neither party (appellant or department) is disputing any fact affecting the outcome of the case. There is agreement about the amount and the facts of the overpayment; and
The department is satisfied that all elements of estoppel have been established by the appellant with "clear, cogent, and convincing" evidence. This means that the fact is proven by the evidence to be highly probable.
Cases must be determined individually based on each unique set of facts. The purpose of the stipulation is to avoid unnecessary administrative hearings. An administrative hearing is unnecessary only when the department agrees that the appellant has established the case for equitable estoppel and the appellant agrees to the facts of the overpayment. If either party, the AHC (or other department representative) or the appellant, disputes any fact affecting the outcome of the case, an administrative hearing should be held and a formal decision made by the ALJ.
Review each hearing request, consulting with supervisors as appropriate, to determine if equitable estoppel is a factor. If yes, apply the following guidelines to determine if the case is appropriate for use of the stipulation and agreed order.
Guidelines for Establishment of Equitable Estoppel:
An admission, statement, or act by the department, which is inconsistent with a later claim. The department makes a statement, takes an action, or fails to act and later finds that they were incorrect. The client is informed after the fact that the error was made.
Factors which may be used as evidence of element #1:
The department had all the information available to correctly determine eligibility
The client received the benefits
The department has assessed an overpayment.
An action by the client on the faith of the department's admission, statement or act. The client must have taken some action that was reasonable given the circumstances; e.g. cashed the check and spent the money.
Factors which may be used as evidence of element #2:
The client's belief in the department's action was reasonable.
EXAMPLE:
Client receives a letter informing him that his check will be $400. Client has reported income correctly and has no reason to suspect that the amount might be an error.
The benefit is no longer available. Document the facts using the best verification obtainable, including the client's statements when necessary.
An injury to the client arising from permitting the department to contradict or repudiate such admission, statement or act. The client experiences either a loss or a detrimental change in their position because the department reverses a decision regarding eligibility. Depending on the specific circumstances of the case, the imposition of a debt that could not be anticipated or avoided by the client may establish injury.
Factors which may be used as evidence of injury:
The client made financial decisions or plans based on a reasonable belief that the benefits they received were correct:
Spent the money on items they would not have otherwise bought and which are not an available resource.
Paid outstanding debts they would not otherwise have paid
Failed to use an available family or community resource due to the receipt of the benefits. Food Banks, help from relatives, the Salvation Army. EXAMPLE: The client receives TANF medical benefits for several months before the department discovers the family is ineligible. The client acted in good faith and is without fault. The family used private medical providers during the period in question based on a reasonable belief that they were entitled to medical assistance. The family did not use the free medical clinic in their town that was available and could have met their medical needs. Injury can be established based on the failure to use an available community resource. When determining injury, the effects of non-cash benefits, such as training and childcare can and should be considered. The appellant and the department must be in agreement regarding the establishment of injury. If the appellant and the department cannot agree on the nature or extent of the injury, the case should go to hearing.
Equitable estoppel is necessary to prevent a manifest injustice. The overpayment is clearly unfair to the client based on the way that it occurred and repayment would compromise the client's ability to meet basic needs.
Factors which can be used as evidence of element #4:
The client cannot repay the overpayment without drawing on funds needed for basic requirements. Document income and expenditures. Verify only questionable amounts.
It is clear that the client acted in good faith by following the rules required to maintain eligibility for public assistance. a) The client reported income timely and accurately
b) The overpayment was solely due to department error; and
c) The client has "clean hands". That is, without fault. The client fulfilled all their responsibility to inform the department of changes in their circumstances.
Applying equitable estoppel will not impair the exercise of governmental powers. Element #5 will be considered to be met unless there is an extraordinary circumstance. This element must be considered on a case by case basis. The cumulative effect of equitable estoppel applied to many cases is not permitted.
When the appellant and the department (AHC and their supervisor) agree that equitable estoppel should be applied, the AHC:
Completes and signs The Agreed Order and Stipulation, DSHS-EE ORDER 1/98 (currently available from CSD headquarters) and,
Contacts the appellant to review and sign the stipulation, and
Submits the stipulation to the ALJ for review and signature at least 3 days prior to the administrative hearing.
Although it is best to obtain agreement for the stipulation before the administrative hearing, it is not always be possible. The order can be done either in pre-hearing meeting with the appellant (and representative) on the day of the administrative hearing or on the record with the ALJ presiding. It still saves time required for administrative hearing and written decision.
When the signed order is received from the ALJ, the AHC must forward a copy to the Office of Financial Recovery (OFR).
Revised July 20, 2026
The client or their representative may request an administrative hearing. The request should be made within 90 days of the date of the notice of the department decision. After 90 days, a hearing request may only be accepted after an ALJ determines there was good cause for not requesting the hearing within 90 days.
Hearing requests don’t need to be in any particular form and can be made to any department employee or the Office of Administrative Hearings OAH. Note: Provider hearing requests must be made in writing and submitted to the Office of Financial Recovery (OFR).
Hearing requests can be made by: a. Calling the Department of Social and Health Services (DSHS) at (877) 501-2233 or the OAH Call Center at (800) 583-8271; b. Writing to: Office of Administrative Hearings PO Box 42489 Olympia, WA 98504-2489 c. Requesting online at the OAH Website, https://oah.wa.gov, then click the How do I Request a hearing link to get started; d. Faxing your request to OAH at (360) 664-8721; or e. Visiting any DSHS office and making an oral request, completing a Request for Hearing form, or providing any other written statement for a hearing.
Hearing requests should include the department decision being appealed, the date the client was notified of the department decision, and why the client is dissatisfied with the department decision.
Hearing requests must be forwarded to the (OAH) for scheduling regardless of the date of the hearing request. See RCW 74.08.080
Respond to the client and document in the ACES narrative when a client contacts the department regarding an adverse department decision.
Explain the reasons for the department decision.
Describe what rules apply to the department decision.
Try to resolve the issue(s) with the client, but, if unable to resolve the issue(s) offer the client a supervisor conference, if appropriate.
Inform the client of their right to an administrative hearing.
Offer a Request for Hearing, DSHS 5-013(X) or take request over the phone
Offer to complete an electronic Administrative Hearing Request form for the customer or provide the paper Request for Hearing form DSHS 5-013(X) , if the client prefers. Document the client's decision in ACES.
Maintain record of all hearing requests until scheduled.
Contact client to clarify the hearing request, if necessary.
Forward all hearing requests to the OAH for scheduling. If the client is Equal Access, communicate with OAH the client's needs with the hearing request. If the client is Limited English Proficiency, include primary language information with the hearing request.
Revised April 6, 2023
Clients have the right to receive written notice of their administrative hearing rights at the time of application, denial, termination, suspension, grant reduction or notification of overpayment. [see RCW 74.08.080 ].
Clients have the right to be represented or to represent themselves at an administrative hearing.
The client who requests an administrative hearing is called the appellant. However, in an Administrative Disqualification Hearing food assistance case the department requests the hearing and the client is called the respondent.
Administrative Hearing Coordinators (AHCs) with the Community Services Division (CSD), Home and Community Services Division (HCS), and Developmental Disabilities Administration (DDA) manage hearing requests related to their programs. CSO Administrators (CSOAs) have the authority to resolve issues with clients prior to an administrative hearing.
Not every complaint received about a department action is a request for an administrative hearing. Refer to information in WAC 388-426-0005 for complaints that aren’t appropriate for an administrative hearing.
Administrative Law Judges (ALJs), employed by the Office of Administrative Hearings (OAH), conduct Administrative hearings. OAH is a separate agency from DSHS. Administrative hearings are held in person or by teleconference call. OAH is responsible for scheduling administrative hearings and sending a notice of the date and time for the administrative hearing to all participants.
The DSHS Board of Appeals (BOA) is responsible for reviewing the initial hearing decisions when reconsideration is requested by either the department or the appellant.
Exception: The department can’t request reconsideration on Basic Food decisions.
The client has the right to request judicial review of a final DSHS hearing decision.
A Pre-Hearing Conference is a formal proceeding conducted on the record by an Administrative Law Judge (ALJ) to prepare for an administrative hearing.
1. The pre-hearing conference (PHC) may be required by an ALJ or requested by any party. It is an essential step in the administrative hearing process. See WAC 388-02-0200 – What Happens During a Pre-Hearing Conference.
2. Attendance at the pre-hearing conference is mandatory for the parties. If clients do not attend the pre-hearing conference, the ALJ may dismiss the hearing request or enter a default order against the client.
3. An ALJ may conduct the pre-hearing conference in person, by telephone conference call, or in any other manner acceptable to the parties.
Note: Mandatory Pre-Hearing Conferences do not apply to Basic Food cases. See 7 CFR 273.15(d).
Notify all staff who are scheduled to participate in the pre-hearing conference of the date and time of the PHC.
When participating in a pre-hearing conference:
1. Explain the facts on which the decision is based.
2. Discuss the rules, which the department relied on when making the decision the client is appealing. Make copies of the cited rules available on request.
3. Review the evidence that the department relied on and how it relates to the client's situation.
The Administrative Law Judge enters a written pre-hearing conference order describes actions taken, changes to documents, any agreements reached, and any ruling of ALJ. The pre-hearing order determines if and how the administrative hearing is conducted, whether it will be in person, by telephone conference, or other means.
Revised July 20, 2026
The Pre-Hearing Meeting is an informal, voluntary meeting conducted by the DSHS Representative and the Client and/or Representative prior to an Administrative Hearing to attempt to resolve the issues at the lowest possible level.
1. The pre-hearing meeting (PHM) ensures that hearings are held only in cases that cannot be resolved under current policy. 2. The (PHM) is not designed to take the place of an administrative hearing. It is an opportunity for the client and/or their representative and the Administrative Hearing Coordinator (AHC) to clarify the issue for hearing, correct errors and make agreements. 3. The PHM is not mandatory and does not need to be lengthy or formal. 4. The PHC can be held by telephone or in person. 5. The client has a right to decline a PHM.
1. Attempt telephone contact immediately with the client for a PHM as soon as possible after receiving the request for an administrative hearing; or 2. Use the DSHS 02-527(x) Pre-hearing Meeting Letter, ACES letter FHC2 Pre-hearing Meeting Notification or local CSO letter to schedule pre-hearing meeting when the telephone attempt is unsuccessful. 3. Arrange for interpreter services or other accommodation as required.
The AHC should be prepared to meet at least once, either in person or by telephone, with the client and/or the representative before the administrative hearing. Additional contacts should be scheduled as needed. 1. When conducting a pre-hearing meeting:
a. Attempt to identify and define the issues. b. Explain the facts on which the decision is based. c. Discuss the result the client expects from the administrative hearing. d. Explain the client's right to representation and the local contact for free legal services. e. Discuss the rules, which the department relied on when making the decision the client is appealing. Make copies of the cited rules available on request. f. Review the evidence that the department relied on and how it relates to the client's situation. g. Attempt to resolve areas of factual dispute by reviewing the case record, ACES record or other documentation. h. Allow the client an opportunity to provide additional information and/or documents that were not considered in the original decision. i. Correct any CSO errors that are identified. j. Coordinate with Regional staff for clarification of regulations, policies or procedures as needed. k. Review alternative methods for helping the client, including community resources and the possibility of an Exception to Rule. l. Review the hearing procedures, including testimony, swearing of witnesses and presentation of evidence. m. Answer any general questions the client has regarding the hearing process. n. Submit new or additional evidence provided by the appellant to the original decision maker or their supervisor for an amended decision, if appropriate. (See WAC 388-406-0060 (3) for application denials.)
2. If a resolution is reached and the client wishes to withdraw the hearing request: a. Have the client complete a DSHS 02-528(X) Withdrawal of Administrative Hearing which specifies the reason for the withdrawal and any agreements made by the AHC or other CSO staff which resulted in the withdrawal: b. For verbal withdrawals: 1) Have the client complete a DSHS 02-528(X) as in (a) above or send the form to the client with instructions to complete as in (a) above.
2) Notify the Office of Administrative Hearings (OAH) immediately if the written withdrawal will not be received by OAH before the hearing is scheduled.
3. Forward the original copy of the withdrawal to the OAH. Give one copy to the client and put one copy in the CSO hearing file.
Revised October 28, 2015
Effective preparation for an administrative hearing includes a complete review of the department record. Documents are identified for their potential use as exhibits at the administrative hearing. Witnesses should be interviewed and prepared for their testimony. Errors in the record should be corrected. Client notices that are incomplete or do not meet advance or adequate requirements must be corrected and reissued before the administrative hearing.
The administrative hearing preparation is the responsibility of the Administrative Hearing Coordinator (AHC).
The Administrative Hearing report and proposed exhibits (Administrative Hearing Packet) should be made available to the client and their representative as soon as possible before the administrative hearing. The client may have seen the documents. However, the documents will be in a different format and may not look familiar to the client.
If an interpreter is involved, the Administrative Hearing Packet should be given to the interpreter in advance of the administrative hearing, if possible.
Evidence can be in the form of documents or testimony.
Documentary evidence can come from different sources. Documents which can be used as evidence in an administrative hearing include, but are not limited to:
a) Letters/notes provided by the client or others.
b) Applications, MSR, or other forms signed by the client.
c) Medical reports, employer statements, collateral statements or other documents provided by a third party and used by the department in the eligibility decision.
d) Financial computations, ACES screen prints including CAFI, MAFI and FSFI, Progressive Evaluation Process worksheets
e) Notices or letters sent by the department to the client either through ACES or manual notes.
f) Verification documents provided by the client (landlord statement, wage stubs).
3. Testimony is provided by witnesses who have direct knowledge of facts related to the issue for hearing. It is appropriate to use a witness when the witness can testify:
a) That a document is authentic because the witness either prepared the document or observed the preparation;
b) About the source of a document because the witness either received the document or observed its receipt;
c) About his or her own actions;
d) About the actions of others; or
e) About statements made by the appellant to the witness.
Revised October 28, 2015
See WAC 388-02-0215 through WAC 388-02-0245 for the responsibilities of the Administrative Law Judge.
The case is presented to the ALJ and generally consists of the following sections:
a) Opening statement
b) Presentation of the evidence
c) Closing statement
3. The ALJ's decision can only consider documents that have been formally entered into the record of the hearing.
4. Either the client or the department may object to the admission of any document into the record. The ALJ will usually rule immediately regarding an objection.
5. An objection should be raised if a document:
a) Has been altered, or
b) Is not what it is purported to be, or
c) Is not relevant to the issue for hearing e.g. a medical report, which is not current.
Prepare the opening statement:
a) Identify the action or department decision being contested;
b) Explain the circumstances which led to the action or department decision;
c) Cite the specific regulation or statute which was applied in the department decision; and
d) Explain how the documents and the witnesses if any will provide evidence to support the departments' position.
2. Present the evidence:
a) Introduce documentary evidence; explain how it relates to the facts of the case.
b) Introduce and question witnesses. Ask questions that allow the witness to explain what he or she knows about the case.
c) Present material in an orderly, logical manner. Consider if it is best to present the case in chronological sequence.
d) Explain how the department came to know the facts of the case.
e) Explain the reasons for the department decision and the regulations and/or statutes which support the decision.
f) Show the steps taken to comply with regulations and notice requirements.
g) Explain the actions taken by the department after the administrative hearing was requested, including whether or not a pre-hearing meeting was held. If a pre-hearing meeting was not held, be prepared to tell and document to the ALJ the number times the department attempted to contact the client before the administrative hearing.
3. Closing statement:
a) Briefly summarize the department's view of the case and review the regulations/statutes which support the department actions
b) Explain why the ALJ should rule in favor of the department.
Note: If new information is raised by the client during the administrative hearing, it is appropriate for the AHC to respond to the new information. In addition, the AHC may ask that the department be allowed additional time to respond to the new evidence if it is extensive or it raises issues which were not presented in the original client hearing request.
Revised December 5, 2025
This section contains rules and procedures related to application approvals, denials and withdrawals, including notification requirements, eligibility effective dates for approved applications, limits on denial actions, and when we may reconsider a denied application.
Clarifying Information and Worker Responsibilities
Clarifying Information and Worker Responsibilities
Clarifying Information and Worker Responsibilities
Basic Food and Transitional Food Assistance:
Transitional Food Assistance (TFA) provides five months of basic food benefits as a fixed benefit amount for families leaving TANF or Tribal TANF. When someone moves out of a TFA household, they aren't automatically removed from the TFA assistance unit.
Federal rules don't allow people to receive benefits under the Food Stamp program in more than one household at the same time. This includes basic food and TFA.
When an active member of a TFA AU moves away and applies for basic food in a different household, we must remove the applicant from the TFA AU before starting basic food or adding them to someone else’s basic food AU.
The applicant is eligible for basic food effective the first of the month after they were removed from the TFA AU with advance notice.
For approved applications processed outside the applicant’s catchment area, transfer the case record to the correct CSO and notify the applicant of the CSO address and phone number. Use ACES Letter 023-03 - Information/Action Request for Transfer.
For applicants ineligible for benefits because they are institutionalized, open: Basic Food from the date: Of release from the institution, if released within 30 days from the date of application and we have the information needed to determine eligibility; or We have the information needed to determine eligibility, if released within 30 days from the date of application, and the information was received after the 30th day but before the 60th day, and the delay was caused by the applicant. Cash assistance from the date: Of release if released within 30 days from the date of application and we have the information needed to determine eligibility for TANF, SFA, PWA, or RCA; or Of release if the release date is past the forty-fifth day processing deadline; or We have the information needed to determine eligibility, but no later than the 30th day for TANF, SFA, PWA, or RCA.
See WORKER RESPONSIBILITIES Non-Compliance Sanctions (NCS) Re-Applicants
For basic food, when the thirty-day period ends on a weekend or a holiday the denial notice is sent the first working day after the thirtieth day.
If a basic food applicant doesn't show for the required eligibility interview within the 7-day interview window:
ACES sends a Notice of Missed Interview informing the applicant to contact the department by phone or in person for an interview by the 30th day.
ACES automatically denies a pending basic food AU in overnight processing on the 30th day from date of application regardless of whether an interview has been initiated. If the 30th day falls on a weekend or a holiday, the denial occurs in overnight processing on the next business day.
Processing Basic Food Applications for Individuals Ineligible Due to Duplicate Participation
When applicants apply for basic food and are ineligible for benefits during the month of application because they received benefits from another state:
Deny the application for the initial month (and second month if necessary) if they have already received or will receive SNAP benefits from the other state for that month(s).
If basic food benefits can be approved for the ongoing months and the benefit start date is not more than sixty days from the initial application date, a new application isn't needed. EXAMPLE: Theo moved to Washington from Nevada and applies for benefits on 3/15. We interview them on 4/2 and determine they are financially eligible at the time, except that they received 3/2021 and 4/2021 benefits from the other state. We have verified that they won't receive benefits in 5/2021. Correctly deny basic food for March and April for duplicate participation and approves benefits for May 2021 and ongoing. Use the initial application until May 14.
Reconsidering a Denied Application Applications may only be reconsidered for two reasons:
The applicant has provided missing verification after denial for lack of verification (Reason Code 552).
The worker made an error at the time of denial. If the household's circumstances have changed, a new application is required.
If the applicant provides only part of the information we need per the timelines in WAC 388-406-0065 (1), take the following actions:
Review the case to see if we can determine eligibility for each program based on what we have received; and
Send the applicant a letter advising of our reconsideration decision for each program. This includes: An approval letter if we can determine they're eligible; A new denial letter if we are able to determine they're ineligible; or A second denial letter indicating the original denial reason and effective date stands and why.
Revised October 30, 2025
This section lists the emergent conditions needed to get benefits under the Washington Basic Food Program (Basic Food) within seven calendar days. This section also includes Basic Food expedited service requirements and certification procedures.
Clarifying Information and Worker Responsibilities
Clarifying Information and Worker Responsibilities
Gross monthly income: Food and Nutrition Services (FNS) defines “gross monthly income” as income before taxes less excluded income. We don't consider excluded income when determining expedited eligibility. See WAC 388-450-0015 for excludable income.
Resources We must consider countable liquid resources under WAC 388-470-0055 when determining eligibility for expedited services, even if the client is categorically eligible under WAC 388-414-0001 .
Request for Basic Food: Applicants request Basic Food by: Checking “Food” on the application; or Confirming the request for food assistance during client contact when an application is submitted without a program choice. See WAC 388-406-0010 for information on what constitutes an application.
Screening and determining eligibility for expedited service Households entitled to expedited services must be interviewed and receive benefits within seven calendar days of filing an application. If the seventh day falls on a day when the office is closed (holiday, weekend, or temporary layoff), benefits must be issued the working day prior to the office closure. To identify households entitled to expedited service, we review the application to determine whether the circumstances meet one of the expedited service criteria under WAC 388-406-0015 (2). We must consider the household’s circumstances at the time of application, including work registration sanctions or disqualifications, when we are making the determination. We screen for expedited service eligibility on the day we receive each application. If we receive an application outside of normal business hours, we screen for expedited service on the next business day. All applicants, not interviewed on the date they apply, are sent an Interview for Applicant Appointment letter (0011-01) after screening to contact us for an eligibility interview within seven days of the application date. We determine expedited service eligibility for all Basic Food applicants during the interview. Except for identification, verification that isn't available at the time of the interview is postponed (see Postponed Verification and Required Verification sections of this chapter for more information). A person who wasn't screened as expedited or who waives the expedited interview can be determined expedited at the interview and receive benefits within seven days. A person who was screened as expedited but is determined not to be expedited eligible at the interview must be processed under regular procedures.
If an ABAWD has non-qualifying months available, they can be considered for expedited services.
Clients who have been disqualified for Basic Food due to not meeting ABAWD participation requirements aren't eligible for expedited services until they have requalified.
Expedited cases can be approved with postponed verification for proof of out of state non-qualifying months.
Screening an institutionalized client for expedited service: Applications from persons living in an institution are denied unless the person will be released within 30 days of submitting the application. Use the date of release from the institution as the date of request and as the expedited service start date. If the applicant is eligible for expedited service, provide an interview within seven calendar days of the date of request; and If the client is eligible for Basic Food, issue benefits within seven calendar days of the date of request.
Destitute migrant or seasonal farm workers: To determine if a client is a destitute migrant or seasonal farm worker use WAC 388-406-0021 , then see WAC 388-450-0230 for information about budgeting income in the month of application.
Deny expedited service; and
Process the case using regular processing standards.
Denying expedited service: If at the interview we determine a household isn't eligible for expedited issuance and more information is needed to determine eligibility: Inform the client that they don't meet the criteria for expedited issuance with postponed verification; and Explain how to get a department review of the decision (see WAC 388-406-0015 (10)).
Required verification: Verification of identity of the applicant (and authorized representative if the head of household isn't at the interview) is the only required verification to issue benefits on an expedited case. All other verification can be postponed. Identity can be verified with available documents, through interfaces such as SOLQ, or through a collateral contact. Photo ID isn't required. Delay benefit issuance only when there is no means to establish identity. When all required verification to determine eligibility is available at the interview, issue benefits and establish an appropriate certification period (see WAC 388-416-0005 ).
Postponed Verification: Issue benefits as described in WAC 388-406-0015 (5) based on the information available when verification is postponed. Send a letter of limited approval and request the client provide the missing information for continued eligibility to be determined. The letter also functions as a denial notice should the client fail to provide all of the verification listed in the letter timely. Reconsider the denial of ongoing benefits if all of the required information is provided within the timeframes listed in WAC 388-406-0015(6) . The letter will reflect the correct timeframes. Don't send another request letter with a new timeframe if the client provides only part of the required verification.
When all postponed verification isn't received timely (within 30 days or by the end of the second month), the client isn't eligible for ongoing benefits without a break in benefits. If the client turns in the postponed verification untimely, but before the 60th day after the date of application, refer to WAC 388-406-0055 (4) (c) to determine the reconsideration date of benefits.
It is possible for a client to receive expedited benefits and not be eligible for on-going Basic Food when the postponed verification is provided. We must send clients a denial letter if we determine they are ineligible from the verification.
Applicants who meet expedited criteria and are eligible for Basic Food can get benefits even if they don't have all the necessary verification to determine eligibility. We must attempt to verify as much information as possible at the interview prior to postponing verification (see Verification ).
10. Expedited process vs. regular verification rules:
When the expedited approval process and regular verification rules are in conflict, the expedited approval process supersedes regular verification rules. Clients that meet the expedited approval criteria have emergent need and every effort must be made to approve benefits based on client statement and/or available information.
Record the date each application is received, or the next business day if received after business hours.
When the application is received, screen for expedited eligibility using the responses to the expedited screening questions on page one of the application (part one for the online application). Review other information on the application as needed to identify expedited households.
Whenever possible, interview clients who apply in person and meet expedited service criteria the same day the applications are received. The interview can be conducted by telephone.
Issue benefits the same day to households determined expedited.
General information regarding seasonal farmworkers: A seasonal farmworker can work all year round and still be considered a seasonal farmworker. The unemployment compensation a seasonal farmworker may receive doesn't have to be from seasonal farmwork. We don't average a migrant or seasonal farmworker's income when determining if they are destitute. Seasonal farmworkers may be required to meet ABAWD participation.
Eligibility for expedited service: Destitute farm worker AUs with under $100 are eligible for expedited service. Migrant and seasonal farmworkers who aren't destitute may receive expedited service based on other criteria under WAC 388-406-0015 .
Earnings from a previous season: Don't use a previous season's information unless it reflects what the client anticipates for the current season.
The source of a farmworker's income: Consider the grower, not the crew chief, as the source of income.
Farmworkers with income from a new source: We consider a farmworker who has income from a new source destitute unless it is reasonably certain that the farmworker will receive more than $25 in income within 10 calendar days of the date of application.
Employer's statement of likely work: An employer’s statement that the client will likely have work shouldn't be considered a guarantee that the client will work and receive more than $25. Farm work is uncertain because harvests may be delayed or interrupted by weather problems. There also may be times when a grower discovers they need less labor than originally predicted.
Income from a terminated source: Consider income to be from a source no longer providing income when: The AU is usually paid at least once a month and income from that source isn't expected for the remainder of the month of application or the following month; or The AU is paid less often than monthly, such as quarterly, and the household won't receive the next payment in the month it would normally be received.
Income from a new source: Consider income to be from a new source when: The household is paid at least monthly and receives $25 or less from that source in the 30 days prior to the date of application; or The household is paid less often than monthly, such as quarterly, and receives $25 or less from that source since the last regular pay date.
Income from a terminated source and a new source in the same month: A farmworker AU may receive income from a source no longer providing income and a new source in the same month and still be considered destitute.
Travel advance: If a migrant/seasonal farmworker client gets an advance from an employer to cover travel costs, we don't consider the advance when deciding if the client is destitute. We exclude the travel funds if they are a reimbursement for travel expenses. If the funds are an advance on wages and not a reimbursement for travel, we budget the advance as earned income.
Budgeting income: For the standard rule on how to budget a client's income, see WAC 388-450-0215 . For the rule about budgeting a destitute client's income, see WAC 388-450-0230 .
Document the decision on a client's destitute status: Document your decision on whether or not a migrant/seasonal farmworker client is destitute. If you exclude any income under WAC 388-450-0230 document that this income was excluded.
Document income: Always document the income budgeted for the AU.
See Process Application Month
See Finalize Application
See Basic Food Program - Expedited Services
Created on: March 11, 2020 Revised February 12, 2024
This section explains who can apply for benefits, how to apply for benefits and the minimum amount of information that must be provided to start the application process.
1. Applications by others:
For cash and Basic Food, third parties (i.e., persons not applying for themselves or their legal dependents) may apply for other persons. To apply on someone's behalf, third parties must:
Be familiar enough with the applicant's circumstances to complete the application accurately; and
Tell us why they are applying on behalf of the applicant to help us identify if the applicant should receive Equal Access (EA) services under chapter 388-472 WAC . Examples of when someone might apply for another person include when the applicant is: Physically or mentally ill or otherwise incapacitated; A minor child; Subjected to domestic violence; For Basic Food, living in a qualified DDD group home or qualified Drug & Alcohol treatment facility; or For ABD cash temporarily residing outside the state.
2. Authorized representative:
An authorized representative can be any adult who isn’t a member of the AU and has sufficient knowledge of the applicant's circumstances to act on the their behalf. In general, the applicant chooses who will be their authorized representative. For more information, see Authorized Representative – Food Assistance and Authorized Representative - Food, Cash and Medical Benefit Issuances | DSHS (wa.gov)
3. Applications while in a public institution:
Prior to release from a public institution, residents may apply for public assistance. Expedited eligibility -- determinations for food benefits and timely access to medical assistance is available for applicants with mental disorders before release from confinement. A Medical ID card is sent to the facility so that the client can leave the institution with the ID card in hand. The goal is to provide eligible people with a medical assistance identification card on the date they are released, whenever possible.
Transitional Outreach ABD Program (TOAP) applications must be tracked for reporting purposes.
4. Program Options for Justice Involved Individuals
Department of Corrections (DOC) and county and city jails have a variety of programs that may be used in placing offenders outside public institutions. The Program Options for Inmates Matrix, accessed from the staff desk aids page, is intended to clarify how placement in a correctional options program affects a person's eligibility for public assistance benefits.
FOR NON-COMPLIANCE SANCTION (NCS) APPLICATIONS:
See WorkFirst Sanctions-Participation
The following topics related to the above WAC are discussed below:
Application Forms
Name, Address, and Signature Requirements
Informational Handouts and Supplemental Forms
Review Alerts
Interview
Changes Made to Correct an Application
Special Situations NOTE: For the purposes of the following section, the term " local office " refers to CSO, Social Security Administration, and HCS offices.
Opportunity to apply: Local offices must make application forms readily available and provide a form to anyone requesting one. Applying for benefits is separate from any other program requirements. We can't refuse to give an application form to a client because they aren't meeting other program requirements or for any other reason.
Application filing:
We can't require applicants to use a specific form to request benefits . Examples of typical requests for benefits include:
The ACES Request for Benefits (RFB);
ACES 3G Interactive Interview Declaration (IID) with telephonic signatures. Telephonic signatures are captured when an applicant contacts the customer service contact center and requests benefits but hasn't submitted a paper application. Staff complete an ACES 3G IID while on the phone with the applicant. Two telephonic attestation scripts are needed to complete the telephonic signature for an application or review. The first telephonic attestation script captures the date of the application, interactively screening an application into ACES 3G. A second telephonic attestation script completes the the telephonic signature after the IID is reviewed and the applicant confirms the information is correct.
The name, address, and signature on the DSHS 14-001(X) Application for Benefits form;
The name, address, and signature on the DSHS 14-078(X) Eligibility Review form; or
Part 1 of the online application.
Another form of written request that includes a name, address, and signature.
3. Adding a request for assistance to a pending application or eligibility review for another program:
Applicant or recipient can add a request for any cash or food benefits to a pending application or an unprocessed eligibility review verbally without submitting a new 14-001 or 14-078.
The applicant or recipient may make the request in writing by checking the appropriate boxes on the 14-001 or 14-078 form and, dating and initialing the form.
Use the date the applicant or recipient added the new request as the date of application for the new program. See WAC 388-406-0012 .
If application or eligibility review for the other program has already been processed, the applicant or recipient must submit a new request for benefits.
4. Handling multiple applications from the same household:
This applies to additional applications received before we determine eligibility on the first application: Don't deny the additional application(s). Review the application(s) for impact on eligibility or benefit level and whether the household is applying for any additional programs that weren't selected on the first application. If the household isn’t applying for additional programs, document the case that additional application(s) were received and that the department is still considering eligibility under the original application date. Treat the application as a new application for the additional programs only and continue to consider any requests for programs which are still pending under the original application date. Document in ACES and explain any additional information used to determine eligibility and/or benefit level. Don't extend the Standards of Promptness period for the original application. NOTE: If the additional application is received before we determine eligibility on the first application but isn’t acted on until after the first application has been denied, follow procedures under (b.) below.
5) This applied to additional applications received after we determine eligibility on the first application:
If we denied the first application, treat this as an initial application according to WAC 388-406-0010 except, for Basic Food, if we denied the first application due to lack of information, treat this as a reapplication and follow procedures under WAC 388-406-0040 (6)
If we approved the first application, review the additional application(s) to determine if household circumstances have changed. Take appropriate actions on any changes reported.
Deny additional applications for the same program and same persons to avoid duplicate participation.
NOTE: When denying additional applications as described in (c.) above, avoid creating a new AU if an old AU is available.
Name & address:
An application is received without a name or address, make a reasonable effort to contact the applicant. If the applicant is in the office, we ask for an address where they can be contacted.
Applications Marked “Homeless”:
If we receive an application that includes a name and signature, but is marked "homeless" and doesn’t indicate a mailing address, it is still considered a valid application and must be screened. Make a reasonable attempt to locate an address or phone number for the applicant. Do this can by searching the electronic case record, case narrative or remarks, online directories, etc. Even if contact information isn’t available, an appointment letter must be sent to the applicant. Address the letter in the applicant's name to General Delivery for the town indicated on the application. If no town is indicated, send the appointment letter to the applicant by General Delivery for the nearest town. The application must be processed in accordance with the Standards of Promptness guidelines in WAC 388-406-0035 .
Signatures : For cash or Basic Food, an authorized representative may sign an application if the applicant is unable to apply on their own behalf or is unable to sign the application. See Authorized Representative - Food, Cash and Medical Benefit Issuances | DSHS (wa.gov) For all cash programs, a responsible adult member of the assistance unit (AU) must sign the application, even if only one is applying. If both parents of the minor children are living in the home with the minor children, both parents must sign unless one is incapacitated and unable to sign the application. For Basic Food, the signature of one responsible AU member is required unless a current authorized representative (AREP) signs instead. Note: Unless an AREP is durable power of attorney (DPOA), the AREP designation is limited to one certification period. A minor child may sign the application if there is no adult in the AU. A mark is an acceptable signature if another person witnesses it. Online applications for cash or Basic Food are electronically signed when transmitted. The password used to complete the online application is an electronic signature. Applications received without a signature must be signed either at the time of the interview or by mail. See matrix below for signature requirements and date of application for various programs.
For Medical applications, please refer to the application section of the Apple Health Manual .
Application Received Online - for cash or Basic Food In-person, mailed, emailed, faxed, dropped off, or scanned Interactive Interview Declaration (IID) in person or by phone (telephonic signature) Application Signed? Yes Always electronically signed when transmitted. May or may not be signed. If not signed, see “Action to Take.” Yes, when the client signs the printed IID or when both attestation scripts have been read and the client has verbally attested to the accuracy of IID content by phone. Date of Application Date received or next business day if received after business hours If signed, date received or next business day if received after business hours. If not signed, see "Action to Take". For cash and food assistance, the signature on the front page of the application after the applicant's name counts as a signature for the purpose of establishing a date of application. If two-parent household applying for cash, at least one parent's signature is required to establish the date of application. The date the client verbally attests to the first script by phone. For cash and food assistance, the first attestation after collecting the applicant’s name and address counts as a signature for purpose of establishing a date of application. If only the first attestation script is obtained during a call, see “Action to Take”. If a two-adult household is applying for cash, at least one adult’s signature is required to establish the date of application. Action to Take Interview if required or conduct desk review. If applying for cash and a 2-parent household with minor children, obtain other parent's signature at interview or mail back for signature. If not signed, have client sign at interview (if the client is in the office) or mail back for signature. The date we receive the signature is the date of application for food assistance. If applying for cash and a 2-parent household, obtain the other parent's signatures. If only the first verbal attestation is obtained prior to the interview, the second attestation is required to complete the telephonic signature after review of the IID. If applying for cash and a 2-adult household, obtain the other adult’s signature during the telephonic attestation or pend, mailing the IID back for the second signature. Other requirements For cash, both adult signatures are required in a two adult household. For cash, both adult signatures are required in a two adult household. For cash, both adults must sign the IID in a two adult household. For cash, both adults must attest to the second signature script in a two adult household.
For all applicants: Your Hearing Rights in a DSHS Case, DSHS 22-092 DSHS 14-113(X), Client Rights and Responsibilities
For cash: How You Must Help with Child Support Collection, DSHS 18-334 - one per non-custodial parent; and
Assistance for applicants with children: Women, Infants and Children (WIC) pamphlet to applicants who are pregnant, postpartum, or who have children under age five. Pamphlets are available to local WIC offices.
Additional Requirements for Emergent Needs or the Consolidated Emergency Assistance Program - CEAP:
See EMERGENCY ASSISTANCE - Additional Requirements for Emergent Needs (AREN) or EMERGENCY ASSISTANCE - Consolidated Emergency Assistance Program - CEAP for forms needed when the applicant applies for benefits from these programs.
Interview
See INTERVIEW REQUIREMENTS and Documentation.
Special Situations
See APPLICATIONS FOR ASSISTANCE – Special Situations for the following situations:
Trial visit program
Applications for MSP from Social Security Administration Interface (LIS file)
Forms that must be reviewed with the household at the time of interview:
Rights and Responsibilities
Review form DSHS 14-113(X), Client Rights and Responsibilities with the household:
Face to Face Interviews
When conducting a face-to-face interview, explain the rights and responsibilities to the applicant and ask them to sign form DSHS 14-113 to acknowledge that they understand them. Send the document as file only to be scanned into the client’s Electronic Case Record (ECR).
2. Phone Interviews:
When conducting phone interviews, explain the rights and responsibilities to the applicant, send them a copy of form DSHS 14-113 , and request them to sign and return the document (do not hold up benefit issuance waiting for this form).
Your DSHS Cash or Food Assistance Benefits
For cash or food assistance benefits, review form DSHS 14-520, Your DSHS Cash or Food Assistance Benefits with the household:
1. Face to Face Interviews:
When conducting a face-to-face interview, explain the allowable use of benefits to the applicant and ask them to sign DSHS 14-520 to acknowledge that they understand the restrictions and penalties for illegal use. Send the document as file only to be scanned into the client’s Electronic Case Record (ECR).
2. Phone Interviews:
When conducting phone interviews, explain the allowable use of benefits to the applicant, send them a copy of form DSHS 14-520 , and request them to sign and return the document (do not hold up benefit issuance waiting for this form).
Processing Basic Food and Cash Applications for Applicants Receiving Benefits from Another State during Month of Application
When applicants apply for Basic Food or Cash and they received benefits from another state during the application month, this doesn’t change the date of application:
Deny the application for the initial month (and second month if necessary) if they have already received or will receive SNAP or TANF benefits from the other state for that month(s).
If Basic Food or Cash benefits can be approved for the ongoing months and the benefit start date isn’t more than sixty days from the initial application date, a new application isn’t needed..
Date stamping the application : Date stamp the application, the same day we receive the application; or The next business day if we received the application outside of normal business hours.
Adding a request for Basic Food to a pending application :
If the applicant has a pending application for one of our programs and requests Basic Food, use the application the applicant provided for the other program. The date the applicant requested food benefits is the date of application for Basic Food.
Do not require the applicant to complete another application. If you need additional information to determine eligibility for Basic Food, request the necessary information;
Document the request for Basic Food and the date the applicant requested the benefits; and
Add a program for Basic Food.
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Revised December 9, 2025
This section contains applications procedures for special situations, including when an applicant is temporarily out of state and the Trial Visit Program.
The Trial Visit Program is part of a treatment plan for clients in institutions. The institution determines if the client is able to participate in the program. If assistance is needed before the client can participate in the program, the CSO serving the client's institution will initiate the application. Administrative Disability Review Committee: Each institution will designate a liaison to coordinate with the CSO when an approved trial visit client is in need of public assistance. At least ten days prior to the scheduled release date, the liaison will provide the CSO with a completed Application for Benefits, DSHS 14-001(X) and related supplements. In addition, the liaison will provide:
Revised September 11, 2019
This section includes rules and procedures on what happens when a client applies for benefits and the department needs other information to determine eligibility.
Clarifying Information and Worker Responsibilities
See verification . Whenever possible, obtain verification by phone. For cash, food, and long-term care programs, verify an applicant's circumstances if needed to determine eligibility.
Use cross-matches and alerts whenever possible to verify a client’s income or expenses.
Do not request a specific form to determine eligibility. For example, do not request a landlord statement. Instead, ask for what is needed to determine eligibility such as an address, household composition, and shelter costs. Give or send the client any departmental or approved local-office forms that would help give us the information we need to determine eligibility.
See WAC 388-406-0040 for what to do if the application process is delayed.
When requesting further verification or requesting missing verification, allow a ten-day extension on the due date as under WAC 388-406-0030 , #4, as long as the client is not refusing to cooperate and/or the application processing time limits under WAC 388-406-0040 haven't passed.
If the application process has been delayed due to the household interviewing late in the 30 day processing period, we cannot give a ten day extension.
The application must be denied by the 30th day (first business day after the 30th day if it falls on a weekend or holiday) if we don't have all the information we need to determine eligibility and the delay has been caused by the household.
Revised March 23, 2026
This section includes rules and procedures related to application processing time limits and processing delays.
Clarifying Information
Clarifying Information
Clarifying Information
If an applicant for food assistance completes their interview late in the application process and we still need some information to determine eligibility, take the following steps:
Notify the client during interview that we must have the required information/verification no later than the 30th day from their application date, otherwise they won't receive benefits for the application month. List the 10 day deadline to provide verification.
Tell the client we can reconsider a denied application if we have the information/verification by the 60th day after they applied. We will prorate benefits for the second month starting the date we receive the required information/verification.
ACES will deny a food program application by the 30th day, or next business day if the 30th day falls on a weekend or holiday, even if the household requests additional time to provide information. See WAC 388-406-0040, #4.
Applications processed after the 30-day standard of promptness are considered untimely even if the household had the interview before the 30th day and we needed verification to determine eligibility for benefits.
Note: If the application is not processed by the 60th day and the department is responsible for the delay, process according to WAC 388-406-0040(5)(b) .
For cash and medical assistance applications, good cause exists only when the local office meets all processing requirements and the client causes a delay in the process.
See:
Standards of Promptness
Standards of Promptness - When is there good cause for not processing an application by the SOP date?
Revised May 22, 2023
This section shows who must be in an assistance unit (AU) for the Washington Basic Food Program and explains how certain living arrangements impact a client's AU and eligibility for Basic Food.
Clarifying Information and Worker Responsibilities
Clarifying Information
Clarifying Information and Worker Responsibilities
Clarifying Information and Worker Responsibilities
Buying and Preparing food: This rule (formerly known as the “purchase and prepare concept”) applies to the typical shopping and food preparation arrangements of the people who live in the home. Persons who normally buy and prepare their food separately can be in separate AUs if they do not have to be in the same AU for some other reason. This rule does not force people to be in the same AU if they occasionally share a meal or share insignificant items such as seasonings. It also doesn’t force people to be in the same AU if they buy food and make meals separately, but eat their meals together. Persons sharing a residence can be separate households when they regularly buy food and prepare meals separately.
Persons sharing a residence must be one Basic Food household when they:
Buy food together;
Prepare meals together; or
Buy food and prepare meals together.
Transitional Food Assistance (TFA) AUs:
When a mandatory member as described in WAC 388-408-0035 moves into the home of an AU already receiving benefits under TFA, this person cannot be added to the TFA AU unless the household opts out of TFA to apply for regular Basic Food. The new member cannot receive benefits separately if they are required to be in the AU under the WAC. Refer to WAC 388-489-0015 for more information.
Buying and Preparing food – Temporary arrangements based on no food money:
If a client does not currently buy and prepare food separately from others in the home **only** because they have no food or money to buy food, they may be a separate AU from the others in the home if they are not required to be in the same AU under WAC 388-408-0035 (2) **and** they intend to buy and prepare food separately from the others.
Homeless Youth:
If a minor is homeless and is temporarily living at the residence of an adult who is not their parent and does not provide for them financially, they are not considered to be under parental control and can be their own assistance unit.
Examples of when a minor is not under parental control include, but are not limited to, when the minor is:
Receiving a TANF grant as the person's own payee; or
Receiving, as the person's own payee, gross income equal to or exceeding the TANF grant payment standard; and
Living in the home of a non-parental adult temporarily with no intention to remain permanently.
A minor is not required to have a residence or income to be eligible for Basic Food. A child should not be considered "financially dependent" unless the child receives significant and sustained financial or other in-kind support from a non-parental adult.
If the minor regularly buys and prepares food with others, everyone who does must be in the same assistance unit for Basic Food.
While there are no special eligibility requirements for homeless youth, they must be provided the same rights, protection, and accommodations as homeless individuals, including the exception to the requirement to verify residency. Other important considerations include:
Homeless youths' living arrangements are often different than many other households, as they commonly share the housing of others in temporary, informal conditions.
Unlike foster or kinship care, the non-parental adults have no legal responsibility or authority to control the youth. They provide temporary shelter, which may be inadequate and often unsafe for the youth. Youth may move on a weekly or even daily basis.
There isn't a minimum age requirement to apply for Basic Food. If there isn't an adult exercising parental control of a minor, the minor can apply on their own behalf.
Homeless youth may not have readily available photo ID. Just as with adults, we can accept a collateral contact to verify identity as needed and we must assist the youth in gathering needed verification.
There is no requirement to provide information about persons outside of their household including the youth's parents. We would only request information on their parent's whereabouts if the individual circumstances of the case are questionable.
Temporary living arrangement refers to an arrangement which will last less than 90 days.
When a minor child doesn't live with an adult:
If a minor child doesn't live with an adult, we decide whom to include in the AU as if the minor child was an adult. A minor child who lives alone is independent of an adult even if they have been assigned a payee.
When a minor child lives with their payee:
If a minor has a payee, but they get and have control of income of at least the TANF payment standard in WAC 388-478-0060 (2), we consider them as financially independent from unrelated adults in the home.
If the payee has control of the minor’s income such as deciding which bills to pay and shopping for the minor, the child is not financially independent and must be in the adult’s AU.
When parents have shared custody of a child:
An individual can only be in one AU during a given month. A child may get Basic Food in the AU where they are "living". We do not use a set number of hours or days someone must sleep in the home to decide if a child is living in the home. If a child stays with their parents who do not live together, we decide where the child lives based on the actual living arrangements.
If the child lives in one home 51% of the time, and the other home for the rest of the time, they can only get Basic Food in the home where they live 51% of the time. This is true even if the parent the child lives with the majority of the time doesn't apply for benefits.
If a child lives with two people for an equal amount of time, the child can get benefits in the AU that applies for benefits first.
Unmarried parents of a child in common:
If a child lives with both parents, both parents must be in the AU regardless of whether or not the parents buy and cook food together. An unmarried parent cannot choose to be excluded from the AU if the other parent has applied for Basic Food for the child.
Adults living at the same address as their parents:
If a person age 18 through 21 lives at the same address as their parents, this person can be a separate AU from the parents only if they have separate living, cooking, and sanitation facilities.
Also see WASHCAP rules ( WAC 388-492-0030 , (1)(c)(ii)) for SSI recipients, ages 18 through 21 living with a parent.
Spouses who live at the same address:
If someone lives at the same address as their spouse, this person can be a separate AU from their spouse only if they have separate living, cooking, and sanitation facilities.
11. Same-Sex Legally Married Couples:
As of July 28, 2014, legally married same-sex couples are treated the same as heterosexual married couples and fall under the definition of "spouses" for the purposes of determining who buys and prepares food together and are in the same food assistance AU.
12. Child living with biological parent:
Adoption ends a biological parent's parental rights as well as their legal and financial responsibilities to the child. If a child who has been adopted lives in the same home as one of their biological parents, we do not consider it any different than if they were living with an unrelated adult.
We determine if the child is in the same AU as their biological parent based whether or not the child is financially independent from their biological parent, and the arrangements for buying and preparing food.
13. Live-in attendants:
a. A client does not have to be a paid employee to be a live-in attendant.
b. Someone who must be in a client's AU under WAC 388-408-0035 (2) cannot be in a separate AU even if this person is a live-in attendant.
14. Income of an elderly and disabled AU member's spouse:
a. If an elderly and disabled person can't buy and cook their own food, but they want to be a separate AU, we compare the income of the other people who live in the home to the 165% standard.
b. We don't count the income of the elderly and disabled person's spouse in the above step because spouses who live in the same home must always be in the same AU.
15. Home-monitored AU members:
For Basic Food, AU members who live at home and are being monitored by the court or the Department of Corrections are not considered as living in an institution. They can get Basic Food benefits if they meet all other eligibility requirements.
16. Clients living in a group home:
Clients who live in certain group homes may be eligible for Basic Food even though they are living in an institution. See WAC 388-408-0040 to determine if a client living in a group home can receive Basic Food.
17. State-Funded Basic Food AUs:
We use the same rules to build an AU for state-funded Basic Food as we do for federally funded benefits.
Deciding if a Boarder Pays a Reasonable Amount for Meals
Use only the amount the boarder pays for meals to decide if they pay a reasonable amount.
If you can't decide how much the boarder pays for meals, use the amount they pay for both meals and lodging.
Decide if the boarder pays a reasonable amount for meals as follows: If the boarder gets two or more meals a day, the boarder must pay at least the maximum allotment under WAC 388-478-0060 for the boarder's AU size If the boarder gets one meal a day, the boarder must pay at least two-thirds of the maximum allotment for the boarder's AU size.
If the boarder pays a reasonable amount for food, the AU that provides the board can choose if they will include the boarder in their AU. Do not allow boarder to be a separate AU.
If the boarder doesn't pay a reasonable amount for food, they don't meet the definition of a boarder for Basic Food. In this situation the AU that provides the board must include the boarder in their AU.
Federally subsidized housing for the elderly: For someone to be eligible for Basic Food based on living in federally subsidized housing for the elderly, the housing must meet both of the following two conditions: The facility must be expressly for the elderly ; and The facility must be federally subsidized.
Optional meal plans: If a residence offers an optional meal plan as a part of their normal services, we only consider a resident to be living in an institution for Basic Food if they choose to get their meals through the optional plan. If someone chooses to get the majority of their meals through an optional meal plan, the person is living in an institution. For this person to be eligible for Basic Food benefits, the institution must meet the requirements of WAC 388-408-0040 .
When someone in an ineligible institution may get Basic Food: A person who lives in an institution that provides meals may be eligible for Basic Food benefits when: The person living in the institution can't eat the institution's meals because they need a special diet; and The institution is unable or unwilling to provide the special diet.
Release from a hospital or other institution: A person in a hospital or other ineligible institution is not eligible for Basic Food until they are released from the institution. If someone applies for Basic Food while in an ineligible institution and they are released within 30 days, we use the date of release as their date of application for Basic Food.
Group living arrangements that are not Qualified Group Homes: Some group living arrangements are not qualified group homes, but we don’t consider them institutions, because the facility doesn’t prepare the majority of meals for the persons living there. In this case, we look at the client’s living arrangements and whether or not they buy and fix food together to determine who must be in the AU under WAC 388-408-0035.
Supported Living Providers / ITS Homes: A Supported Living Provider (formerly Intensive Tenant Support Services or ITS Home) provides services to DDA clients and is licensed by DDA. Most clients who receive services through one of these providers receive home care or live-in attendant services and are not a licensed group home. These persons are not living in an institution. We look at requirements under WAC 388-408-0035 to determine who must be in a client’s AU. Some Supported Living Providers also run qualified DDD group homes. Since these clients are living in a qualified DDA group home, they can receive Basic Food .
Nonprofit Drug & Alcohol Treatment Centers Authorized as FNS retailers:
Drug or alcohol treatment centers certified by FNS as eligible for Basic Food: (Nonprofit facility authorized as a retailer under 7 CFR §278.1(e))
Behavioral Health Resources - Harvest Home, Olympia, WA 98506
The Center for Alcohol & Drug Treatment, Wenatchee, WA 98807
Evergreen Recovery Centers, Everett, WA 98201
Holman Recovery Center, Arlington, WA 98223
Lifeline Connections, Vancouver, WA 98668
New Horizon Care Center dba Isabella House, Spokane, WA 98220
New Horizon Care Center dba Sun Ray Court, Spokane, WA 99220
Seattle Drug and Narcotic Center (SEADRUNAR), dba Key Recovery and Life Skills Center, Seattle, WA 98168
Triumph Treatment Services - Beth's Place, Yakima, WA 98902
Triumph Treatment Services - Casita Del Rio, Yakima, WA 98902
Triumph Treatment Services - Inspirations, Yakima, WA 98902
Triumph Treatment Services James Oldham, Buena, WA 98921
Triumph Treatment Services Riel House, Yakima, WA 98902
DOH licensing and certification of nonprofit drug and alcohol treatment facilities:
A facility's status as " DOH licensed and certified " in this section only refers to the facility having a Supplemental Nutrition Assistance Program (SNAP) / Basic Food endorsement.
Drug and alcohol treatment centers endorsed by DOH as eligible for Basic Food:
(Nonprofit facility authorized as a retailer under 7 CFR §237.11(e))
Adult & Teen Challenge Women's Center, Graham, WA 98338
Adult & Teen Challenge International Pacific NW Center, Renton, WA 98338
Adult & Teen Challenge Men's Center Spokane, WA 99224
Adult & Teen Challenge PNW, Pasco, WA 99302
The Salvation Army ARP, Seattle, WA 98178
Nonprofit shelters for the homeless:
According to the Washington Department of Commerce's Housing Division/ Homeless Programs and the Washington State Coalition for the Homeless, there are no "for-profit" shelters for the homeless in the state of Washington. We can assume that all the homeless shelters in Washington are non-profit for the purposes of determining eligibility for homeless applicants.
The rules for women and children living in domestic violence shelters (shelters for battered women and children) should be interpreted to include men and their children who are victims of domestic violence. The term "shelters for battered women and children" can be interpreted to mean "shelters for battered persons and their children".
If clients are already receiving benefits in an AU, remove those who are in the shelter from their previous AU.
Tell the client they can: Use Basic Food benefits to buy meals prepared by the shelter if the shelter is authorized by Food and Nutrition Service (FNS) to accept them; or Designate an employee of the facility as an authorized representative when the shelter purchases food for shelter residents at retail stores.
If the AU is homeless at the time of application or recertification, we consider the AU homeless for the entire certification period.
The 90-Day Period for Temporary Living Arrangements
Start a new 90-day count when the client: Moves from the residence of one person to the residence of another person if the client is living there on a temporary basis; or Moves out of their current residence (for at least one day) and later moves back into that residence.
Count the 90-day period consecutively from the date the client moved into their current temporary residence.
Assistance Units
Basic Food
Revised December 10, 2025
This section contains rules and procedures on how to decide who is in an assistance unit for TANF, SFA, PWA, ABD cash and HEN referral.
Clarifying Information
Clarifying Information
Clarifying Information
Worker Responsibilities
Worker Responsibilities
Clarifying Information
For more complete details see these EA-Z Manual chapters: APPLICATION and INTERVIEW REQUIREMENTS OTHER HELPFUL INFORMATION
For cash programs, we decide who is in the AU at application and when someone moves in or out of the home. We make this decision before we look at financial eligibility requirements.
In general, we decide who to include in the AU based on the relationship of people living in the home and whether they meet eligibility requirements other than income or resources. We may allocate the income of someone in the home excluded from the AU to people in the AU if the excluded person is financially responsible for someone in the AU.
Home-monitored clients for TANF/SFA: A client that lives in the home but is under home monitoring or home detention ordered by the courts or the Department of Corrections is living in the home. We do not consider them as inmates of a public institution. Clients that live in a public institution aren't eligible for TANF under WAC 388-400-0005 .
How a child's adoption affects the relationship between a child and their siblings: Adoption ends the legal relationship between biological siblings.
How a child's adoption affects the relationship between a child and their biological parent(s): Adoption ends the legal relationship between a child and the biological parents.
When a child is placed in a permanent guardianship: WAC 388-450-0100 explains the financially responsible person is legally obligated to support the dependent and defines the financially responsible person as a parent, stepparent, adoptive parent, spouse or caretaker relative. WAC 388-450-0105 says the income of a financially responsible person is countable to meet the needs of the assistance unit. If a child is permanently placed with a guardian and the guardian now has legal and financial responsibility for the child, they must both be included in the AU.
EXAMPLE Blessica is applying for TANF for her granddaughter Mahalia. Blessica provides documentation she has temporary custody of Mahalia while her dad is incarcerated. Since Blessica is not Mahalia’s parent and she isn’t legally or financially responsible for Mahalia, she can apply for a non-needy TANF grant for Mahalia.
EXAMPLE Six months later Blessica reports Mahalia won’t be going back to her parents’ home and provides a document verifying she’s now receiving the Guardianship Assistance Program (GAP) subsidy and has accepted legal and financial responsibility for Mahalia. Since Blessica is now financially responsible for Mahalia, we can’t exclude her from the TANF AU.
NOTE: If Blessica wanted assistance for Mahalia, she would need to apply for benefits for both of them.
When a pregnant minor or minor parent lives with their parents: It doesn't change who we include in the AU if a pregnant or minor parent who lives with their parent gets married, starts military service, or gets emancipated by court order.
How we apply the AU rules in some common situations: A married woman applies for assistance for herself and her two children from a previous marriage. She lives with her husband. She has a child in common with her husband and he has a child by a previous marriage. She doesn't want assistance for her husband, his child, or the common child. We must include all of the children in the AU because the husband must be included as he is the natural father of two of the kids and the stepfather of the other two. A grandmother applies for cash assistance for her grandchild as a non-needy relative. The minor parent of the grandchild lives in the home as well. Since you can't separate a child from their parent that lives in the home, we must include the minor parent in the AU. In this case, we would include the minor parent and allocate the income of their parent to the AU.
If a financially responsible person cannot be in the AU under WAC 388-408-0020 , we allocate the income of this person to the AU. How we allocate this income varies based on why the person is ineligible. See INCOME - Allocation and Deeming .
If a minor parent gets Title IV-E foster care, the minor parent's child is not eligible for TANF or SFA. The foster care payment includes the child's needs.
Adoption support
Adoption support is money given to families that adopt children with special needs. This money is intended to help the family with the special expenses that these children have.
For cash , this money is excluded because it is assistance from another agency that does not cover ongoing living expenses. See W AC 388-450-0055 for more information.
For Basic Food , this money is budgeted as countable unearned income.
Guardianship Assistance Program (GAP)
Guardianship Assistance GAP, also known as guardianship income, is money given to caregivers who accept permanent guardianship of a child. These caregivers have accepted permanent legal and financial responsibility for the child in their care and therefore must be included in the TANF AU. The Department of Children, Youth and Families (DCYF) determined these children have special needs. This money is intended to help the family with the special expenses for the children. The income is considered the children’s income.
For cash , this money is excluded because it is assistance from another agency that does not cover ongoing living expenses. See W AC 388-450-0055 for more information.
For Basic Food , this money is budgeted as countable unearned income.
Parent or caretaker relative of a child that gets SSI: To decide if an AU member is eligible for TANF, count a child who gets SSI as an "eligible child" even though the child isn't eligible for TANF. Don't include the SSI child's income, resources, or needs when you determine the AU's eligibility and grant amount. If the parent of an SSI child asks for assistance as a needy caretaker relative, don't include the parent's spouse or other children in the AU unless the parent wants assistance for them.
Relatives who are not the child's parent: If a non-parent relative chooses to get TANF instead of foster care payments, they can choose whether or not to be in the AU based on their needs. If a non-parent relative chooses to get foster care payments for a child in their care and the relative needs financial assistance, count the child a "dependent child" to make the relative eligible for TANF or SFA. Don't include the foster child's income, resources, or needs when you determine the AU's eligibility and grant amounts. If a couple is married and applying as a needy relative for a child who is not their child, only one of the relatives can be a recipient on the grant. The non-parental caregiver and their spouse cannot both be on the grant. If a non-parent relative chooses to get TANF for multiple siblings in their care, they can choose to exclude one or more siblings as a “recipient" if they have income or including that sibling would cause TANF ineligibility.
EXAMPLE A child, Mohammad is living with their half-sibling, Liam and Liam's mother, Astrid, who is not the parent of Mohammad and has no financial responsibility for this child. Astrid is working and has income. Astrid can choose to apply for non-needy TANF for Mohammad and not include Liam in the needs, since including herself and Liam would cause the assistance unit to be over income for TANF.
Child in common of unmarried parents: Unmarried parents who live together may choose to exclude their common child if either or both parents are a TANF or SFA recipient .
NOTE: In this example, if Artem and common child Ana are added to the TANF assistance unit, they are all recipients. If Artem gains employment, the household may choose to exclude Artem and Ana from the TANF assistance unit, while Olivia and her other two children, Sofia and Luka continue receiving a TANF grant.
NOTE: In this example, if the entire household is eligible when we include Alex's income, the household can choose to exclude Alex and Kimani, as we can consider this a recipient assistance unit. If the family is eligible in the month of application, you can consider them as recipients and exclude the child, Kimani and co-parent, Alex before you issue benefits.
What happens when a TANF AU with an optional household member has a change in circumstances?
Families can always change the status of optional TANF AU members. In some cases, removing the optional AU member from the TANF AU may increase the benefits to the family.
If Anita remains on the AU as needy, the TANF closes for the entire household due to excess countable income.
However, Aunt Anita is an optional AU member so we can opt her off the TANF grant. Her income would not be counted and she can continue to get a non-needy TANF grant for her two nephews.
Kelly is not an optional AU member so we budget the SSA benefits when determining TANF eligibility, this family would be over the income limit for TANF.
Grace is not an optional AU member. Send a request for information letter requesting verification that Grace is still attending full time high school and making satisfactory progress.
If Grace is no longer in school, she is no longer eligible for TANF, with no eligible minors in the AU, the TANF would terminate.
If we don't have to include a child in the AU under WAC 388-408-0015 , give the caretaker relative, guardian, or custodian the choice whether or not they'd like to include the child in the TANF/SFA AU.
Explain to the household that the child cannot receive TANF/SFA in a separate assistance unit.
For justice involved individual, reference the following Desk Aids: Program Options for Inmates (Staff use only) Desk Aid - Sentencing Alternatives – Offenders with Minor Children (Staff use only)
For information on ABD case processing, reference Aged, Blind, or Disabled Cash Assistance (ABD) | DSHS (wa.gov) in the ACES Manual.
Spouses who are homeless without housing are not considered to be living together for ABD. Therefore, they are each eligible to receive the one-person payment standard for ABD instead of splitting the two-person payment standard. ACES is programmed to do this correctly when spouses are coded homeless without housing (HO).
If an AU with a disabled adult is over income for TANF because of a child’s income, the disabled adult may be eligible for ABD cash. We don’t allocate the child’s income to the parent because the child isn’t financially responsible for the parent. See WAC 388-450-0100
See Assistance Unit (AU)
Purpose:
Clarifying Information
BFET - Reimbursement of Participant Expenses › BFET Participant Reimbursements:
People participating in BFET may be able to receive support services through their provider to help them participate in the program including but not limited to:
Transportation, including repairs;
Clothing;
Tools or other specialized accessories for certain professions;
Books; and
Housing assistance;
The availability of these support services is depended on each BFET provider and the funding they have available.
2. Dependent care allowance - Non-ABAWD participants only:
Allowed to BFET participant’s ages 16 through 59 with dependents.
Allowed for children up to age 12.
Subject to funds availability by the Child Care Subsidy Programs (CCSP) and/or BFET.
Must follow all other rules as established by CCSP unless the funding is directly from BFET.
https://www.dcyf.wa.gov/services/early-learning-providers/subsidy
Revised: May 28, 2026
This chapter explains the participation requirements for individuals who are Able Bodied Adults Without Dependents (ABAWD), exceptions from the three-month time limit and how participation requirements are met.
It covers the following topics:
Identifying an ABAWD
Screening for exceptions to participation time limits
Participation requirements and notification
Activities to meet participation
Monitoring participation
Changes during certification
Requalifying after the three-month limit
Staff must screen for Work Registration and ABAWD status at application, eligibility review, and when there is a client reported change in the work registration status of a household member.
What’s the difference between an exemption from Work Registration and an exception from ABAWD participation rules?
Work registration exemptions (other than age) also exempt individuals from being considered under ABAWD rules
When someone is determined to be subject to ABAWD rules, we then determine whether they have an exception from participation time limits.
Individuals who qualify for Work Registration Exemptions are not ABAWDs .
Those that are ABAWDs will be reviewed to determine whether they have an exception to the three-month participation time limit.
The current 36-month time limit period began January 1, 2024, and ends December 31, 2026. Another 36-month period will begin January 1, 2027.
An able-bodied adult without dependents (ABAWD) is a person who:
Is 18-64 years old
Is able to work
Isn’t exempt from work requirements under WAC 388-444-0010
Doesn’t have a child under age 14 in the assistance unit
Children in the home
When an Assistance Unit (AU) includes a member under age 14, all adults in the AU are exempt from ABAWD participation regardless of their responsibility to care for the child. Sometimes the child may not be eligible due to immigration status or failure to provide their Social Security number; this doesn’t affect the ABAWD status of the adults in the home. If the child isn’t in the AU, such as in a roommate situation where the adults purchase and prepare separately, the client is an ABAWD.
After determining whether an individual is an ABAWD, the next step is to determine with the client whether there’s an exception from participation rules under WAC 388-444-0035 .
Screening for ABAWD exceptions must be done at application, recertification or client-reported change to ABAWD status to determine if they have an exception before the countable months are applied.
Screen for exceptions from the ABAWD participation time limit by reviewing the client’s circumstances. Priority of exemptions: If more than one exemption can apply, use the exemption that is expected to last the longest. Only apply an exemption for living in a waived area if no other personal exemption applies.
If the ABAWD does not have a personal exemption or exception, they may be eligible for one of the approved exemption slots under the U.S. Department of Agriculture (USDA) discretionary exemption rule as determined by Community Services Division, Food Programs and Policy.
ABAWD participation exceptions are reasons that an ABAWD client is not able or not required to participate in work or work activities for 80 hours a month. When documenting, always select the exception that will last the longest.
In many cases you’ll be able to use the client’s statement about their circumstances to determine whether an exception is appropriate.
The following provides some guidance on applying exceptions.
In July 2025, Federal rules added new ABAWD exception for Indians, also referred as Native Americans, Alaska Natives, Indigenous Peoples, and Tribal Members. The exception is statewide, not limited to individuals living on tribal lands. The new exception applies to:
“An Indian” as defined in paragraph (13) of Section 4 of the Indian Health Care Improvement Act (IHCIA).
“An Urban Indian” as defined in paragraph (28) of Section 4 of the IHCIA.
“A California Indian” as described in Section 809(a) of the IHCIA
Exceptions also apply to descendants of the 1st or 2nd degree (child or grandchild) of a tribal member.
For definitions of “Indian”, Urban Indian”, “California Indian” please refer to US Code Title 25 Chapter 18 - Indian Health Care Improvement Act .
Section 4 paragraphs 13 and 18 of the Indian Health Care Improvement Act define an Indian as one who is: A member of a tribe, band, or other organized group of Indians or descendants of 1st and 2nd degree of such member. Inuit, or Aleut or other Alaska Native. Considered by the Secretary of the Interior to be an Indian for any purpose. Determined to be an Indian under regulations promulgated by the Secretary.
An individual who meets the definition of a descendant (a child or a grandchild of the tribal member) in A or is part of one of the groups included in B-D above, qualifies for an exception from participation regardless of their tribal membership.
Screening for Native American/Alaska Native Exception
At the Client Details page, screen for qualifying factors:
Are you or anyone in your household a member of an American Indian Tribe or an Alaska Native? ( Note : The tribe does not have to be federally recognized to qualify.) If so, who is a tribal member? Which tribe are they a member of?
Is anyone in your household a child or grandchild of a tribal member? (This is known as being a descendant of the 1st or 2nd degree of a tribal member.) If so, who? Which tribe do they have the generational affiliation?
As a reminder, we accept the client’s statement when screening for ABAWD tribal exemption unless their status is questionable.
Record the Native American/Alaska Native Exception
Client Details page:
Select the client’s Native American Tribe using the search feature for the Native American Tribe field on the Client’s Detail page find the appropriate tribe.
If the Native American or Alaska Native tribe isn’t listed, select 9999 “Other Tribal Affiliation” and add a remark to identify the tribe that is not on the list.
If tribal affiliation is 1st or 2nd degree descendant of a tribal member instead of tribal membership for themselves, add a remark regarding tribal affiliation.
The Work Registration page will be automatically updated to show the American Indian (AI) exception when the Native American Tribe field is coded other than 0000 “No Tribal Affiliation” on the Client Details page.
Pregnancy is an exception to ABAWD participation. Once the client’s due date is entered in the Expected Due Date field, the Work Registration page will automatically suggest the pregnancy exception.
When the due date has passed, workers will be responsible for updating work registration status of those in the household at the next review or client reported change.
Clients who receive PFML are considered temporarily incapacitated whether it is for themselves or to care for a family member.
Unable to work means that the client is not physically or mentally able to work at least 80 hours a month as required by ABAWD rules.
If a client states they are unable to work and there isn’t a reason to question the claim, document that the client is “ exempt from ABAWD participation due to not being able to work ” and use the appropriate coding on the work registration page for this.
Use prudent person reasoning and interview observations when determining if the client’s statement about their ability to work is questionable. Document your decision.
Applicants for Aged , Blind, Disabled (ABD) cash assistance or a Housing and Essential Needs (HEN) referral: While pending a decision for the other program, it's a best practice to document whether the stated physical or mental condition meets the ABAWD exception. If ABD/HEN is subsequently denied, review for documentation to determine whether to enter the ABAWD exception when processing an ABD/HEN denial. If not documented, the hierarchy will run and, if no other exemption or exception can be applied, status will move to ABAWD 'Needs Review' until the next recertification or client reported change that causes a change in work registration or ABAWD status.
Asking about incapacity: What kind of work do you usually do? Are you able to do that work right now? When was the last time you worked? What barriers prevent you from working?
Questionable Circumstances
If the client’s statement is questionable, attempt contact with someone aware of the person’s circumstances/condition. If you can't make this contact by telephone, the client can provide a collateral statement from a reliable source or provide the ABAWD Requirement: Medical report form DSHS 14-541
A collateral contact can come from: A medical professional: nurse, doctor, psychologist, psychiatrist, etc. A drug or alcohol treatment professional. Any reliable medical source that is familiar with the circumstances that make the client unable to work twenty hours a week
Collateral contact must include: Information regarding the client’s ability to work 80 hours a month (or 20 hours a week). Estimate of how long the client will be unable to work or otherwise participate 80 hours a month.
We review temporary incapacity exemptions at application, recertification, or when the client reports a change that changes their ABAWD status.
ABAWD clients living in waived areas are exempt from participation. See more about this in the Moving Between Non-Waived and Waived Areas section.
Participation requirements apply to ABAWDs receiving federal or state funded benefits.
Households with Work Registrants and/or ABAWDs must be informed of participation requirements both orally during the screening process and in writing using the Combined Work Registration Notice (CWRN) at application, recertification and when a client reported change results in a change in work registration or ABAWD status. Note : The scripts must be saved in the household’s Electronic Case Record as the DSHS 16-259 to verify this step has been completed.
Follow procedures to set the follow up reminder/tickle to monitor participation.
Participation can be met by:
Working 20 hours per week or 80 hours per month.
Participating in and complying with the requirements of a work program 20 hours per week.
Completing a combination of hours from working or a work program; or
Participating in and complying with a Workfare program.
Countable work hours are the number of hours spent doing any of these activities:
Providing a paid service to an employer or through self-employment.
In-kind work and rental income - the actual number of hours worked to earn the income verified by the person or place for whom the work was performed.
Unpaid volunteer work with hours verified by the organization where the volunteer work was performed.
Instead of, or in combination with working, ABAWDs may meet the 80-hour participation requirement by participating in an approved work program.
ABAWD Participation in BFET
Participating in Basic Food Employment and Training (BFET) in a non-waived area can be used to meet work requirements for ABAWDs as an approved Employment and Training Program.
If clients are unable to meet the hourly requirement in BFET, they can combine their work program hours with work or volunteer hours to meet participation. More details are in the Combining Work and/or Training to meet requirements section.
When participating in Job Search and Job Search Training activities, job search hours are only countable for less than half of the total time a client is engaged in employment and training activities.
Job Search and Job Search Training activities done under the supervision of a WIOA program, count in their entirety toward the 80 hours of participation. Some BFET providers are WIOA partners, but not all.
Other State approved E&T programs for ABAWD Participation
In addition to BFET, there are other programs that individuals can participate in to meet ABAWD participation requirements.
Programs included in Title I Workforce Investment and Opportunity Act (WIOA)
Employment and Training programs through statewide WorkSource offices
Some community and technical college programs
Additional community partners participating under WIOA titles
Programs included under Section 236 of the Trade Act of 1974 (Reestablished in 2015 )
Washington Service Corps/AmeriCorps
NAFTA Transitional Adjustment Assistance Programs.
Seattle Jobs Initiatives (SJI)
Economic Security for All (EcSA)
Jobs for Veterans State Grant (JVSG)
And others as they are approved
Job Search as part of a Work Program and countable participation hours
When participating in Job Search and Job Search Training activities, job search hours are only countable for less than half of the total time a client is engaged in employment and training activities.
For example, if a client is participating in BFET twenty hours a week, then only up to nine hours of Job Search or Job Search Training counts as “participation” for ABAWD requirements. The other eleven must be in one of the other activities: Basic Education, Vocational Education, or Life Skills.
If clients are unable to meet the hourly requirement in BFET, they may still complete work hours to meet participation. More details are in the Combining Work and/or Training to meet requirements section.
Job Search and Job Search Training activities done under the supervision of a WIOA program, do count in their entirety toward the 80 hours of participation. Some BFET providers are WIOA partners, but not all.
WIOA Title 1 Program (non-college) Zachary is participating in the following activities: Job search training: 40 hours monthly Job search: 20 hours monthly Basic Education: 20 hours monthly The total countable hours are 80. Zachary is meeting the work requirement. Non-WIOA Program (non-college) Zachary is participating in the following activities: Job Search Training - 40 hours monthly Job Search - 20 hours monthly Basic Education - 20 hours monthly The total countable hours are: 59 hours 39 of the Job search Training 0 of the Job Search 20 of the Basic Education To meet meet participation requirements, Harjeet would have to complete an additional 21 hours of non-Job Search or non-Job Search Training activities, unpaid work, or work.
Unpaid work includes in-kind work or unpaid work as a volunteer at a State, local, religious, or community non-profit organization.
The following applies to unpaid volunteer work: Participation is optional. Clients work under supervision to gain valuable work experience and meet ABAWD work requirements. Can be combined with work and work programs to fulfill the 80 hour per month requirement. Can't be counted if also used to meet court appointed or legal obligations. Can't be combined with Workfare hours to meet work requirements, as Workfare is a stand-alone activity.
Workfare is unpaid work performed by an ABAWD for a public or private non-profit organization who has contracted with DSHS to be a Workfare provider. Workfare is available to non-exempt ABAWDs. Workfare isn’t available to non-ABAWDs.
ABAWD clients must participate based on the household's food benefit allotment divided by the state or local minimum wage as listed on: www.lni.wa.gov/workers-rights/wages/minimum-wage/ .
An ABAWD may participate at any non-profit agency that agrees to provide Workfare opportunities for ABAWDS to meet their work requirements. The non-profit must have a current DSHS Workfare Contract. Clients must receive a referral from DSHS to that site before their hours will begin to “count” toward participation Clients can contact us to receive a referral to a Workfare site.
Clients report their monthly hours to DSHS to verify their participation by returning a completed ABAWD Activity Report (DSHS Form 01-205) or other valid verification from the Workfare provider.
The verification can be turned into DSHS in the following ways: Fax 1-888-338-7410. Drop off at the CSO; or Mail it to: DSHS CSD Customer Service Center PO Box 11699 Tacoma, WA 98411-6699
Upload to MyWABenefits . com
We route communication about Workfare to staff who match clients with appropriate Workfare agencies based on their abilities and needs.
When reviewing whether participation requirements are met:
Determine if participation was required (not required if there is an applicable exception or an exemption from work registration).
Determine if client met participation ( review proof if required ).
Take case action as appropriate including entering non-qualifying months for any full benefit month when the client failed to participate.
Document and provide client with notification as appropriate.
Follow procedures to reset the follow up reminder/tickle for future months.
The current 36-month time limit period began January 1, 2024, and ends December 31, 2026. Another 36-month period will begin January 1, 2027.
A countable month or non-qualifying month refers to any month an ABAWD receives Basic Food benefits for the full benefit month while:
Receiving benefits in Washington or another state as an ABAWD without an exception from participation requirements.
Not fulfilling ABAWD work requirements.
Not in an area with a waiver of the ABAWD time limits.
Not exempted for the month using one of the state’s federal allotment of discretionary exemptions.
An ABAWD without exceptions must fully meet required hours in qualifying work or work-like activities each month unless there is good cause for non-participation. A client who doesn’t participate for three months will become ineligible for Basic Food.
Verify any countable non-qualifying months received when there is evidence the ABAWD received food benefits in another state. Update client's Work Registration Details page with the out of state months when the client didn’t participate during Washington's current 36-month period. The current 36-month time limit period began January 1, 2024, and ends December 31, 2026. Another 36-month period will begin January 1, 2027.
A written or verbal statement from the other state agency of countable months is acceptable proof.
Verify with each state the number of months the ABAWD received benefits without participating in work requirements.
Enter the non-qualifying months the other state reported after 1/1/2024. Document the information.
Expedited cases can be approved with postponed verification for out of state verification.
Check for out of state countable months at application even if the client is moving to a waived area in Washington.
Proof of participation in countable activities
Proof of ABAWD work requirement participation must be provided by the client by the tenth of the month following participation for the following activities:
Employment and Training other than through BFET
Unpaid work
Work hours, if working less than 80 hours a month
Workfare
Clients meeting participation by working 80 hours a month, are responsible to report when their hours drop below 20 hours a week by the 10th of the month following the change per WAC 388-418-0007(3) . They aren’t required to submit work verification monthly.
ABAWD Activity Form #01-205 can be used to provide proof of hours. (This form is available in eight supported languages at https://www.dshs.wa.gov/office-of-the-secretary/forms ).
Collateral Contacts to verify participation: Collateral contact can come from: Workfare site supervisor Employment and Training case manager or advisor Volunteer site coordinator Collateral contact must include: Client name identification Calendar month reporting Activities performed Number of hours in the month participating in activity Name and signature of the person verifying the information
The options for meeting work participation requirements are:
Participating in paid employment for 80 hours a month (20 hours a week on average).
Participating in an approved training program for 80 hours a month (20 hours a week average).
Participating in unpaid work for 80 hours a month (20 hours a week average).
Participating in a combination of work and back-to-work activities (listed above) to make a total of 80 hours a month or an average of 20 hours per week; or
Volunteering in Workfare for the calculated required number of hours per month. This activity can’t be combined with options listed above as Workfare is a stand-alone activity.
Increase the number of hours she is working to 80 hours a month
Participate in an approved training program for at least ten hours a week average (to make a total of 80 hours a month in work and training).
Participate in unpaid work for at least ten hours a week on average (to make a total of 80 hours a month in work and training);
OR
Volunteer at a Workfare agency for a specified number of hours per month based on local minimum wage. (If local minimum wage is $18.29/hr. this would only be 5 hours, as $100 / $18.29/hr. = 5.68 or 5 hours rounded down)
Discretionary Exemptions
Every Federal Fiscal Year the U.S. Department of Agriculture (USDA) awards an allotment of discretionary exemptions to each state based on caseload. The state has the authority to determine how the exemptions can be used to exempt ABAWD clients from the time limit.
Washington State will use discretionary exemptions to exempt: Mandatory ABAWDs who wouldn’t receive timely termination notice due to LEP translations. ABAWDs participating in the address confidentiality program (ACP) without personal exemptions. ACES will automatically apply the exemption based on address.
ABAWDs who enroll in BFET in the third potential non-qualifying month, prior to the end of the third non-qualifying month , and cannot meet participation requirements in the month of enrollment.
Good Cause for non-participation in a month - WAC 388-444-0050
Good Cause occurs when a client has a reason for why they couldn’t meet participation temporarily. Please see Chapter Basic Food Work Requirements – Good Cause .
Loss of an exception : If, during the certification period, an individual has a change in circumstances that results in the loss of an exception from the time limit, do not begin assigning countable months until after screening the individual to determine whether any other work registration exemption or ABAWD exception applies. Screening is only required at application, eligibility review or when a client reported change results in a change in work registration or ABAWD status.
Newly meeting an exemption or exception : If, during the certification period an individual subject to the time limit has a change in circumstances that results in meeting an exemption or exception, act promptly to apply the new status. Don't assign a countable month when information is not questionable. If the information is questionable, verify before allowing. Once verified, apply the new status and don't assign countable months.
Moving Between Non-Waived and Waived Areas
Note : as of February 1, 2026, Washington state has no FNS approved waived areas.
An ABAWD becomes exempt from ABAWD work requirements when they report moving to a waived area effective the month they report the move to the Department.
An ABAWD must be screened for ABAWD participation exceptions if they report a move from a waived to a non-waived area during the 36-month period.
Participation requirements apply in the first full month of benefits after the information is known to the Department.
If a client has previously used countable months during the same 36-month period, those months of non-participation still count toward the three-month limit.
If a client exhausts the three out of 36-months eligibility limit, terminate the person's Basic Food benefits as soon as we become aware of this information. We must also deny this person Basic Food at application or recertification if they don't have a personal exception, unless they have requalified under Requalifying after the three-month limit .
If a client is terminated for non-participation, the person is an ineligible household member until they requalify. We include this person's income in the Basic Food Assistance Unit as described under WAC 388-450-0140 ‘ How does the income of an ineligible assistance unit member affect my eligibility and benefits for food assistance?’ and in the Allocation & Deeming chapter.
An ABAWD may regain eligibility by working and/or participating in approved training a total of 80 hours within a 30 consecutive day period.
The thirty-day consecutive day period may:
Begin as early as 30 days prior to the date of reapplication.
End as late as 30 days after the date of reapplication.
There is no limit on how many times an individual may regain eligibility and subsequently maintain eligibility by meeting the work requirement during the 36-month period.
If an applicant reapplies having met the 80 hours within the 30 consecutive days prior to date of application, and meets all other eligibility factors, the client is eligible effective the date of application.
If an applicant applies before satisfying the full 80 hours or required number of Workfare hours, they are ineligible. Deny the application.
After denial:
When participation is met by completing 80 hours of paid or unpaid work, through participating in a work program or a combination of work and work program hours, benefits are prorated from the date the 80 hours are completed provided: All 80 hours are in a 30 consecutive day period, and The 30 consecutive days end no later than the date of reapplication, and Verification of participation hours is received by the department by the 30th day after the date of reapplication. Rescreen the application using the requalifying date as the date of application.
When participation will be met via Workfare hours calculate the number of hours required to requalify using the prorated food benefit amount for the month of reapplication based on date of reapplication. Document this information. When Workfare hours are verified, reopen the case based on the date of reapplication used for the calculation.
Calculate the required Workfare participation hours for July: $100 ÷ $18.66 = 5.36.
By August 9th, Dominque must verify completion of 5 hours (rounded down) of Workfare in July to requalify for benefits effective with her reapplication date.
If verification required participation hours isn’t received by the 30th day after the application, they will need to provide a new application.
In addition to the initial three-month period, an ABAWD who has requalified and again has a non-qualifying month may receive three additional months of benefits, including the new non-qualifying month.
These months are called the subsequent months and have these requirements:
Only available to an ABAWD individual who has used all three initial months, requalified, and is active on food assistance.
The first non-participation month after requalifying is the first countable month of the three subsequent months.
The three months are consecutive regardless of participation.
If the ABAWD isn’t participating in an activity and doesn’t have an exception from participation, benefits terminate at the end of the third subsequent month.
If participating 80 hours per month or doing Workfare, benefits can continue if the ABAWD continues to meet all other eligibility requirements and turns in verification of participation each month. Verification is required for participation hours of unpaid work, Workfare or employment and training hours other than through BFET. (BFET hours are verified by the BFET provider in eJAS.)
If an ABAWD individual requests an administrative hearing:
Pause the three-month time clock by removing the 3rd non-qualifying month and benefits will continue until there is a hearing decision
If the hearing decision upholds the department, the original 3rd non-qualifying month is counted and the case will close. Establish an overpayment for the continued benefits.
If the client is upheld, the client is eligible for the continued benefits issued. Review for exceptions or participation status for the ongoing month.
Revised October 28, 2025
Clarifying Information
We apply and code personal exemptions (such as child under six, etc.) in all areas of the state. There is no geographic or regional exemption for Basic Food work registration.
The exemption for drug or alcohol addiction only applies when the participation in this program would prevent the individual from meeting the work requirement or participating in an employment/training program the required number of hours.
The exemption for employment or self-employment is applied if either situation occurs: Client is earning 30 x Federal Minimum wage ($7.25/hr in 2025) a week averaged monthly. Client is working over 30 hours a week averaged monthly.
We must register non-exempt persons who receive state-funded FAP benefits even though they cannot receive federally- funded BFET services. The one exception is WAC 388-444-0010(9). If the client does not have authorization to work in the United States they can be exempt from work registration rule.
Caring for an incapacitated person exemption: The incapacitated person does not have to be related, or in the household.
ABAWD is a small subset population of Work Registrants that have extra requirements; therefore, specific ABAWD exemptions (such as pregnancy or waived counties) under WAC 388-444-0035 that apply to those extra requirements do NOT apply to work registration in general. See ABAWD Chapter .
Screen for work registration status: Determine the client's exempt or non-exempt status for work registration. See WAC 388-444-0010 ; and Code work exemption information on the WORK screen for every person age 16 and over.
Volunteering for BFET Services: All clients who receive federally-funded Basic Food (SNAP) benefits may volunteer for E&T services. As a volunteer they may: Receive supportive services (see BFET Reimbursement of Participation Expenses ); Meet eligibility requirements (see Basic Food Employment and Training (BFET) Program ); and Not be disqualified for not cooperating with the program.
Verifying a Personal Exemption Accept a client's statement of employment status or job availability unless the information is questionable. To verify questionable information have the client provide: Evidence of the claimed exemption; or The name and contact information of an acceptable collateral source who can be contacted for further verification. If a client claims to be physically or mentally unable to work and the client's statement is questionable, verify the claim by: Proof of permanent disability benefits issued by a public or private source; or A statement from a qualified professional or their staff; or A medical verification through DSHS form 10-353 (Document Request for Medical Condition and Residual Functional Capacity) or DSHS form 14-541 (ABAWD Requirement: Medical Report). Find forms in English and other languages on our forms website: https://www.dshs.wa.gov/office-of-the-secretary/forms . Do not refer to an SSI facilitator for purposes of Basic Food disability verification. NOTE: A client qualifies for the personal disability exemption if they are a veteran receiving 100% disability benefits. NOTE: Washington Paid Family & Medical Leave (PFML), L&I, other Worker’s Compensation or Private disability insurance benefits can be used as verification for this exemption. For self-employment the client must provide records to show the hours and income worked. (See Self Employment Income chapter). An adult may claim a child under 6, as their exemption, if they have a majority (50% or more) parental responsibility to care for that child. In households with multiple adults, any adult that has a valid claim to majority parental responsibility for the child can claim the exemption. Allow the client to change their election of who is claiming the child under 6 as an exemption up to once per month if necessary; however, the change of election may not be utilized as a means to remove an individual's work registration food disqualification (by becoming exempt).
Revised December 20, 2022
Clarifying Information and Worker Responsibilities
The disqualification rules and procedures are for Basic Food non-exempt work registrants only. Please see Section E, ABAWDS for disqualification rules and procedures for able-bodied adults without dependents.
At the time the worker determines that a comparable sanction will be applied, or benefits denied because of lack of cooperation with a comparable program (Work First, unemployment compensation, or Refugee Assistance) work requirements, the worker must: Review the client's circumstances to determine if any Basic Food work registration exemptions apply. See WAC 388-444-0010 If the client meets an exemption then the client continues to receive Basic Food benefits; If the client does not have a work registration exemption, the worker must notify the client that a Basic Food work requirements disqualification will be applied unless the client complies with the comparable program requirements When disqualifying a client for non-compliance with a comparable program, notify the non-exempt client that: Basic Food work requirements must be met within 10 days of the notice; Basic Food work requirements can only be met by cooperating with the comparable program requirements; The disqualification period is determined under WAC 388-444-0055 .
If the client complies with the comparable program requirements within the 10 day notice, then the client is once again exempt from Basic Food work registration or ABAWD requirements.
If the client does not comply with the comparable program requirements within the 10 day notice, the client is disqualified from receiving Basic Food benefits.
Apply the disqualification in the month following the 10-day advance notice. Enter the following information in free form text: The reason for the disqualification; The period of disqualification; The disqualification only ends if the client complies with [name of comparable program] requirements or serve the appropriate disqualification period. See WAC 388-444-0055 for when to end the disqualification period.
Apply the disqualification the first month following the 10-day notice of adverse action
Enter non-cooperation in ACES as described in the ACES Procedures at the end of this section.
If the disqualified client leaves the Basic Food program before the disqualification starts, impose the disqualification when: The person reapplies; and Start the disqualification period with the first full month of certification.
If a disqualified person leaves the program before completing the disqualification period: The person serves any remaining time of disqualification when the person applies for benefits; and Start the remaining disqualification period with the first full month of certification.
If otherwise eligible, a client regains Basic Food benefits when they complete their penalty period.
A disqualified client is treated as an ineligible household member. See INCOME
For a one person household, the client must reapply for benefits. A household of two or more will have the client's portion of benefits restored.
Ending a Disqualification When a Client Becomes Exempt During the Penalty Period
A disqualification ends and the client may again receive benefits effective the first of the month following report of the change when the client becomes exempt during the penalty phase.
Examples for AUs receiving Basic Food while an adult is in a BF Work Registration penalty period:
Example 1 : Tessa is in a BF work requirement penalty period and, begins attending school, becomes responsible for caring for a child under age six, or meets another Basic Food Work Registration exemption. Tessa can begin receiving Basic Food again, if otherwise eligible, effective the first of the month following the reported change. Update Tessa’s Work Registration Details in ACES Case Actions with the new status in the ongoing month.
Example 2 : Ellery is in WorkFirst sanction. They agree to a new IRP and begin to participate during their second BF work requirement penalty period. This changes Ellery’s status to exempt due to participating in a cash program even if the full WF sanction period has not been served. The BF disqualification will end and, if otherwise eligible, Ellery may receive benefits effective the first of the month after the change.
When a person requests a fair hearing within 10 days of the issuance of the Notice of Adverse Action, and the certification period has not expired, benefits will continue.
If the hearing goes against the client, and the client received continued benefits, DSHS will establish an overpayment;
Give the client 10-day advance notice;
The disqualification period begins the first of the month following the 10-day notice.
See Interview (WORK) screen
See Disqualified or Sanctioned Assistance Unit or Client - Quitting a Job
Revised November 18, 2016
Purpose:
WAC 388-444-0060 What is unsuitable employment for Basic Food work requirements?
WAC 388-444-0065 Am I eligible for Basic Food if I quit my job or reduce my work effort?
WAC 388-444-0070 What is good cause for quitting my job or reducing my work effort?
WAC 388-444-0075 What are the penalties if I quit a job or reduce my work effort without good cause?
Clarifying Information and Worker Responsibilities
Clarifying Information - WAC 388-444-0075
The rules for quitting a job or reducing work effort below thirty hours per week apply to both Basic Food applicants and recipients.
General Requirements
The following requirements apply to all Basic Food clients 16 through 59 years old who: Quit a job or reduce their work effort within 30 days of application. Quit a job or reduce their work effort after an application for benefits was submitted but before benefits are certified. Quit a job or reduce their work effort during certification. Would have been required to register for work at the time of quit or reduction of work effort.
The following situations are not considered a voluntary job quit: Terminating a self-employment enterprise; and Resigning at the request of the employer.
3. We cannot disqualify a recipient or applicant for less than the penalty time period unless they become exempt from work registration as described in WAC 388-444-0075 (5).
The penalties for quitting a job or reducing hours are:
First time - one benefit month;
Second time – three benefit months;
Three or more times - six benefit months.
Worker Responsibilities - WAC 388-444-0075
Verifying and Documenting a Voluntary Job Quit or Reduction in Work Effort
Verify the client's claim of good cause if questionable.
Whenever possible, verification should be accepted from but not limited to: The previous employer; An employee organization or union; or A grievance committee or organization.
Disqualify a client that doesn’t have good cause from the date of application following ACES procedures below.
For a recipient without good cause, send the notice of adverse action and apply the disqualification the first of the month following the 10-day advance notice.
NOTE: Do not delay benefits to an otherwise eligible person beyond the normal processing time while awaiting a good cause determination.
ACES PROCEDURES
See Disqualified / Sanctioned Assistance Unit / Individual - Quitting a Job Without Good Cause
Revised: October 28, 2025
Exempt clients (per WAC 388-444-0010 ) aren't required to register for work, so they are not work registrants.
Non-exempt clients are people who receive Basic Food and must be registered for work. They are considered work registrants, and further divided into two groups:
Work Registrants Clients age 16 through 59 who do not meet an exemption listed in WAC 388-444-0010 must register for work and meet Work Registration requirements. Non-ABAWD work registrants do not have time limits. Participation in Employment & Training is voluntary in Washington State. Work registrants who voluntarily quit a job or reduce their work hours below 30 hours a week without good cause will face a penalty DSHS registers the clients for work by completing the Work Registration page in ACES/3G. Work Registrants Who are ABAWDs Able Bodied Adult Without Dependents (ABAWD) are a subset of Work Registrants who must meet further requirements to remain eligible for benefits. Note: Individuals age 60-64 are exempt from the general Work Registration rules, however they are subject to ABAWD work requirements and timelines if not otherwise exempt. Able-bodied adults, ages 18 through 64 without dependents, who live in a non-waived area, are required to participate in specific activities to retain eligibility for Basic Food beyond the three-month time limit unless they have an exemption or exception to participation rules. See ABAWDs- Able-Bodied Adults Without Dependents for information on exemptions and exceptions. ABAWD clients are referred to options to meet their participation requirements.
During application, add a person, eligibility review, or a change that impacts work registration, screen members of the Basic Food household to determine exempt or non-exempt status.
For any exempt work registrants, code the most appropriate exemption per current procedure.
For any non-exempt work registrant, determine if the client(s) is considered ABAWD .
If a WorkFirst household is sanctioned, determine whether the sanctioned individual is exempt from Basic Food work requirements. Disqualify non-participating members of the TANF household from receiving Basic Food unless they are exempt under WAC 388-444-0010 .
Read the Work Registration and BFET Script(s) to household members in the assistance unit that are work registrants. Complete any necessary referrals to employment and training opportunities.
Ensure the Consolidated Work Registration Notice populates in the letters for the household.
Revised June 3, 2011
If the department determines that an assistance unit’s overpayment amount needs to be modified because of an error, the worker should refer to the ACES manual Benefit Error Group, Modify a BEG – Underpayment or Overpayment.
See Benefit Error Group (BEG) – Modify a BEG – Underpayment or Overpayment
Revised August 19, 2024
Clarifying Information
Clarifying Information
Clarifying Information
Clarifying Information
Examples of an Administrative Error (AE) overpayment include when we: Didn’t act timely on a reported or known change in circumstances; Made a mistake in determining the AU’s eligibility or benefits; Incorrectly issued duplicate benefits; Issued allotments after the end of the AU's certification period without redetermining the AU's eligibility; Didn’t disqualify a client for an IPV on time as required under chapter 388-446 WAC ; Made an incorrect change to the case or failed to make a needed change that caused the department to make an incorrect decision on the AU's eligibility or benefit amount.
Examples of an Inadvertent Household Error (IHE) include when the AU: Understood what they were required to report; or Failed to report a change or provided inaccurate and incomplete information, but without the intent to get more food assistance than they were eligible to receive.
Examples of an Intentional Program Violation (IPV) include when a client does any of the following on purpose: Makes an oral or written false or misleading statement that affects their benefits; Misrepresents, conceals, or withholds facts; or Violates the Food Stamp Act, Basic Food regulations, or any state laws that cover: How someone can get, have, and use Basic Food benefits or EBT cards; or The transfer of Basic Food benefits or EBT cards; or Trafficking .
NOTE: See chapter 388-446 WAC for information and rules on IPV disqualification hearings and penalties. WAC 388-446-0015 explains that an administrative disqualification hearing (ADH) is a formal hearing to determine if a person committed an IPV. Eligibility staff can't write an overpayment as IPV until an ADH or court hearing is held and the outcome determines an IPV was committed and caused the overpayment. See Fraud chapter: Clarifying Information #6 under WAC 388-446-0001 .
Date of awareness: The Date of Awareness is the earlier of the: Date the overpayment is processed (Benefit Error Group (BEG) status is changed to OP and the letter is sent), or Date a request for information letter is sent to validate the overpayment. For cases referred for prosecution or administrative disqualification hearings, the date the case was referred for adjudication.
Date of discovery:
The Date of Discovery is the date we have adequate information to validate the AU has an overpayment, and determine the amount overpaid. It isn't the date of a system-generated (BEG), because these only give enough information to identify a potential overpayment.
The date we "open" the BEG in ACES is the official date of discovery. The exception to this rule is Basic Food errors discovered through the federal Quality Control review process. The official date of discovery for a QC error is the date the QC error report in a client’s electronic case record (ECR).
Date of establishment: The date staff establishes an overpayment, sends the household notification of the claim, and refers the case to the Office of Financial Recovery (OFR) for collections. The date of the overpayment letter is the official date of establishment.
Timeframes to set up overpayments :
We must process at least 90% of all overpayments by the end of the calendar quarter after the quarter we discover an overpayment. A claim isn't timely if we sent the AU an overpayment letter later than the last day of the quarter after the quarter in which we "opened" the overpayment BEG. Even though we can set up a valid overpayment after the timely processing period, federal rules require the department to meet this timeframe.
NOTE: Potential overpayments discovered by the Basic Food quality assurance (QA) process must be "priority" . Every attempt must be made to establish overpayments within federal time limits after the payment errors associated with these overpayments have been finalized by the Division of Program Integrity (DPI).
To ensure that staff review potential overpayments and promptly act on this information, the department monitors BEG lists.
Claims Establishment Timeline 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter If your date of discovery is in: January; February; or March April; May; or June July; August; September October; November; or December You must establish the claim by: June 30th September 30th December 31st March 31st
To measure if we are meeting federal timeliness standards for establishing overpayments, staff compares the dates an overpayment BEG was "opened" to the date we sent the overpayment letter.
EXAMPLE
If we discover an overpayment on February 6th (1st quarter) we must set up the overpayment by June 30th (end of the 2nd quarter).
If we discover an overpayment on June 28th (2nd quarter) we must set up the overpayment by September 30th (end of the 3rd quarter).
8. Other program reporting requirements and Basic Food overpayments:
If someone doesn't report a change in circumstances required under WAC 388-418-0005 , we determine if there is an overpayment for each program based on that program’s reporting requirements.
For Basic Food, the household must report changes as required under WAC 388-418-0005(2) .
If a Basic Food assistance unit wouldn't have to report the change based on the AU's circumstances, we don't set up an overpayment even if the household had to report a change for another department program.
EXAMPLE : Julie, Spencer, and their two children receive TANF and Basic Food. They fail to report that Spencer got a job earning $900 monthly. Spencer received his first paycheck on August 25th. We discover this information in November. TANF : The family was required to report getting a job for TANF . We determine amount of TANF benefits the family was eligible for if they reported the change timely on September 10th and set up an overpayment for October and November. Basic Food : The new job didn't cause the family to go over the income limit for a family of four. Since they didn't have to report this change for Basic Food, we don't set up an overpayment.
EXAMPLE : Diane receives TANF and Basic Food for herself and her daughter. Diane doesn't report she has switched to full-time status at work and now earns $2,500 monthly. Her paycheck on April 30th puts her over the income limit for Basic Food. We discover this information in July. TANF : Diane was required to report the change in employment status and going over the earned income limit for TANF . We treat this change as if Diane had reported it timely on May 10th. We would set up an overpayment for the TANF benefits the AU received in June and July. Basic Food : Diane’s $2,500 monthly income is over the income limit for a two-person AU. Since she was required to report this change for Basic Food, we set up a Basic Food overpayment for benefits the AU received in June and July.
Even though all adult members of an AU with an overpayment are liable for the full overpayment, OFR tracks payments to ensure that we don't collect more than the amount of the overpayment.
Calculating the Overpayment The overpayment amount is the difference between what the client received and what they were eligible to receive. For Administrative Errors where the household has earned income, apply the earned income deduction to all earned income, reported or unreported. For Inadvertent Household Errors with unreported earnings, don’t apply the earned income disregard to the portion of earnings that wasn’t reported timely.
iii. For trafficking, the overpayment amount will be provided by the court or in a signed agreement.
b. When determining an overpayment amount, subtract any outstanding underpayment from an overpayment to get the net overpayment amount.
Overpayment timeframes: For both AE and IHE overpayments, review 12 months from the date of awareness.
Overpayments discovered by QC Reviews: If the department discovered an overpayment or ineligibility for benefits through the federal QC process we must set up an overpayment regardless of the amount.
Overpayments discovered outside the QC Review process : If we didn't discover the overpayment through the federal QC process, we set up an overpayment if: The responsible household members still receive Basic Food or WASHCAP benefits and the overpayment is over $85 ; or The overpayments total more than $125 and the responsible household members don’t receive Basic Food or WASHCAP. The thresholds remain the same when the overpayment will be referred as IPV.
OFR collects on established debts regardless of the amount. The $85 and $125 thresholds related to QC findings apply to whether or not we establish an overpayment for Basic Food or WASHCAP. OFR collects on established overpayments regardless of the amount. This includes when we: Set up an overpayment for an AU who no longer receives Basic Food; or Modify an existing overpayment.
OFR is the point of contact for “compromising” (reducing) overpayment balances or making decisions on waiving overpayment collections. Clients must be referred to OFR for these requests.
Trafficking claims are for the entire amount trafficked.
When overpaid but still eligible, the emergency supplement isn’t increased to make up the overpaid amount.
Repaying an overpayment: The Department collects from the client by reducing Basic Food benefits. Clients can also repay an overpayment by paying the OFR directly. The adults in the overpayment assistance unit share the responsibility for repaying an overpayment even if they later belong to different assistance units. We consider a person who receives Basic Food or WASHCAP benefits as having the ability to repay an overpayment.
When can an overpayment be reduced: The CSO can reduce an overpayment debt only if the overpayment was incorrectly calculated for an amount larger than is actually owed. An Administrative Law Judge (ALJ) can order an overpayment debt waived or reduced to correct an overpayment that was calculated in error. An ALJ doesn't have the authority to reduce or waive an overpayment based on hardship. OFR can reduce an established overpayment:
A person responsible for an overpayment may be able to negotiate a reduction of the debt. OFR is the secretary's designee for the department under RCW 43.20A.110 and uses criteria under RCW 43.20B.030 to determine if an overpayment should be reduced or dismissed as allowed under Title 7 CFR §273.18(c)(7)
i. OFR OFR determines if a reduction of the debt would be cost effective for the department instead of continuing collections through other means.
ii. Normally, reducing the debt is cost effective only if the person is willing to pay the remaining debt off in full.
iii. People can contact OFR to negotiate a reduction in the overpayment by calling at 800-562-6114.
OFR takes the necessary steps to collect the overpayment. This includes allotment reduction, installment payments, and lump sums, as well as other means of collection.
We don’t recover an existing overpayment from the first month's benefits of a newly-approved application for WASHCAP or Basic Food. We do recover an overpayment from the first month of an AU's certification period if we recertified the AU with no break in eligibility. How overpayments are collected:
NOTE: If we remove Basic Food benefits from a client's EBT account through the expungement process, OFR will reduce the client's overpayment by the amount we expunged from the client's EBT account.
Revised July 27, 2012
Clarifying Information and Worker Responsibilities
Effect of Underpayments on Resources: The unspent amount of a cash assistance underpayment is not included in computing the value of a household's nonexempt resources in the month the underpayment is reimbursed or in the following month.
Date of Discovery for Department Errors: When the underpayment is discovered by the department, the date of discovery is the date we have adequate information to validate the household has an underpayment and determine the amount the household was underpaid. It is not the date the department received information or verification.
Repay all underpayments that are not applied toward reducing an overpayment.
Document in the ACES narrative, any request received, oral or written, from an assistance unit indicating a belief they were entitled to more benefits than were received.
To restore unpaid food assistance benefits, determine the amount the household was eligible to receive during each month in which there was an error. Disregard any months in which the household was not certified except those months where benefits were lost due to an incorrect denial or termination.
Restore food assistance benefits back to the date of application when a delay past the first 30 days is the fault of the department.
Upon discovering an underpayment, check the history file to determine if an outstanding balance on an overpayment remains. If so, complete a notice to Office of Financial Recovery indicating the adjustment to the overpayment balance from a restoration of unpaid benefits.
If a cash or food assistance underpayment is in excess of any overpayment or remaining overpayment balance, create a beg for the excess amount to the appropriate assistance unit.
Revised June 30, 2025
Clarifying Information and Worker Responsibilities
Clarifying Information and Worker Responsibilities
1. Intentional Overpayment:
The result of the client's willful knowing concealment of information or failure to reveal information resulting in the overpayment.
2. Unintentional Overpayment:
a. An unintentional client error overpayment is based on the condition that although caused by the client, there was no intent to obtain or retain assistance for which the client knew they were not eligible.
b. An unintentional department error overpayment is the direct result of omission, neglect, or error by the department in acting on information affecting the amount of benefits for which a client is eligible.
c. An unintentional technical error is an overpayment not directly caused by department error or client error. These types of overpayments are due to effective dates and procedural requirements. The following are examples of technical errors:
Administrative Hearings: Continued assistance pending a fair hearing results in an overpayment when the decision of the department is upheld. Continued assistance overpayments can't be established for more than 60 days' worth of benefits from the date the administrative hearing was requested.
Ten-Day Advance Notice: When advance notice requirements for termination or a reduction in benefits results in a payment of benefits for which the client isn't eligible, the resulting one-time payment is an overpayment.
3. Strikers:
Prior to July 1, 1999, an overpayment exists for any month in which a member of a TANF/SFA household is on strike on the last day of that month. Starting with July 1999 benefits, there are no overpayments based solely on a member of the TANF/SFA assistance unit being on strike.
4. Prospective Budgeting:
An overpayment exists when a client intentionally understates their estimated income for the first 2 months of eligibility. See WAC 388-450-0215 .
5. When Someone Fails to Report a Change of Circumstances Required for Cash Only:
When someone doesn't report a change of circumstances required under WAC 388-418-0005 , we determine if a client has an overpayment for each program based on that program’s reporting requirements.
If the person was not required to report a change for Basic Food or medical benefits, we do not set up an overpayment for these programs based on the unreported change. This is true even if we would have reduced benefits if the household reported the change.
6. Diaper Related Payments (DRP):
DRP is not pro-rated and all overpayments will be for the full amount issued in the ineligible month(s). DRP will only have an overpayment if the assistance unit was completely ineligible for DRP (i.e., no child under 3 in the household and/or the assistance unit wasn’t eligible for TANF)
Don't establish an intentional overpayment when the overpayment is directly due to any omission, neglect, or error by the department unless: The client kept the assistance; and Knew or had reason to believe they weren't eligible for the assistance.
Establish an intentional overpayment for funds that were authorized to replace lost, unendorsed warrants when it is later determined the claimed loss was false. See WAC 388-412-0035 .
All adult members of a cash assistance unit are responsible for overpayments incurred after January 1, 1982 provided they were members of the assistance unit at the time of the overpayment.
The amount of an overpayment can be reduced by the amount of any unpaid underpayments in any period prior to the month in which the overpayment is computed.
Unintentional ABD Cash Overpayments Effective July 1, 2025, with the passing of Senate Bill 5079 , the department will no longer establish unintentional ABD overpayments. This includes when the overpayment is client-caused unintentional or department-caused unintentional. Unintentional ABD cash overpayments established prior to July 1, 2025, are still subject to collection. WAC 388-410-0001 section (3) says continued benefits must be paid back to the department. Therefore, even though continued benefit overpayments fall under the unintentional overpayment category when they are created in ACES, they must be established and collected following WAC 388-410-0001 (3).
As of May 1, 2019, dependent children will no longer be included when establishing an overpayment for cash.
On child-only TANF cases, the overpayment is established for the adult receiving the grant.
TANF overpayments are reduced by the amount in excess of current child support kept by DSHS. DCS determines if a household is eligible for the child support payments and takes appropriate actions on any payments potentially made in error, or by fraudulent means. For each TANF overpayment month, review SEMS for the actual current child support kept by DSHS to potentially reduce the overpayment amount for TANF. Documentation must clearly support the current child support used, if any, to reduce the TANF overpayment on the ACES overpayment letter.
When a non-needy caretaker relative or guardian is assessed an overpayment for a child who isn't currently part of the assistance unit: We'll no longer recoup the overpayment by means of mandatory grant reduction. Alert the Office of Financial Recovery (OFR) when a caregiver is in this situation by sending an email to DSHS RE OFR Client Overpayment . This email must include the: Caregivers name and client ID, Date of the original overpayment letter and Text explaining we must no longer recoup the overpayment from the cash grant. Once OFR learns about this change, they will stop the automatic deductions from the TANF grant and pursue other means of collection. EXAMPLE: Zack was receiving non-needy TANF for his grandson Thomas and an overpayment was established. Once Thomas left the household the grant was closed and the recoupment ended. The following year Zack applied for his other grandchild, Katy. Because the prior overpayment wasn’t related to an error in benefits for Katy, no reductions will be assessed to the non-needy TANF grant for Katy. Staff will alert OFR that Thomas is no longer part of the assistance unit. Two months later, Thomas returns to Zack’s home and is added to the non-needy TANF grant. Staff will alert OFR that the child is back in the home. The prior overpayment would now be reduced from the grant.
The department will attempt to verify all pertinent information when an overpayment has occurred.
If the verification obtained is incomplete, the department will contact the recipient to obtain an explanation of the circumstances to clarify the overpayment.
If the recipient fails to cooperate, the department will make an independent determination based on all available information and initiate recovery of the overpayment. If an employer does not respond to a request for a statement of earnings in a timely manner the department may file a Subpoena Request without a FRED or DFI referral.
When the department determines that it has mistakenly charged an assistance unit with an overpayment, the department will cancel the overpayment account and credit any amount paid to any other outstanding debt obligation.
The client will be notified of the error and of the amount credited to any existing debt obligation. If any balance remains from the amount paid by the client the department will refund the balance to the assistance unit.
If the department determines that an assistance unit’s overpayment amount needs to be modified because of an error, the worker should refer to the ACES manual, Benefit Error Group (BEG) - Modify a BEG - Overpayment or Underpayment.
Once an overpayment is verified, determine the assistance program involved in the cash, medical or food assistance overpayment. Determine the amount of the overpayment using the following criteria: Reconstruct eligibility in cases where the client failed to report information or where reported information was not acted upon. Consider the change as it would have been considered if reported and acted upon timely.
If all criteria specified in WAC 388-410-0005 (3) (a)&(b) are met do not refer cases to Office of Financial Recovery.
Effective July 1, 2025, the department will no longer establish unintentional Aged, Blind or Disabled (ABD) cash overpayments. Staff will take the following steps when one is discovered: Determine all affected months for the ABD cash overpayment and update historical ACES months for accuracy. Instead of marking the ABD cash overpayment Benefit Error Group (BEG) as unintentional (UO) in ACES, staff will select Ignore (IG) from the dropdown. This will waive the unintentional overpayment. NOTE: Marking Ignore (IG) on the BEG is an important step for accounting and tracking purposes.
Financial Assistance: Reduce the amount of an overpayment by the amount of cash assistance a client would have received if eligible for another cash program during the period of the overpayment.
Medical Assistance: Redetermine eligibility for medical assistance beginning the first of the month in which ineligibility occurs. If the assistance unit was ineligible for any medical assistance, all medical expenses paid by the Health Care Authority (HCA) for the period of ineligibility are an overpayment. If the assistance unit was eligible for the Medically Needy Program the overpayment is: The amount the assistance unit would have been required to spend-down before medical expenses would have been paid for the overpayment period. The difference between those medical payments covered by the CN program and those covered by the MN program. Scope of care determinations are referred to HCA. If the assistance unit was eligible for the Psychiatric Indigent Inpatient Program (PII), the overpayment is: The amount paid by HCA up to the deductible; plus Any additional amount the assistance unit would have been required to spend down; plus The difference between medical payments covered by the CN program and those covered under the PII program.
Establishing Overpayments for vendors
If it is determined that a vendor has been overpaid, an overpayment must be established. Overpayments for vendors are processed by the Office of Financial Recovery (OFR). Staff will complete form DSHS 18-398A and email the form to OFR at vendorop@dshs.wa.gov . OFR will establish the overpayment in their system and mail a copy of the DSHS 18-398A to the vendor.
ACES Procedures
Benefit Error Group (BEG) - Confirm a BEG Overpayment
Benefit Error Group (BEG) - Modify a BEG – Overpayment or Underpayment
Revised March 25, 2011
Clarifying Information and Worker Responsibilities
Grant Deductions
A grant deduction is a specified dollar amount used to recover grant overpayments. If the amount is more than the mandatory deduction standard (10 per cent) for intentional grant overpayments, it must be agreed to by the client.
Five percent mandatory deductions are used for unintentional grant overpayments
A grant deduction to temporarily reduce the standard 5 or 10 per cent deduction can be used if an exception to policy due to hardship is approved.
A grant deduction can be taken in addition to, or instead of, a 5 or 10 per cent deduction.
If the recipient requests a fair hearing regarding the assessment of the overpayment or the monthly deduction of overpayment during the advance notice period, notify OFR to discontinue collection.
Reimburse the client as soon as possible for any underpayment resulting from erroneous monthly deductions.
Revised March 25, 2011
Worker Responsibilities
If recovery of the overpayment is determined to be inequitable; Determine the months that the overpayment occurred, but do not compute the amount of the overpayment. Complete a DSHS 06-094(X), Overpayment Letter (Liability Waived), and notify the client. Document the reason for the decision in the narrative in ACES.
If recovery of the overpayment is not determined to be inequitable: Follow normal overpayment recovery procedures; and Notify the client the reason the overpayment was not waived.
Revoke the waiver and establish an overpayment if it is later determined the requirements specified in WAC 388-410-0010 (1) (a-e) were not met.
Revised March 25, 2011
Subtract the date of application from 31 and divide the result by 30. Multiply the result by a full month benefit amount.Round down to the nearest dollar.
Revised March 25, 2011
Additional Requirements Emergent Need (AREN)
Diversion Cash Assistance
Revised March 25, 2011
Revised April 25, 2019
Clarifying Information
The department does not replace lost or stolen cash. Do not replace a warrant which was endorsed by the payee as this is considered to be the same as cash.
Before replacing a warrant we must learn if it was redeemed. The Division of Finance and Financial Recovery (DFFR) can determine whether a warrant was endorsed and redeemed. If a warrant was redeemed but the client claims they have not received or endorsed the warrant, the worker will not replace the warrant and must notify the Office of Accounting Services (OAS).
If a client makes numerous requests for replacement warrants staff must investigate the need for a protective payee and establish one if it is in the best interest of the client to do so.
If the original warrant is redeemed by the state treasurer, the department takes the necessary action to collect repayment.
Reported loss:
The worker: Gets all facts surrounding the report of loss; Explains to the client that in cases where the Office of Fraud and Accountability (OFA) determines that both the original and replacement warrants are endorsed by the client: An intentional overpayment is established; The grant is reduced by ten percent each month until the overpayment is recouped; and They may be referred to the county prosecutor for criminal prosecution. Assesses the reported facts and make a judgment of the validity of the report using the following sources: The Registration and Control of Negotiable (RCN) program to determine if the warrant returned to the CSO; If it was not returned: Email the following information to DFFR at DSHS RE ESA SW DFFR AP/AR to determine if the warrant was redeemed. Warrant number; Date on the warrant; Amount of the warrant; and Payee name. Requires the payee to report the non-receipt or theft to the post office or police, as appropriate and documents how this was verified (such as a police report); Ask the payee to sign a DSHS 07-008(X) Affidavit of Lost, Stolen, or Destroyed Warrant. Follow the form’s instruction for distribution of the form to complete the cancellation. If the payee is on the phone, give them the option of having CSD mail them the form, or coming into the office to complete the form.
If DFFR reports the warrant was not redeemed, the worker must take the following actions to replace the warrant, they: Cancel the warrant in the RCN system. See RCN warrant cancellation in the Barcode manual. Forward the DSHS 07-008(X) to the assigned Office Support staff to cancel the warrant in the RCN system following the instructions on the form. Authorizes a replacement warrant within five working days from when the decision was made; Documents all actions taken in ACES 3G, and Informs the client using the general correspondence letter of the action taken.
If DFFR reports the warrant was redeemed, the worker does not replace the warrant. Follow instructions 1 and 2 below for Redeemed warrants and affidavits of forged endorsement and document all actions taken in ACES 3G.
Redeemed warrants and affidavits of forged endorsement: If the department learns the original warrant that was replaced is redeemed, request a copy of the signed warrant from DFFR for the payee to examine.
When the CSO receives this copy, the worker sends a general correspondence letter to the payee within 10 days asking the payee to come to the CSO to examine the signature.
When the payee examines the signature and declares it is a forgery, the worker: Has the payee sign a DSHS 09-052(X), Affidavit of Forged Endorsement in the presence of a notary; and Sends the DSHS 09-052(X) with a copy of the DSHS 07-008(X) to OAS.
If the payee declares the signature is theirs or does not respond, the worker: Determines if there was intent to commit fraud; Establishes an overpayment if the payee benefitted from both the original and replacement warrants; and Sends OFA an automated FRED referral through the Clients Electronic Case Record (ECR) if there was intent to commit fraud.
If a vendor declares the signature is theirs, the worker: Completes the DSHS 18-398A and emails the Office of Financial Recovery (OFR) at vendorop@dshs.wa.gov to establish the vendor overpayment; and Contacts OFA at ReportFraud@dshs.wa.gov to determine if there was intent to commit fraud. The email should include: The nature of the suspected fraud, The date of the suspected fraudulent activity, Names and contact information for the payee, Monetary impact and If the overpayment was initiated.
Office of Accounting Services
Central Operations, SOL Desk PO Box 45845 MS: 45845 Olympia, WA 98405-5845
If the payee is not sure if the signature is theirs, or they do not come into the office to examine the signature, the worker: Initiates a FRED referral though the Client's Electronic Case Record (ECR). If the payee is a vendor, contact OFA at ReportFraud@dshs.wa.gov determine if there was intent to commit fraud. Takes the appropriate action based on OFA's findings; If they are in the office, has the payee sign the DSHS 09-052(X) , when OFA determines that the payee did not redeem both warrants; and Sends the DSHS 09-052(X) to OAS..
Replacing Out-of-Date SSP Warrants
1. If a payee reports an out-of-date warrant, do not replace the warrant.
2. Ask the payee to sign a DSHS 07-008(X) Affidavit of Lost, Stolen, or Destroyed Warrant. 3. Send the notarized affidavit along with the warrant and a note asking to replace the warrant to OAS. Follow the instructions on the form.
Requesting Copies of Warrants:
To receive a copy of a warrant, email DFFR at DSHS RE ESA SW DFFR AP/AR and include the following information: Warrant number; Date on the warrant;Amount of warrant; Amount of warrant; and Payee Name.
WAC 388-412-0040 Can I get my benefits replaced?
Worker Responsibilities
Clarifying Information
When a client reports the loss of benefits from their EBT account: Review the client's EBT account to verify benefits were issued; Determine if we can replace this type of loss; Loss due to administrative error; Food purchased with Basic Food benefits destroyed in a household disaster or misfortune; Food destroyed in a federally declared disaster when the food was purchased with Basic Food benefits: (See DISASTER SUPPLEMENTAL NUTRITION ASSISANCE PROGRAM (D-SNAP) Food and cash benefits stolen via card skimming, card cloning and other similar fraudulent methods.
Loss due to administrative error: If the department makes an error that causes a loss of benefits to the client such as linking a Quest card to another client's account, we replace those lost benefits. Eligibility staff will initiate the replacement in Barcode. EBT staff will take the steps necessary to replace the benefits and can help identify who incorrectly used the benefits.
Replacement of Electronic Funds Transfer (EFT) for cash benefits: When a client reports they didn’t get a deposit of cash benefits in an account, tell the client to call the Direct Deposit Input Unit at 1-888-235-2954. Don't take any further actions or replace the cash benefits unless the EFT Manager notifies you.
Food destroyed in a household disaster or misfortune when the food was purchased with Basic Food benefits: A household disaster or misfortune includes events such as a house fire, long-term power outage (4 hours or greater), flood, other weather-related mishaps, refrigerator/freezer breakdown, or Public Service Power Shutoff (PSPS) caused by reasons beyond the client's control. EXAMPLE 1: A wind storm caused the client to lose power for several days. Basic Food benefits can be replaced in this situation. EXAMPLE 2: The client lost power for several days because they failed to pay their electricity bill. Basic Food benefits are not able to be replaced in this situation. Food replaced due to a household disaster or misfortune does not require the federal government to declare a portion of the state as a disaster area. When a client requests replacement of food that was destroyed in a household disaster or misfortune: Determine if the client reported the loss within 10 days of the household disaster (if the 10th day is a weekend or holiday, a timely report may be made on the first working day thereafter); Verify the disaster or misfortune through a collateral contact such as the fire or police departments, utility companies, local media, the Red Cross, an insurance agent, or home visit; Advise the client a signed statement attesting to the household's loss must be provided within 10 days of the date the loss was reported. Accept the DSHS Claim of Food Lost in a Household Disaster form ( 12-008 ) or a written or verbal attestation statement. The written or verbal statement must include the following: Household member’s written or telephonic signature Date(s) food purchased with food benefits was destroyed Value of food purchased with food benefits that were destroyed and Cause of loss/misfortune Replace the amount of food destroyed up to the amount of the household's monthly allotment . Use the client's statement when considering the amount of benefits to replace. If the client's statement is questionable, consider when the client received benefits, when the food was destroyed, and the day of the month of the disaster; Document the replacement in the narrative. Note : We can only replace the value of the amount of food lost in a household disaster, up to the household's monthly allotment. We do not replace food benefits more than the amount: - Lost in the household disaster; or - Issued to the household
Food and cash benefits stolen via card skimming, card cloning and other similar fraudulent methods:
Congress passed the Consolidated Appropriations Act, 2023, and extended it with the Continuing Appropriations and Extensions Act, 2025, which allowed state agencies to use federal funds to replace SNAP benefits stolen between October 1, 2022, and December 20, 2024 via card skimming, card cloning, and other similar methods. Some provisions applied.
The department also received state funds to replace TANF, SFA, RCA, PWA and ABD cash benefits stolen between July 1, 2024, and December 20, 2024 via card skimming, card cloning, and other similar methods.
Due to funding limitations, claims for replacement of stolen cash or food benefits must be received by September 19, 2025.
Eligibility staff will deny a claim request in the following circumstances (EBT Headquarters will provide an explanation for denials that are not listed): The EBT card was given to someone else to use, The client withdrew the replacement request, The client stated the EBT card wasn’t in their possession when benefits were stolen via skimming, cloning or similar fraudulent activity, The claim of theft doesn’t fall into the allowable replacement timeframe, The report of theft was more than 30 days after the household discovered it, The submitted ‘DSHS Claim of Stolen EBT Benefits’ form (27-221) was missing information that wasn’t received within 10 days the claim was filed, or Food only: The request for retroactive replacement of benefits stolen prior to August 23, 2023 was reported after October 22, 2023. Cash only: Funding for cash replacements has been exhausted or is no longer authorized. The claim was received after September 19, 2025.
Eligibility staff will forward completed claim forms to EBT headquarters (HQ) staff for validation when client circumstances do not meet the above criteria.
EBT HQ will validate the claim and inform eligibility staff to either deny or issue replacements. EBT HQ staff will inform eligibility staff of the replacement amount via a tickle.
Eligibility staff will issue replacements within 14 days of receiving the tickle from EBT HQ.
When EBT benefits have been stolen via skimming, cloning or similar fraudulent activity: mark the cards as compromised and advise clients they must get a new pin before benefits can be replaced. Victimized clients will need to establish a new PIN upon benefit replacement, and will be encouraged to replace their EBT cards to prevent future fraud.
Benefits stolen via card skimming, card cloning and other similar fraudulent methods
If food benefits were stolen between August 23, 2023, and December 20, 2024, the head of household must submit the claim within 30 days of discovering the loss. Note: For food benefits stolen between October 1, 2022, and August 22, 2023; the Head of Household had until October 22, 2023, to submit a claim but no later than September 19, 2025.
If cash benefits were stolen between July 1, 2024, and December 20, 2024, the head of household must submit the claim within 30 days of discovering the loss but no later than September 19, 2025.
An authorized representative can request replacements and complete the attestation or the DSHS Claim of Stolen Benefits form only when there is a power of attorney or legal guardianship on file.
The head of household can submit a claim, on or before September 19, 2025, by completing an attestation over the phone or by completing the ‘DSHS Claim of Stolen EBT Benefits’ form. For claims received via: Phone: Telephonic signatures are accepted for attestations received via inbound or outbound calls. To ensure reported information has been captured correctly; a ‘DSHS Claim of Stolen EBT Benefits Interactive Confirmation’ form will be sent after the attestation has been completed. In-person: After completion, offer the client a copy of their signed ‘DSHS Claim of Stolen EBT Benefits’ form. Electronic Case Record: CSD eligibility staff will only process claims for CSD clients. See subsection 7 of this section for directions on HCS and DDA clients.
If the client withdraws the request for replacement before the attestation is completed or before signing; then we won’t consider it a valid claim. The worker will document the interaction in the narrative.
‘DSHS Claim of Stolen EBT Benefits’ forms must be received on or before September 19, 2025 and: Must be signed by the head of household. Can be submitted in person, by mail, fax, MyDocs or drop box. Will not be valid if information is missing that eligibility staff cannot verify. If information is missing from the form, the eligibility worker will attempt to obtain the information by calling the client and/or using barcode transaction history. If the information cannot be obtained, a general correspondence letter will be sent giving the client 10 days to provide the missing information. Previous versions of the DSHS Claim of Stolen EBT Benefits form must be accepted as long as the form is completed and signed.
Home and Community Services (HCS) and Developmental Disabilities Administration (DDA) will process claims for their clients. HCS and DDA clients can submit a claim on or before September 19, 2025 by contacting: Home and Community Services (HCS) Visit the local HCS office during normal business hours, Call the assigned Public Benefit Specialist Complete, sign, and return the DSHS Claim of Stolen EBT Benefits (DSHS 27-221) form by: Mail to P.O. Box 45826, Olympia, WA 98504 or Fax to 855-635-8305. Developmental Disabilities Community Services (DDA) Call DDAat 855-873-0642 Complete, sign, and return the DSHS Claim of Stolen EBT Benefits form by: Mail to P.O. Box 45826 Olympia, WA 98504 or Fax to 855-635-8305.
The Washington State Working Family Support – WFS is not eligible for replacement if stolen via skimming, cloning or another fraudulent method.
The following benefits are eligible for replacement if stolen via skimming, cloning or another fraudulent method: Basic Food Food Assistance Program (FAP) Transitional Food Assistance (TFA) Washington Combined Application Program (WASHCAP) Emergency Allotment due to COVID (EA) Disaster SNAP Temporary Assistance for Needy Families (TANF) (Including Diaper Related Payments) State Family Assistance (SFA) (Including Diaper Related Payments) Pregnant Women Assistance (PWA) Refugee Cash Assistance (RCA) Aged, Blind, or Disabled (ABD) Cash Assistance
Missing information from the ‘DSHS Claim of Stolen EBT Benefits’ form must be received within 10 days from the client’s report of stolen benefits; information provided after 10 days will be considered a new request.
An attestation/claim form without the head of household’s signature is invalid and will not be considered as a request for replacement. If a signature from the head of household is missing, the department will contact the client. The ‘date of request’ will be the date the department receives the signature.
General Correspondence letters will be used to request missing information and inform clients about approvals and denials.
Validation of claims and replacement amounts will be determined only by EBT Headquarters.
Validation of claims will be completed within 14 calendar days of the date all required information is received. Replacement benefits will be issued within 14 calendar days of validation.
There are no retroactive cash replacements for cash benefits stolen prior to July 1, 2024.
Replacements will be the lesser of the amount stolen or the amount equal to two times the monthly allotment issued to the household immediately prior to the date benefits were stolen.
If a theft occurs over the course of several transactions and several days, calculations for the amount of replacement benefits will be determined based on the date of the first occurrence of theft.
Trafficked benefits aren’t eligible for replacement.
Provisional Credits don’t fall under the category of stolen benefits. A provisional credit is a reimbursement to a client who has reported that their EBT account was charged incorrectly. The reimbursement is issued by the EBT Vendor as a credit adjustment to the EBT account.
Federal Law prohibits no more than two replacements during the current federal fiscal year. The current federal fiscal year is 10/1/2024 through 9/30/2025.
State rule prohibits no more than two cash replacements during the current federal fiscal year. Food and cash replacement limits are tracked separately.
September 19, 2025 is the final day to file a claim. Claims received after September 19th will be denied.
EXAMPLES:
Tommy’s sister Sandra is his authorized representative. Unbeknownst to Tommy, Sandra spends the entire allotment of food benefits for the month of July. Tommy isn’t eligible for replacement because Sandra is his authorized representative and has permission to use his EBT card. This situation doesn’t meet the definition of skimming, cloning, etc.
A household receives $700 in Consolidated Emergency Assistance Program (CEAP) benefits on August 3rd. They call the department to report cash benefits were stolen from their EBT card on August 15th. The household isn’t eligible for replacement because CEAP is not a cash program authorized for replacement.
Maria lost her wallet on August 10th which included her EBT card. She contacted the department on August 14th to report the lost EBT card and received a replacement card that same day. She discovers $500 in food benefits are missing. She calls the department on August 15th to request replacement. A review of the case shows $500 was spent at a Walmart in Florida on August 11th. Maria isn’t eligible for replacement because the EBT card wasn’t in her possession at the time her benefits were stolen.
Ji-hoon receives food and cash benefits. He reports his entire food and cash allotments for the month of August are missing. The department (EBT HQ) confirm the food and cash benefits were used in New York state via skimming, cloning or another fraudulent method. Ji-hoon is eligible to have his food and cash replaced for the month of August.
A household reports a loss of $100 on March 1st because of skimming. The last monthly allotment was issued on February 10th for $250 (two months of their last monthly allotment is equal to $500). The household would receive $100 in replacement benefits, as it is the lesser of the two.
A household receives their $200 monthly allotment on June 15th but realizes and reports on June 20th $250 in benefits were stolen in multiple transactions between June 17th and June 18th. In this situation, the June 15th allotment is the monthly allotment that took place immediately prior to June 17th, the first date of theft. The household would receive the reported $250 loss in replacement benefits, as it is less than twice the June allotment, which totals $400.
Household receives their normal allotment of $200 issued on the 10th of each month. Benefits totaling $300 are stolen through skimming on the 15th of the month. The household would be eligible to receive $300 in replaced benefits as the actual amount stolen ($300) is less than 2 times the last monthly allotment issued ($400) immediately prior to the date when the benefits were stolen.
Household receives their normal allotment of $200 issued on the 10th of each month. Benefits totaling $500 are stolen through skimming on the 15th of the month. The household would be eligible to receive $400 in replaced benefits as two times the last monthly allotment issued ($400) immediately prior to the date when the benefits were stolen is less than the actual amount stolen ($500).
Household applied for benefits on May 17th and was approved for benefits on May 27th. Because the application was received after the 16th of the month, the household was issued prorated May benefits of $80 and their full June benefits of $120 on May 27th. The household has $140 in benefits stolen though skimming on June 15th. The household would be eligible to receive $140 in replaced benefits as the actual amount stolen ($140) is less than 2 times the last monthly allotment issued ($240) immediately prior to the date when the benefits were stolen.
On July 15th, the household received their regular allotment of $60 and an emergency supplement of $370 to bring the household up to the two-person maximum of $430. Benefits totaling $400 are stolen through skimming on July 20th. The household would be eligible to receive $400 in replaced benefits as the actual amount stolen ($400) is less than two times the last monthly allotment issued ($860) immediately prior to the date when the benefits were stolen.
Issuances - Replacement / Reissuance
Revised March 25, 2011
Revised November 21, 2023
This section describes how the department issues benefits, requirements to endorse warrants, how and when the department provides benefits, the allowable use of cash and food assistance benefits, and the replacement of benefits.
Worker Responsibilities - WAC 388-412-0046
1. Use of Cash and Food Assistance Checklist
a. Review the 'Your DSHS Cash or Food Benefits' form 14-520 ' with clients during the interview process at application and eligibility review to ensure that the household understands:
i. The allowable use of DSHS benefits;
ii. The illegal uses, including the purchase of marijuana and/or marijuana-based products with EBT cards or cash from the EBT cards; and
iii. The penalties for illegal use of benefits.
b. Request that the head of household or authorized representative sign the 14-520 and send the document as file only for the client's electronic case record (ECR).
If the client refuses to sign the form or fails to return the signed form, don't deny the application or terminate assistance. Signing the form isn't a condition of eligibility.
2. Referrals to the Office of Fraud and Accountability (OFA)
Refer allegations of reported misuse of cash or food assistance benefits to OFA utilizing the Barcode referral for FRED.
A protective payee will be assigned when the Office of Fraud Accountability (OFA) determines that a customer has used their EBT cash assistance two or more times in a prohibited location.
When a worker receives the DSHS-FRED form from OFA identifying use in a prohibited location, review the ECR for prior offenses (document type FR)
If there is a prior offense, a protective payee must be assigned.
The worker will: Notify Social Services Specialists through Barcode tickle to @SOC
The Social Services Specialist will: Assign a protective payee ( see Payees on Benefit Issuances - Protective Payees ) Input a -COMM tickle to 900@FIN for input of protective payee information into ACES
The worker who receives the tickle will: Input the Authorized Representative information under Contact Information in ACES 3G
Revised May 10, 2023
Clarifying Information and Worker Responsibilities
The Office of Accounting Services (OAS) holds funds from cash benefits issued to someone in the form of a state warrant (check). Warrants are stale-dated at the 180 days from issuance based on the statute of limitations.
The DSHS Office of Financial Recovery automatically uses expunged Basic Food benefits to reduce a recipient's outstanding overpayment balance.
Normally we require the US Postal Service (USPS) to return DSHS mail if the post office knows that the client doesn't live at the residence. However, if a household requests USPS to hold their mail due to a temporary absence (i.e., vacation or hospital stay), the post office may hold mail that we send.
Washington’s Quest Card: Most initial EBT cards and all Alternate Cardholder cards are issued over the counter by the local office. Replacement cards can be issued over the counter at the request of the cardholder. When a customer reports their EBT card was “lost or stolen”, deactivate the current card immediately before authorizing a new one in Barcode for local office pickup, or using ACES.Online to mail a card. See EBT Manual 1.A.13.4 for how to immediately deactivate a customer’s EBT card in the EBT vendor’s system. Recipients requesting a replacement card or who are unable to come to the office for an initial card, receive their cards by mail through the EBT card vendor. Mailed cards could take seven to ten business days to arrive.
Headquarters Replacements: In some circumstances replacement EBT cards must be issued and mailed by Headquarters staff. If the EBT vendor has the wrong address and/or the case is closed, please check to see if the case meets the criteria under “Headquarters Replacements” in the CSD Procedure Handbook. Note: EBT cards with raised numbers for blind or visually impaired recipients must be mailed by Headquarters.
Suspending EBT benefits : If the department receives verified notification that the only member of a one-person household has been incarcerated over 30 days, suspend the EBT account. For processing instructions on suspension and reactivation of EBT accounts for justice involved recipients please see EBT Manual section 1.C.17 and 1.C.18.
When EBT benefits can be canceled (Pending Voids): A "pending void" applies to a window of time between ACES deadline and when the funds become available to the recipient. You cannot void a partial amount except in one circumstance. Generally, the full issuance amount must be voided. To process a "pending void", the issuance must have occurred for the benefit month and the cash or Basic Food case has subsequently been closed for one of the following ACES reason codes: (244) (248) Head of household not eligible (Every individual has to be closed with reason code 244, causing the AU to be closed for reason code 248 before the pending void action applies). (557) AU request (Reason Code 557 voids all benefits if entered at the AU level or partial benefits at the recipient level). (210) (248) Failed residency requirements (Every individual has to be closed with reason code 210, causing the AU to be closed for reason code 248 before the pending void action applies).
EBT benefits can be recovered from EBT account prior to be expunged: Benefits may be removed from an account when we discover that a client is deceased and there are no other eligible members. If the client died prior to the issuance month for cash benefits, we attempt a pending void to get the benefits back. If we cannot complete a pending void, follow instructions in the EBT manual under 4.8.A EBT Recovery Process to contact EBT headquarters staff using Barcode to remove the issuance month’s benefits. The case is then closed in ACES (See ACES User Manual, Close an Assistance Unit/Client, Manually Close an AU/Client).
Canceled (expunged) benefits: Benefits in an EBT cash or food account that are canceled (expunged) if there is no withdrawal/debit from the account for 274 days. Cash and Basic Food accounts age separately depending on the last withdrawal date from the specific account. A debit in one account does not update the inactive status of the other account. Replacing expunged benefits. Expunged cash benefits may be replaced to the head of household or any other remaining household member at any time. Follow instruction in the EBT manual under 410 Replacement of EBT Benefits to Clients. Expunged food benefits cannot be replaced. Replacement of warrants (checks): Recipients can have a stale-dated warrant replaced by contacting the local office or calling OAS at (360) 664- 5753. OAS holds funds from stale-dated warrants for two years. After two years, they send the funds to the Department of Revenue to hold until the payee claims these benefits. OAS does not replace any other type of benefit.
Types of allotments: An initial allotment is the first allotment issued to an assistance unit during a month. A supplemental allotment is any allotment after the initial allotment in a month including an issuance of benefits for a past period that a recipient was eligible to get (restoration of lost benefits). This does not include replacement of lost benefits.
Drug and alcohol treatment center as alternate card holder: If a client receives Basic Food benefits while they are a resident of a qualified drug and alcohol treatment center under WAC 388-408-0040 , the facility will be an alternate card holder even if the client does not sign to authorize them as an alternate card holder.
Clients may have their cash assistance deposited directly into a checking or savings account by completing the Direct Deposit Enrollment - DSHS 14-432 and returning the completed form to the address on page 2 of the form, along with a pre-printed voided check, pre-printed deposit slip, or a printout from the financial institution, as this is required to complete the enrollment process.
A client who wants another person to have access to their benefits must authorize the person to be an alternate card holder.
If a responsible member of the AU cannot access the benefits for the AU because the head of household cannot complete and sign the Alternate Card Holder Authorization due to incapacity or other circumstances, document the circumstances in the case record and authorize the issuance of a Quest card for the responsible member as an alternate card holder.
If a recipient contacts you about wanting to stop receiving their benefits through EFT (Direct Deposit), you have two options to assist the client. You may delete the banking information on the EFTR screen in ACES main-frame, or you may inform the client to call the toll free number at 1-888-235-2954.
Checks for cash benefits can be mailed to a Post Office box or the CSO when a payee meets WAC 388-412-0025(1)(c) and makes this request in writing. If a recipient requests that checks be mailed to an address other than their residence address:
Inactive accounts: If you receive an ACES alert that a recipient's EBT account has been inactive for 60 days contact the recipient to determine why they have not used their benefits. If they don't know how to use their EBT card, explain how to access their benefits; If they don’t need the benefits, ask the recipient if there is other income or resources available to them. Explain that if they don’t use their account for a period of 274 days the benefits in their EBT account are expunged. Inactive benefits are automatically expunged from the recipients' accounts after 274 days of nonuse.
Direct deposit or Electronic Fund Transfers (EFT): When recipient, or a financial institution, returns the completed form and corresponding documents to you, send the form and corresponding documents to the Tacoma HIU by: Forwarding the form and documents to MS (Mail Stop) N27-26; or Faxing this form to 1-888-338-7410. Provide the recipient with the toll free number to call if they have questions about EFT: 1-888-235-2954.
Recipient chooses an alternate card holder: Explain to the recipient that an alternate card holder has access to all of the benefits in the recipient's EBT account (cash or food access only, if the client requests it); If the recipient wants to authorize another person to be an Alternate Card Holder, have the client complete and sign the DSHS 27-130, Alternate Card Holder Authorization ; and When the form is returned, authorize the issuance of a Quest card for the alternate cardholder.
Assigning an alternate card holder in special circumstances: See EBT Manual 2.12.E .
Recipient wants to end or change EFT: If a recipient wants to make a change to their EFT, provide them with the following phone number so they can have the change made: 1-888-235-2954. For details on Eligibility Worker procedures stopping/deleting EFT for active cash AUs, please refer to Chapter 10.8, section C (1) of the EBT Manual. For details on the procedures for written requests to EBT State HQ, please go to section C (2).
Post Office Box for Warrants: Verify the recipient’s current living situation; Evaluate the recipient’s reasons for wanting the check mailed; Notify the recipient of the decision; Make the necessary changes in ACES, if approved; Notify the appropriate staff of the address change; Document the action taken; and Create an alert to review the situation at least once every six months.
Combined issuance: Food benefits are issued at the same time for the month of application and the following month when a household applies on or after the 16th of the month.
See Issuances
Revised January 31, 2024
This section explains: What a certification period is for Basic Food, the longest certification period allowed based on their assistance unit's (AUs) situation, and when ACES sets a certification period to match the review end date of other programs.
How long is Basic Food Certified? Basic Food is certified for up to 12 months unless: The client is receiving WASHCAP or ESAP with 36 month certifications, or The certification period is extended to allow for Transitional Food Assistance (TFA).
Start date of a certification period : Certification periods begin according to WAC 388-406-0055 , even if initial benefits for the first month prorate to zero.
Certification period defaults: ACES sets certification periods based AU circumstances and other benefits the household receives. The table below shows the certification periods set by the system if not matching a review period to another program.
AU Circumstances / Other Programs Default Certification All non-WASHCAP or non-ESAP Basic Food AUs 12 months WASHCAP or ESAP 36 months Transitional Food Assistance 5 months
ESAP eligibility may only be determined at application and recertification . ACES is programmed with the ESAP requirements and will change a Basic Food Certification to ESAP when the assistance unit qualifies. See: Elderly Simplified Application Project (ESAP)
Matching cash review periods and Basic Food certification periods: When possible, ACES will automatically match the cash review periods and Basic Food certification periods to minimize the number of reviews as described below: Basic Food approved first: If there are at least six months left in the Basic Food certification period, ACES sets the mid-certification review and eligibility review end dates for the new cash benefit to match dates for Basic Food. If there are less than six months left in the Basic Food certification period, the system will not change the certification period end date for Basic Food. ACES sets a 12-month review period with the mid-certification review due at six months for the new cash benefit.
If we don't initiate a review to manually match the certification / review periods, these mid-certification reviews and eligibility review periods will not match and will result in the household receiving more than one mid-certification review.
The system initiates a review for associated cases at the next ER or recertification. When we complete the review, the end dates and mid-certification review due date will match.
Cash approved first: ACES extends the current cash / medical review periods to match the certification period end date for Basic Food. ACES sends the mid-certification review for all programs that require a report in month five of the certification/review period. This mid-certification review is due in month six.
For changes related to ESAP cases, See: Elderly Simplified Application Project (ESAP)
Close Basic Food benefits when: When you have proof of a change that make an AU ineligible; or You receive information that suggests that the household may be ineligible; and The household doesn’t clarify their circumstances.
See Eligibility Reviews/Recertifications - Requirements for Food, Cash, and Medical Programs to process Basic Food benefits after certification period has ended.
Certification Periods
Revised January 31, 2025
Clarifying Information and Worker Responsibilities
1. Advance notice:
LETTERS to determine advance notice time limits.
2. Overpayments due to not reporting or reporting late
See BENEFIT ERRORS and BENEFIT ERRORS – BASIC FOOD OVERPAYMENTS for information on how to set up an overpayment when someone didn't report a change timely or when we didn't make the change timely.
If someone doesn't report a change in circumstances required under WAC 388-418-0005 , we determine if a client has an overpayment for each program based on that program’s reporting requirements.
· For Basic Food, the household must report changes as required under WAC 388-418-0005(2) .
· If a Basic Food assistance unit wouldn't have to report the change based on the AU's circumstances, we do not set up an overpayment even if the household had to report a change for another department program.
3. Mass changes
Mass changes are changes to eligibility rules.
Examples of mass changes include:
Changes to allotments or payment standards Changes to income standards Changes to the Basic Food maximum shelter deduction Cost of Living Adjustment (COLA) to SSI, Social Security, or VA benefits Changes to the standard deduction for Basic Food Changes to utility allowances for Basic Food
Temporary changes in income:
When a client reports a change in income that we don't expect to last at least a month beyond the month they reported the change, do not change their benefits . This includes having income over the gross income limit for Basic Food. Instead, take the following steps:
Document the reported change, that the change isn't expected to last at least a month beyond the date the client reported the change; and
Leave the person's benefits unchanged.
If the client is an ABAWD, we must determine if participation is met for each month ( see Worker Responsibilities WAC 388-444-0030- Verifying Participation ). If the client is now meeting participation when they weren't before, document. Advise client of continued participation requirements. If the client is temporarily unable to meet participation, see Good Cause
2. Changes that cause an increase in benefits:
We require proof of a decrease in income before we update benefits based on the reported change, if the change will increase the household's benefits. We decide when to change benefits based on whether or not they provide the proof we asked for within ten days. If they take more than ten days to provide this proof, we increase benefits starting the month after the month we received the proof even if they request more time to give us the proof.
If a change is reported through the online system on a weekend or holiday, the change is considered reported to the department on the first business day following the date the client entered the change online. We increase the benefits starting the following month. So if the client enters a change into their Client Benefit Account (CBA) on Saturday, March 30, the change wouldn't take effect until May benefits. We consider the change received Monday, April 1.
We require proof of expenses that will increase Basic Food benefits only if the expense is questionable.
If a person leaves a community residential facility or a medical institution after the first of the month and they have been receiving CPI monies per WAC 388-478-0006, the effective date for the change in benefits is the day they leave the facility. ACES calculates the benefit amounts as follows:
Divide the new grant amount payment standard by the number of days in the month.
Multiply this amount by the number of days left in the month counting the date of discharge.
Divide the CPI grant by the number of days in the month.
Multiply this amount and the remainder is multiplied by the number of days the person was in the facility.
Add the amounts from #2 and #4 together.
Subtract the CPI grant from the total #5. The two sums are added together and the CPI amount is subtracted from the total.
EXAMPLE : Billie is in an ARC (Adult Residential Care) facility and is receiving a CPI of $38.84 as an TANF recipient. Billie is released from the facility on April 10th and is eligible for a supplemental payment calculated as follows:
$450 (benefit amount) divided by 30 (number of days in the month) = $15
$15 x 21 (number of days left in the month, counting date of discharge) = $315
$38.84 (CPI) divided by 30 (number of days in the month) = $1.29
$1.29 x 9 (number of days the person was in the facility for the given month) = $11.61
$315 + $11.61 = $326.61 which rounds up to $327
$327 – 38.84 = $288.16 (ACES issues the exact amount for the BEG)
EXAMPLE: Charlie is an ABD recipient, who has been in an Adult Residential Treatment facility (ARTF) and receiving CPI $38.84. Charlie graduates and moved into clean and sober housing unit on October 13th and eligible for a supplemental payment calculated as follows:
$450 divided by 31 = $14.52
$14.52 x 19 days left in the month = $275.88
$38.84 divided by 31 = $1.25
$1.25 x 12 days in facility = $15.03
$275.88 + 15.03 = $290.91 rounded up to $291
291 - 38.84 = $252.16 (ACES issues the exact amount for the BEG)
3. Changes that reduce benefits:
When people report a change that will reduce their benefits, make the change to reduce their benefits (with advance notice). Do not require proof of the change. We will verify this information at the next eligibility review / recertification.
If the client is an ABAWD, consider how a change in their hours or income could impact their work registration status. If verification of participation is required, request it.
a. Changes subject to 10-day processing rules:
Under section (9) of WAC 388-418-0020 the department has 10 days to process changes reported by clients that don't require additional verification as well as changes that are verified upon receipt such as returned mail or income updates provided through SOLQ.
b. Changes not subject to 10-day processing rules:
If the department must request additional verification or it is unclear if a change has been reported at all, the department isn't required to process in the 10-day window. Examples of changes or potential changes that aren't subject to 10-day processing include client reported decreases in income that require additional verification, third party reports and system matches (NDNH, A288, etc.).
4. When someone reports multiple changes at one time :
When clients report multiple income-related changes at the same time, review each change separately to decide how the change impacts their eligibility and benefits.
EXAMPLE : Rico is returning to work after a temporary incapacity. Rico lives in a non-waived area and is now identified as a non-exempt ABAWD. Although we don't need income verification to decrease benefits, we do need work verification to determine if Rico will meet participation requirements.
5. For Basic Food: When a newborn's date of birth is between the application date and interview date :
The newborn is eligible for benefits in the month of application effective the date of birth. However, ACES doesn't correctly prorate benefits in the month of application when the newborn's application date is different than the rest of the household members. When finalizing the case, you will need to exclude the baby in the first month and manually create a supplement for the newborn's portion. The supplement amount is the difference between what the household is eligible to receive with and without the newborn, prorated from the date of birth.
To determine the supplement amount, take the following steps:
Determine how much the household is eligible to receive if the newborn was in the household at the time of application. Screen the newborn onto the Basic Food AU. Use the date of birth as the application date. Go through "Start Interview" and "Process Application Months" as usual. Go into "Finalize" and start the finalize process. Even though you screen the newborn in as of the date of birth, ACES 3G will open everyone (including the newborn) from the original application date. Make note of the benefit amount on the Food Eligibility Details screen for the month of application and back out (don't finalize!).
Determine how much the household is eligible to receive without the newborn in the month of application. Go into "Process Application Months" in the month of application only and code the newborn as a non-member on the Basic Food AU ID screen. Go into "Finalize" and finalize the case. The amount for the month of application should exclude the newborn. The amount for the on-going months should include the newborn.
Take the difference between the amounts in Step 1 and Step 2 and divide by the number of days from the application date through the 30th. We always assume a 30-day month. Count the application date as day "one".
Multiply the result from Step 3 by the number of days from the newborn's date of birth through the 30th, and round down. This is your BEG amount. We always assume a 30-day month. Count the newborn's date of birth as day "one".
EXAMPLE: A husband and wife apply for Basic Food on 07/10/10. The wife gives birth on 07/20/10 and reported this information during their interview on 07/25/10. The worker screens the newborn onto the AU. After going through Steps 1 and 2, the worker determines that in the month of application, the household is eligible for $250 as a household of three (including the newborn) and $180 as a household of two (excluding the newborn). The worker finalizes the case and approves benefits as a household of two for the month of application, and a household of three for the rest of the certification period.
To figure out the BEG amount, the worker follows Step 3 and 4:
$250 - $180 = $70
$70 ÷ 21 days (from 07/10 through 07/30) = $3.33 per day
$3.33 x 11 days (from 07/20 through 07/30) = $36.63
The worker creates a BEG for $36.
NOTE: For information on how to create a BEG, see Benefit Error Group (BEG) in the ACES User Manual.
6. For Basic Food: When someone (other than a newborn) moves into the household between the application date and interview date :
If someone moves into the household between the application date and interview date, that person is eligible for benefits effective the application date, along with the rest of the household members.
7. Requests to add a person to an open case:
For Cash Assistance: When cash assistance benefits increase because a person is added to an assistance unit, use the effective date rules for applications in WAC 388-406-0055. See below to decide if you need an application or Eligibility Review (ER) form to add the new person to the current benefits:
Cash Assistance If someone asks to add an adult to their cash benefits, have the person complete an application or ER. For cash, the responsible adult members of the AU must sign the application or ER. We do not need a new application / ER form to add a child to TANF/SFA AU. Basic Food We do not need a new application / ER form to add someone to the AU, unless the applicant is an ABAWD attempting to requalify.
b. For Food Assistance: For Food Assistance: In a case of an ineligible ABAWD client regaining eligibility in an active AU:
See How do I lift an Able-Bodied Adult Without Dependents (ABAWD) disqualification for a client on an active Basic Food AU?.
The client is eligible to receive a supplemental payment for the time they are eligible in application (requalifying) month. To process the supplement:
Determine how much the household is eligible to receive if the wife was an eligible household member.
Determine how much the household is eligible to receive without the wife.
The worker determines that in the month of application (requalification), the household is eligible for $355 as a household of two (including the wife) and $194 as a household of one (excluding the wife). The worker finalizes the case and approves benefits as a household of one for the month of application (requalification), and a household of two for the rest of the certification period.
Take the difference between the amounts in Step 1 and Step 2 and divide by the number of days from the requalification date through the 30th. We always assume a 30-day month. Count the requalification date as day "one".
Multiply the result from Step 3 by the number of days from the requalification date through the 30th, and round down. This is your supplement amount. We always assume a 30-day month. Count the requalification date as day "one".
To figure out the supplement amount, the worker follows steps 4 and 5.
$355 - $194 = $161
$161 ÷ 30 days (from 04/01 through 04/30) = $5.3667 per day
$5.37 x 11 days (from 04/20 through 04/30) = $59.03
The worker creates a BEG for $59.
8. Changes that cause a cash program change:
When clients report changes that makes them ineligible for the active cash program but eligible for another cash program, verify the change and process the cash program change without a new application or ER form unless it is required for other reasons. See CSD Procedure Handbook – Change of Circumstances Processing (For staff only) for procedures.
9. Return Mail : If you receive returned mail for someone and there is a new or forwarding address, take the following steps:
a. If the client's new address is in the State of Washington; refer to Worker Responsibility #5 for WAC 388-418-0007 in the Reporting Requirements section of the EAZ Manual.
b. If the client's new address is out of state, terminate benefits without advance notice as described in WAC 388-458-0030 (3)(b).
Note: When mail is returned by the post office, and there is no new or forwarding address, HIU will dispose of the envelope.
c. No other action is necessary until the household makes contact at the next eligibility, or mid-certification review.
ACES Procedures
See Interview Add a Person: See Add a Person Add a Program: See Add a Program Update AU / Client Data: See Update Assistance Unit / Client Data Terminating an AUs / Client's Benefits: See Close Assistance Unit / Client Adverse Action: See Update Assistance Unit / Client Data See Deny an Assistance Unit / Client
Revised October 28, 2025
Clarifying Information and Worker Responsibilities
Clarifying Information and Worker Responsibilities
SSI / SSI-related medical benefits:
Reporting requirements for SSI-related medical benefits don't apply to a person receiving SSI medical (S01). SSI recipients report changes to the Social Security Administration.
A recipient of S01 medical and benefits from another program must report changes based on the requirements for the other program.
Reporting Requirements for Basic Food Simplified Reporting: Basic Food households must report when their income goes over 130 percent of the income poverty levels based on the number of eligible household members in their assistance unit. A household meets reporting requirements under simplified reporting when the household reports their income is above 130 percent of the income poverty level, but they remain eligible for Basic Food. The household doesn't have to report any other income changes until one of the following occurs: The mid-certification review (MCR); The eligibility review (ER); or The household income is greater than 200 percent of the income poverty limit. Basic Food households must report when a member has a substantial lottery or gambling win. This information isn't subject to simplified reporting rules. Households must report this change by the 10th of the following month after receiving the winnings.
Reporting Requirements for State Supplemental Payment Program (SSP): SSP recipients don't have to report changes. We decide if someone is eligible for SSP based on information Social Security Administration (SSA) gives us through the State Data Exchange (SDX).
Taking action on changes: When we receive information about someone's circumstances, we must determine the impact on the person's benefits. This includes determining how the source of information impacts the actions we take on the household's benefits and whether we are required to act on it. Depending on the reporting circumstances, we may have to contact the household, contact other parties, or ask for proof of the household's circumstances under WAC 388-490-0005 . Client Reports: Take action based on changes the person reports. This includes when someone volunteers information after we contact them. Get proof of a household's circumstances if they report: A decrease in income that increases their benefits; A change in expenses that increases benefits; or For Basic Food , a change in expenses that increases food benefits and the expenses are questionable given their income and other circumstances. Third-Party Reports: Information reported by anyone other than the household is a third-party report. We must verify information reported by a third-party that conflicts with the information reported at application or recertification if the information is a reportable change.
When information reported by a third-party doesn't conflict with information provided at certification, we must determine if the household is required to report the change based on their benefit program. Hold the information until the next Mid-Certification Review or Eligibility Review, whichever comes first, if it's information the household isn't required to report.
For Basic Food only cases:
If the household And the information And the change happened Then Is required to report the change Total monthly income exceeds the gross income standard; Substantial lottery or gambling win; or Work hours fall below 20 hrs/wk for person who must meet work requirements Is verified upon receipt (information comes from the source: for example, SOLQ, UTAB, current employer or landlord) or a system match from the Social Security Admin (such as SDX), or National Directory of New Hires Less than 60 days before the current month Act on the change. Is not verified upon receipt or a system match Ask the household to verify the information and take appropriate action. Is a system match (SSA, NDNH) 60 days or older Act on the change. Is not from one of those sources Hold the information until the next MCR or recertification. Is not required to report the change Is verified upon receipt Less than 60 days before Act on the change. Is not verified upon receipt (no timeframe) Hold the information until the next MCR or recertification.
If the third-party report shows that we certified or recertified the case using significantly conflicting information, we must verify the report and make the necessary case corrections. This may involve creating overpayments or making a fraud referral.
Example of information that conflicts with, but doesn't significantly conflict with, information used at cert:
Examples of information changing after cert:
c. Changes Verified Upon Receipt:
Information reported from the primary source is "verified upon receipt". This information doesn't require secondary verification. Some examples include: SOLQ; UTAB; A current employer; or A landlord.
Some verified upon receipt sources update ACES automatically and generate alerts for the change. We don't need to take action on these alerts.
d. A Lottery or Gambling Win:
Information provided by the Washington State Lottery data match is verified upon receipt. Staff must take appropriate action to close the case if the client has winnings equal to or over the elderly or disabled resource limit for Basic Food. See Lottery or Gambling Disqualification for Basic Food .
e. Other Reports:
Tickles or alerts from sources not verified upon receipt are considered third-party reports. Determine how to treat these tickles or alerts based on how we treat third-party reports.
f. Department of Corrections Reports and Incarceration: We have to act on Department of Corrections match tickles. These matches are from a primary sources, however, because the tickles are based on data we receive once a month, we must verify the tickles data.
Use FORS to determine whether the client is still incarcerated. Remove the incarcerated client from the basic food or cash household with adequate notice if they are incarcerated more than 30 days.
When the department verifies a client is incarcerated over 30 days, we suspend EBT benefits to prevent fraudulent use. Take the following steps when receiving notification that someone is verified to be incarcerated over 30 days:
Submit a “Suspension of EBT benefits due to Incarceration” request
Document the actions taken and reason for suspension of the EBT account
Include canned text in the termination letter informing of the reason for termination and how to reactivate benefits
When a client contacts the department to report they are no longer incarcerated, request reactivation of benefits and document case action. Benefits will be available within 48 hours of notification they are no longer incarcerated. Contact to the department is also considered a request for reinstatement or application.
g. SSA Death Alerts
We must take action on alerts from SSA of a client's death. This information isn't considered verified upon receipt. Use DOH web portal to verify a client's death.
h. Information known to the department:
Information considered known to the department doesn't need verification to affect a household's benefits. The "department" is any agency under the Department of Social and Health Services including:
Division of Child Support (DCS);
Home and Community Living Administration (HCLA);
Behavioral Health and Habilitation Administration (BHHA);
Developmental Disabilities Administration (DDA); and
Facilities, Finance & Analytics Administration.
It also includes programs within ESA.
ABAWD reporting requirement:
A household must report when a non-exempt ABAWD's hours of employment drop below 20 hours per week. This includes when the non-exempt ABAWD isn't the head of household for Basic Food.
The DMS E001 tickler uses EBT transaction data to identify EBT cash or food clients who may no longer be living in Washington because they are consistently using their benefits out of state. Out of state EBT transactions are defined as any EBT purchase, ATM withdrawal or manual voucher transaction at a non-Washington site that requires the use of an EBT card as part of the transaction. When this occurs, the residency may be questionable.
Follow the E001 tickler handling process described in the CSD Procedures Handbook.
When a change happens: Non-Income Changes The date of a change is normally the date a change happens. Examples of this include the date: Someone gets married; A newborn comes home from the hospital; and Someone moves to a new home. Income Changes The date of an income related change is the date someone receives income based on the change. Examples of this include the date: On the first paycheck that reflects a wage increase; and On the person's first paycheck for a new job.
Changes a client voluntarily reports : We must act on changes reported by the household even if they didn't have to report it under WAC 388-418-0005 . This includes asking for more information or proof of a change when we can't tell the impact on their benefits. For Basic Food, under simplified reporting rules, clients do not have to report when they move until recertification or until the mid-certification review, whichever comes first. If they voluntarily report a move between mandatory reports or for another program, they must provide their new shelter costs. The new shelter costs do not need to be verified unless questionable. See "Worker Responsibilities" (4.) and (5.) below. EXAMPLE Larry receives Basic Food only. He calls and reports his monthly rent expense went from $300 to $500 monthly. The worker requests verification of this change as "questionable" because the total shelter costs ($500 plus utilities) are so close to Larry's monthly income. The worker updates the shelter costs after they receive proof of the expense. EXAMPLE Ian receives TANF and Basic Food. He leaves a message with his worker reporting that he started a job and would like to close his TANF benefits today. Ian's worker closes TANF benefits based on the request. Since Ian reported he is now employed, his worker must follow up to see how this impacts his Basic Food benefits.
Unverified changes that increase benefits: We ask for proof of a change if it increases a household's benefits. We only ask for proof of an increase in expenses if the expenses are questionable. We increase the AU's benefits based on the effective date rules under WAC 388-418-0020 . We don't update a household's case to increase benefits if they fail to give us requested verification of a reduction in income or an increase in expenses. We don't close the case based on the household's failure to give proof of a change that would increase their benefits.
Changes someone reports on an application or eligibility review: People may report a change in their circumstances on an eligibility review form or an application for benefits. If you receive an application or eligibility review form: Before the ER notice is mailed to the client in the second to last month of their certification period, treat this form as a change of circumstances. On or after the ER notice is mailed to the client in the second to last month of their certification period, treat this form as a request for review or recertification. See ELIGIBILITY REVIEWS AND RECERTIFICATIONS for procedures. In the month before the mid-certification review is due , use the information on the application / review form to complete the MCR for any related programs. For medical , you may use an application or review at any time to update the medical certification period. For handling additional applications received before initial application is processed see "Clarifying Information" #4 under WAC 388-406-0010 . EXAMPLE Susan's Basic Food certification period ends on July 31st. She turns in an Eligibility Review form for Basic Food only on May 31st. Because Susan turned in the ER before the 15th of the month before the month her certification period ends, we treat the form as a change of circumstance report.
Temporary absence of an AU member: If an AU member is temporarily out of the home: For cash and medical assistance, follow the rules in WAC 388-454-0015 to determine if the person is still eligible for benefits. For Basic Food, follow the rules in WAC 388-408-0035 to determine if the person is still eligible for benefits.
AU member moves out of Washington: Washington state residency is a requirement for most programs. If an AU member or the entire AU leaves the state, follow the rules in WAC 388-468-0005 to determine if they are still eligible for benefits.
During the application, recertification or eligibility interview: Tell clients what changes they must report and how much time they have to report the changes; and Explain how to report changes either in writing, online, by phone, or in person. (See RIGHTS AND RESPONSIBILITIES ).
When people report a change or when you learn of a change: Ask for more information or proof if needed. See LETTERS for the rules and the process on asking someone to take an action or give us information. Take action on the information using the effective date rules in WAC 388-418-0020 . If we averaged their income under WAC 388-450-0215 , recalculate this source of income if you expect this change to last at least a month beyond when you learn of the change. Document: The details of the change; The date we learned about the change or the date the change was reported; The impact on benefits; and The effective date for any change in benefits. Send written notice about the change based on requirements in LETTERS even if the benefits do not change.
For Basic Food, if the household doesn't report a change in medical expenses, but you learn about a change: Do not contact the AU about the change; Act on the change only if you can get proof of the change from someone other than the AU; and Set an alert to get proof of the change at the next recertification. Update the Expense Page in ACES once you get proof of the medical expenses. Document in the ACES narrative whether or not we should use the medical expense at the next recertification.
For Basic Food, when the client voluntarily reports a move in person or on the phone: Ask for the new out-of-pocket share of shelter costs associated with the new residence. Don't require verification of the new shelter expenses unless questionable. Make it clear that they don't need to wait for the first regular rental or utility payment to tell us the amount(s). Update and document the new shelter costs in ACES. Send notice to the client if there is a change in the benefit amount. Give advance notice if there is a decrease.
If the client reports a move in writing or we receive returned mail with a new forwarding address on the envelope: Attempt to contact the household by phone. If successful, follow instructions in (4.) above. If unable to contact by phone and it's the month of an ER or MCR, don't send the household a general correspondence letter. Update the address; Re-send the return form(s) to the new address; and Wait to update shelter information until the ER or MCR. If unable to contact by phone and not in the month of an ER or MCR, send the household a general correspondence letter asking for the new shelter costs associated with the move. Make it clear in the letter they don't need to wait for the first regular rental or utility payment to tell us the amount(s); and Don't require verification of the new shelter expenses unless questionable. If the household responds to the letter: Update and document the new shelter costs in ACES; and Send notice to the household if there is a change in the benefit amount. Give advance notice if there is a decrease in benefits. If the household doesn't respond to the letter take no action. Verify new shelter expenses at the next review or MCR, whichever comes first.
For information on mid-certification reviews, please see the Mid-Certification Reviews section.
TABLE OF CONTENTS - Chemical Dependency Treatment
To provide information to CSD staff when contacted by people who want substance use treatment services.
Health Care Authority (HCA) provides funding and oversight for substance use treatment services for people enrolled in Apple Health (Medicaid). HCA provides behavioral health and recovery services including alcohol use treatment, medication assisted treatment, and opioid use treatment.
Information about agencies contracted to provide substance use treatment services can be obtained by calling the Washington Recovery Help Line at 1-866-789-1511.
This section explains the availability of food assistance for an individual eligible for ALTSA Treatment Services.
The facility chooses the designated employee to act as the authorized representative.
See WAC 388-460-0010 for an explanation of what the facility must give residents (related to food assistance) when they leave the facility.
The CSO has a list of state-certified non-profit treatment centers. Residents in these facilities may be eligible for food assistance.
Maintain the case record in the originating office when placement is made outside of the catchment area.
Consider the client's income as income .
Consider the payment to the treatment facility as a vendor payment. Do not consider it as income to the client.
Certify persons in outpatient treatment based on their living arrangements.
Clients placed in a chemical dependency treatment facility but not in an ALTSA contracted treatment bed may be eligible to receive food assistance. For example, a person receiving involuntary treatment or a pregnant woman receiving treatment.
See Authorized Representative
This section describes the chemical dependency treatment services available to Social Security Supplemental Security Income (SSI) beneficiaries.
The Social Security Administration (SSA) suspends benefits when an SSI beneficiary is placed in a "public institution" for more than 30 days. SSA terminates benefits when a beneficiary resides in an institution for more than 12 months.
DBHR contracted residential treatment facilities are not considered “public institutions.”
When an SSI beneficiary is placed in a HCA DBHR contracted residential chemical dependency treatment facility, see Chemical Dependency Treatment and Food Assistance to determine effect on eligibility. The client's SSI income is considered in determining eligibility for Food Assistance.
Definitions
Cash and Medical Decision Tree
Date of Entry
Social Security Number Requirements
Veteran Status
Citizenship and Alien Status - Work Quarters
Citizenship and Immigration Status - For Food Benefits
Citizenship and Alien Status for State Cash Programs
Revised April 20, 2026
Cash and Medical Decision Tree
Revised July 8, 2025
Sponsored immigrants can be exempted from sponsor deeming when they have, or can be credited with, 40 quarters of work under Title II of the Social Security Act. (See WAC 388-450-0156 )
The chart on the SSA website shows the amount of earnings needed to qualify for each SSA work quarter of coverage from 1978 through the present.
When there are 40 or more countable quarters based on verification from SSA, staff must review benefit history to determine whether the earner received federal means-tested benefits – SNAP, TANF, RCA, or Medicaid – during any of the quarters. If so, subtract those quarters from the total to determine whether the 40 quarter requirement has been met.
Revised June 15, 2012
This section provides information on how an alien’s immigration status affects their eligibility for the State Family Assistance (SFA), Aged, Blind, or Disabled (ABD) cash, and Pregnant Women Assistance (PWA) programs. The purpose of SFA is to provide assistance to immigrants and others who are ineligible to receive TANF benefits because of the restrictions imposed under federal welfare reform. ABD provides assistance to disabled or aged individuals, including those who are ineligible for Supplemental Security Income (SSI) due to immigrant or other restrictions. Chemical dependency services are broadly available to legal immigrants.
ABD and PWA are broadly accessible to immigrants as long as they meet all other program requirements. Non-immigrants and undocumented aliens, as defined in WAC 388-424-0001 , are not eligible for ABD or PWA.
Becoming a citizen (naturalizing) is not a program requirement for any state or federal benefit. Generally, a client is not eligible to naturalize until 5 years after they have attained legal status, but there are some exceptions. Refugee resettlement agencies and Community Based Organizations (CBO) provide naturalization assistance to those immigrants receiving state or federal benefits so that they can become citizens. For more information, see the Social Services Manual SSI Facilitation Chapter, for non-U.S. citizens. Immigrants who don’t become citizens and lose SSI due to expiration of seven years of refugee status (which also affects asylees, victims of trafficking, Cuban Haitian entrants, Amerasians, and those granted withholding of removal) will be provided ABD or TANF, Basic Food, and medical assistance, assuming they are otherwise eligible.
Related WACs: See WAC 388-450-0116 for treatment of the income of household members who are ineligible to receive SFA due to their alien status. See WAC 388-450-0160 and WAC 388-470-0060 for treatment of income and resources of a sponsored alien’s sponsor.
When a client reports a change in their status, update their alien status on the ALAS screen in ACES. It is particularly important to record changes in status for recipients of state-funded cash or medical programs, as these aliens may become eligible for federal programs as a result of this change in status.
Revised January 28, 2025
This section provides information on how a person’s immigration status affects their eligibility for Temporary Assistance for Needy Families (TANF)
Clarifying Information and Worker Responsibilities
Provide clients who are Lawful Permanent Residents (LPR) with information about naturalization assistance services offered by local community agencies through the DSHS Office of Refugee and Immigrant Assistance. See the Social Services Manual, SSI Facilitation - Facilitation Process - SSI Facilitation Process for more information on the Department’s naturalization assistance program.
Take a client’s declaration of U.S. citizenship at face value. Don’t routinely request proof of citizenship unless there is a specific and substantive reason to, such as an inconsistency in a client's statements or in the information presented on their application for benefits.
Consider immigrants, who are not eligible for federal TANF because of the five-year bar on federal benefits, for the state funded benefits programs.
The following non-qualified aliens are lawfully present and aren’t eligible for TANF, but could be eligible for state funded benefits, if they meet all other eligibility criteria: Pending applicants for Asylum, or Withholding of Deportation/Removal under the Convention Against Torture (CAT) if : Over age 14 with an approved work authorization or Under 14 and their application has been pending for 180 days or more;
Aliens granted withholding of removal under the Convention Against Torture (CAT);
Aliens paroled into the U.S. for less than 1 year;
Aliens in current Temporary Protected Status (TPS) or Aliens granted deferred action status, with the exception of Deferred Action Childhood Arrivals (DACA);
Family Unity beneficiaries;
A child who has a pending application for Special Immigrant Juvenile status;
"U" visa holders;
Religious workers under section 101(a)(15)(R) of the INA;
An individual with a petition pending for 3 years or more, as permitted under section 101(a)(15)(V) of the INA;
A fiancé of a citizen, as permitted under section 101(a)(15)(K) of the INA;
Other aliens with a current nonimmigrant status
EXAMPLE A client applying for benefits has an I-94 (Arrival/Departure Record) stamp with a "B2" code that is not expired. According to the NILC Guide, "B2" signifies tourist status. A person with a tourist status is a lawfully present nonimmigrant and, if otherwise eligible may qualify for benefits. However, an alien with B2 visa is in the U.S. only temporary and doesn’t meet Washington state residency requirements,
EXAMPLE A five-person family applies for benefits. The father has a Lawful Permanent Resident card (I-551), but the mother and three children only have Employment Authorization Documents (EADs). All four EADs are coded "A15". According to the NILC Guide , the "A-15" code indicates "V" status. These are spouses and children of lawful permanent residents whose visa petitions have been pending for at least three years. Immigrants with "V" status are lawfully present non-qualified aliens. These immigrants may qualify for state benefits. The father may be eligible for federal benefits depending on other factors such as date of entry into the U.S.
EXAMPLE A mother and child applied for benefits. The mother has a valid I-94 Arrival/Departure form stamped with a "U" visa. The child would likely have been included as a dependent on the mother's U visa application. Both mother and child are considered "lawfully residing" and may be eligible for state benefits.
Immigrant children and pregnant women, who are: lawfully present non-qualified aliens, as defined in WAC 388-424-0001 ; and meet residency requirements of WAC 388-468-0005 , are eligible for federally funded medical benefits, unless they are approved under Deferred Action Childhood Arrivals (DACA).
Staff should check eligibility for State Family Assistance (SFA) and Food Assistance Program (FAP), when an applicant is a Deferred Action Childhood Arrivals (DACA) individual.
NOTE: An Employment Authorization Document (EAD, USCIS form I-765), known popularly as a work permit, is a document issued by the United States Citizenship and Immigration Services (USCIS) and it gives noncitizens a temporary authorization to work . EAD doesn’t confer immigration status, but for eligibility determination purposes, it indicates the client's current immigration status.
Aliens with a variety of statuses may be issued an EAD. Unless other current immigration document(s) are provided, an expired EAD means a person's immigration status has expired.
For more information about I-765 EAD Category Codes please see Employment Authorization Document, Category Codes
Always ask client for an INS Number, also known as Alien Number, or Alien Registration number, or USCIS Number #. It usually begins with an “A” followed by a seven, eight, or nine digit unique number assigned by the Department of Homeland Security (DHS) to each alien who is admitted to the United States, or who came into contact with the agency (Example: application for asylum). “A” number is listed on all documents and DHS correspondence. Enter the INS Number and Date of Entry in 3G.
Gather all the information necessary to determine eligibility as described in WAC 388-424-0001 , WAC 388-424-0006 , WAC 388-424-0007 , WAC 388-424-0008 , and WAC 388-424-0009 . Document immigration status, date of entry, armed service/veteran status, work quarters, and SSN information in ACES. Inform any client who is subject to the five-year bar of the expiration date of their five-year bar and of the need to inform the Department if family members become citizens (including parents who have children under 18).
For aliens who have an Affidavit of Support form (I-864) filled out on their behalf, be sure to determine work quarters and citizenship status. If the affidavit is still in effect:
See WAC 388-450-0155 and WAC 388-450-0156 to determine if sponsor deeming applies;
See WAC 388-450-0160 for treatment of the sponsor's income; and see WAC 388-470-0060 for treatment of the sponsor's resources.
Alien Emergency Medical
See Medical - Alien
See TANF Processing for Special Immigrants
Revised April 20, 2026
This section explains how to determine an immigrant’s “date of entry” into the United States. It describes which groups of immigrants are subject to the five-year bar on receipt of federal means-tested benefits. Finally, it describes how to determine the date on which the five-year bar begins.
Clarifying Information and Worker Responsibilities
Determining whether a person has entered the U.S. before August 22, 1996 . For many immigrants the date they entered the U.S. and became a “qualified alien” is on their I-94 card or Customs and Border Protection (CBP) stamp in their passport, on a Refugee Transportation Letter or on their Permanent Resident card as a “Resident Since” date.
A person is not subject to the five-year bar for TANF if they entered the U.S. before August 22, 1996, even if they did not obtain a “qualified” immigration status until sometime after they entered. As long as the immigrant “continuously resided” in the U.S. from the earlier date, that date is considered the “date of entry”. “Continuously resided” means the immigrant maintained residence in the U.S. and only left the U.S. for short periods of time.
An applicant for federal Basic Food (SNAP) benefits, who became “qualified” on or after August 22, 1996, and who requires five years of residency for eligibility, can’t count time spent in the U.S. before they became a “qualified alien” toward the five-year bar requirement.
Immigrants who have the five-year bar. All immigrants, who are lawfully present in the U.S. and aren’t included in the statuses named in WAC 388-424-0006, Citizenship and immigration status—Date of entry have a five-year bar on receipt of Basic Food and TANF.
How to determine the date a Victim of Trafficking becomes a qualified alien. A victim of human trafficking becomes a “qualified alien” on the certification date stated on a Certification Letter for adults, or a Letter of Eligibility for minors from the U.S. Department of Health and Human Services (HHS), Office of Refugee Resettlement (ORR) or the Office on Trafficking in Persons (OTIP). The letter will state when the client can start receiving benefits, which is the eligibility date.
How to determine the date an asylee becomes a qualified alien. The date an asylee becomes a “qualified alien” is the date: Stated on an Asylum Approval Letter, from a USCIS Asylum Office, as the date asylum was granted under §208 of the Immigration and Nationality Act (INA). Immigration Judge decided to grant asylum under §208 of the INA, if the Department of Homeland Security (DHS) has NOT reserved its right to appeal the decision. If DHS has reserved its right to appeal the decision, the eligibility date is the 31st day from the date on the Immigration Judge Order if DHS did not ultimately appeal the case.
How to determine the date a battered immigrant becomes a “qualified alien." The date a battered alien becomes “qualified” is the date of the approval (or notice of prima facie case) of a Violence Against Women Act (VAWA) petition or the date that the U.S. citizen or lawful permanent resident spouse petitioned for the family visa application. These dates aren’t the same as the date the immigrant was granted lawful permanent residence and the date doesn't appear on the Permanent Resident card ("green card").
Immigrants who are exempt from the five-year bar. Immigrants exempt from the five-year bar due to immigration status are listed in WAC 388-424-0006, Citizenship and Immigration status—Date of entry . Immigrants with a status of refugee, asylee, withholding of deportation/removal, Cuban/Haitian entrant, Special Immigrants from Iraq and Afghanistan, and Amerasian remain exempt after they’ve adjusted to lawful permanent resident status. The “category” or “class” code on their Permanent Resident (“green”) Card identifies under which provision of law they came into the U.S. For more information on immigration documentation, status codes, benefit eligibility and step-by-step process, please see immigration desk aids located on the CSD website.
Always ask the client for their Alien Number or Alien Registration number. It’s a unique number assigned by the Department of Homeland Security (DHS) to each immigrant admitted to the United States, or who came into contact with the agency (Example: application for asylum). It usually begins with an “A” followed by seven, eight or nine digit numbers and is listed on all documents and/or DHS correspondence. Enter the Alien Number and Date of Entry in corresponding ACES 3G fields.
See the VERIFICATION chapter for further guidance.
For more information about verifying an asylee’s entry date, see “ Asylum Documentation ” under WAC 388-466-0005, Clarifying Information.
Revised April 20, 2026
This section provides basic definitions of various citizen and immigrant statuses relevant for determining eligibility for federal and state programs.
Clarifying Information
The Immigration and Nationality Act (INA) is the federal statutes that govern the entire immigration law. It is codified in Title 8 of the U.S. Code , starting with Section 1101.
For a list of typical citizenship/immigration documents see the:
National Immigration Law Center (NILC) Guide in Appendix II , or
Documents Typically Used by Lawfully Present Immigrants .
CSD staff: For guidance on how to read a Visa, I-94 Class of Admission Codes , or I-551, Lawful Permanent Resident (LPR) Category Codes and ACES 3G Coding refer to information in the Training – CSD Desk Aids - Immigration Section of the CSD Internal SharePoint website .
Release of information regarding non-citizens is subject to the same confidentiality rules that govern release of all DSHS clients’ data to outside parties. For more information on confidentiality of individually identifiable data, please see RCW 74.04.060 . The department is only obligated to report clients’ information to the federal government when a sponsored immigrant receives federally funded benefits under the "indigence exemption". See WAC 388-450-0156 , (7) for a description of this reporting requirement.
When requesting information necessary to determine citizenship or immigration status, be mindful of client rights. DSHS doesn't discriminate based on race, color or national origin. All similarly, situated clients should be treated in the same manner.
Request immigration status information only when needed to determine an applicant’s eligibility for public benefits. Never ask undocumented immigrants to contact United States Citizenship and Immigration Services (USCIS) themselves.
Notify your supervisor if you believe a report to USCIS is necessary.
Eligibility for public benefits depends on an individual's citizenship or immigration status. All individuals fall into one of the following four groups for purposes of benefits eligibility. For more information, click the links for each category:
U.S. Citizens or U.S. Nationals
U.S. Citizens or U.S. Nationals
Born Abroad/Acquisition of Citizenship
American Indian
The Child Citizenship Act of 2000
Lawfully Present Qualified Aliens
Lawfully present immigrant
Qualified aliens
Lawful Permanent Resident (LPR), or “green card” holder
Five Year Bar and Humanitarian Immigrants
Refugee
Withholding of Removal or Deportation, or Removal Withheld
Hmong or Highland Laotian tribe members
Parolee
Sponsored Immigrants
Citizens of Republic of Marshall Islands (RMI), Federal State of Micronesia (FSM), or Republic of Palau
Lawfully Present Non-Qualified Aliens
Lawfully present non-qualified aliens
Lawfully present non-qualified aliens, who may be eligible for state funded assistance
Applicant for Asylum
Nonimmigrants who are in the U.S. for a specific purpose and limited time
Undocumented Aliens
Undocumented Immigrants
Additional Information
The links below provide additional information for determining immigration status for individuals applying for public benefits:
Alien
Alien Number, or USCIS Number
Immigration Status and Adjustment of Status
Expired Documents versus Expired Status
Additional Information About Specific Documents: USCIS form I-797, Notice of Action USCIS form I-797, Approval Notice Order from an Immigration Judge Receipt of Application for Asylum, USCIS form I-589 Employment Authorization Document (EAD) USCIS form I-942, Request for Reduced Fee
How to check status of an immigration application on the USCIS website
U.S. Citizens and U.S. Nationals.
Persons born in the United States or in U.S. territories, under the terms listed below, are U.S. citizens at birth. This includes persons born in:
Puerto Rico, on or after April 11, 1899.
Canal Zone or the Republic of Panama, between February 26, 1904, and October 1, 1979, and one parent was a U.S. citizen at the time of the person’s birth.
U.S. Virgin Islands, on or after January 17, 1917.
Guam, on or after April 11, 1899.
Commonwealth of the Northern Mariana Islands (CNMI) on or after May 28, 1975, and their children, if under age 18 on that date.
U.S. Nationals are persons born in:
American Samoa
Swains Island
Northern Mariana Islands, who did not choose in 1975 to become U.S. citizens.
U.S. nationals have the same eligibility for public assistance benefits as U.S. citizens.
Born Abroad/Acquisition of Citizenship.
It's possible that a child or a grandchild of a U.S. citizen who was born abroad, may have acquired citizenship at birth. In such cases, citizenship may depend on:
Which parent is a U.S. citizen,
How long the citizen-parent resided in the U.S., and
Whether the parents were married at the time.
If unable to verify, refer individuals to an immigration attorney at the Northwest Justice Project , or the Northwest Immigrant Rights Project (Western Washington - 206-587-4009; Eastern Washington - 509-854-2100).
American Indian is a term used to identify enrolled members of federally recognized tribes in the U.S. and Canada (see Governor's Office of Indian Affairs website ) and Alaska Native villages and corporations.
To qualify for benefits they must provide verification of tribal enrollment showing they're:
Members of a federally recognized Indian tribe (see Governor's Office of Indian Affairs website ) or Alaska Native villages and corporations and have a proof of tribal enrollment, or
Canadian-born American Indians, who are at least 50% American Indian blood. This category doesn't include the spouse or child of such a person, unless he or she also possesses 50% of American Indian blood, or
Canadian-born American Indians who are less than 50% American Indian blood, and who have been continuously residing in the U.S. since prior to December 24, 1952.
American Indians, who don't meet the criteria above, are undocumented unless they have another immigration status with USCIS.
The Child Citizenship Act of 2000 applies to children related to a citizen parent by birth or adoption only. Stepchildren aren't included unless also adopted. To acquire citizenship under the Act, persons must meet all the conditions in WAC 388-424-0001 (7)(d)(i-iii) on or after February 27, 2001. If the child is 18 years or older when the parent becomes a citizen, child citizenship laws don't apply and the child must independently apply for naturalization. Once the terms of the Act are met, subsequent changes in the parents' marital status, such a separation or divorce, have no bearing on the child's citizenship. Nor does it matter whether the parent in question was a U.S. citizen at the time the child entered the U.S.
For persons who automatically become citizens under terms of the Child Citizenship Act of 2000 or previous legislation, USCIS doesn't issue documentation unless requested . Clients may not be aware they, or their children, are already citizens.
If the client is uncertain about whether they meet conditions for automatic citizenship, refer them to an immigration attorney at the Northwest Justice Project , or the Northwest Immigrant Rights Project (Western Washington - 206-587-4009; Eastern Washington - 509-854-2100).
Lawfully present immigrant is any non-U.S. citizen or non-U.S national presently permitted by the Department of Homeland Security, one of its agencies, or the Department of Justice to remain in the United States. A lawfully present immigrant must have current and valid proof of their status such as documentation issued by USCIS, Immigration and Customs Enforcement (ICE), Customs and Border Protection (CBP), or Department of Justice. A lawfully present immigrant must also meet state residency requirements in WAC 388-468-0005 to qualify for benefits.
Qualified aliens are lawfully present immigrants defined in federal law as one of the following:
Lawful permanent resident, US Code §1641(b)(1) .
Asylee, US Code §1641(b)(2) .
Refugee, US Code §1641(b)(3) .
Hmong or Highland Lao are members of a Hmong or Highland Laotian tribe which rendered military assistance to the U.S. during the Vietnam era (August 5, 1964, to May 7, 1975), and are "lawfully present" in the U.S.
Certified as a victim of human trafficking by the Department of Health and Human Services (HHS) and their eligible family members.
Special immigrants from Iraq and Afghanistan are individuals granted special immigrant status under INA §101(a)(27).
“Alien” paroled under INA § 212(d)(5) for at least one year, US Code §1641(b)(4) .
“Alien” granted withholding of removal or deportation, US Code §1641(b)(5) .
“Alien” granted conditional entry under INA § 203(a)(7) as in effect before April 1, 1980, US Code §1641(b)(6) .
Cuban and Haitian entrant as defined in § 501(e) of Refugee Education Assistance Act of 1980, US Code §1641(b)(7) .
Admitted as an Amerasian Immigrant from Vietnam through the orderly departure program, under section 584 of the Foreign Operations Appropriations Act, incorporated in the FY88 Continuing Resolution P.L. 100-212.
Certain battered “aliens” as defined in US Code §1641(c)(1)-(3) .
Lawful Permanent Resident (LPR), or “green card” holder is a person who has permission to live and work in the U.S. permanently . An LPR status holder may apply for naturalization to become a U.S. citizen after living in the U.S. for a certain period of time depending on their marital and immigration status. LPRs are lawfully present and qualified immigrants.
Five Year Bar and Humanitarian Immigrants.
Sec. 403 of the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) states that immigrants, who entered the U.S. on or after August 22, 1996, aren't eligible to receive federally funded benefits for five years from the date they entered the U.S. as a qualified alien. Once they have met the five-year bar, they may qualify for federal benefits, if they meet all other eligibility requirements.
The following categories of immigrants are called humanitarian immigrants . They’re exempt from the five year bar for food and cash programs regardless of their date of entry into the country or grant of status::
Cuban and Haitian Entrants.
Honorably discharged U.S. military veterans, active duty military personnel, and their spouses and unmarried dependent children.
Noncitizens admitted to the country as an Amerasian immigrant
The following humanitarian immigrants are exempt from the five-year bar for cash regardless of their date of entry into the country, but for food the exemption doesn’t occur until after they’re granted LPR status;
Refugees;
Asylees;
Victims of a severe form of trafficking;
Immigrants granted withholding of deportation or removal;
Special Immigrants from Iraq and Afghanistan;
Battered aliens, as defined in WAC 388-424-0001 (2)(c)(i-ii);
Refugee is “an alien outside their country of origin who is unable or unwilling to return to his or her country of nationality because of persecution or a well-founded fear of persecution based on of race, religion, nationality, membership in a particular social group, or political opinion” as defined by sec. 101 (a) (42) of the INA .
Withholding of Removal or Deportation, or Removal Withheld is an immigration status, similar to asylee. It's usually granted by an Immigration Judge to an immigrant under section 241 (b)(3) or 243(h) of the INA. The USCIS or the Department of Justice withholds an immigrant's deportation because of a threat to life or freedom in the person's home country due to race, religion, nationality, membership in a particular social group, or political opinion. The Personal Work Responsibility and Opportunity Reconciliation Act (PWRORA) of 1996, codified at 8 U.S.C. 1612 (a)(2)(A) exempts immigrants whose deportation (removal) was withheld from the five-year bar on federally funded benefits. For food assistance, the exemption doesn't apply until the immigrant adjusts from this status to LPR. For more information on eligibility for benefits see WAC 388-424-0020 (2)(iv).
Hmong or Highland Laotian tribe members :
Must be born prior to May 8, 1975. The tribe member's spouse and unmarried dependent children don't have to be tribal members to qualify for federal benefits.
Must be lawfully present in the U.S. and must sign the following statement under penalty of perjury to be eligible for federal benefits, if not eligible under a qualified alien status: I declare, under penalty of perjury, that I was a Hmong or Highland Laotian tribe member when the tribe assisted the U.S. military during the Vietnam era (8/5/64 to 5/7/75). Signature Date
Parolee is a person granted permission to enter the U.S. in an emergency, or because it serves the humanitarian or public interest. The length of time someone is paroled into the U.S. can differ. If paroled into the U.S for.:
At least one year or longer, the parolee is a lawfully present qualified immigrant for cash, but they are a non-qualified alien for food.
Less than a year, the parolee is a lawfully present non-qualified alien for cash and food programs.
Sponsored Immigrants came to the United States on a family-based visa. They are required to have a “sponsor”, who is usually an immediate family member with income at least 125% of the federal poverty level. Starting December 19, 1997 sponsors are required to sign a legally enforceable USCIS form I-864 Affidavit of Support , which is a contract between the sponsor and the U.S. government.
Federal law doesn't limit the sponsor’s obligations to only the first 5 years of the sponsored immigrant being in the U.S. The sponsored immigrants’ eligibility for federal and state funded benefits don't terminate nor substitute for the sponsor’s obligations.
The I-864 Affidavit of Support commits the sponsor (or sponsors) to financial support of the sponsored immigrant, which ends only if the immigrant:
Becomes a naturalized U.S. citizen.
Has worked or can be credited with 40 work quarters under the Social Security Act (can include spouse’s quarters).
Becomes subject to removal or no longer has LPR status and has departed the U.S.; or
Dies.
Divorce doesn't terminate a sponsor’s obligation to a spouse.
State and federal programs have different rules and eligibility requirements, and sponsored immigrants still may be eligible for some state-funded benefits. For more information, see WAC 388-450-0156 and EA-Z Manual, Income, Allocation and Deeming .
Citizens of the Republic of Marshall Islands (RMI), Federal State of Micronesia (FSM), and Republic of Palau (PAL) are citizens of sovereign nations. They're not citizens of the U.S., or U.S. nationals. Under the Compact of Free Association Act of 1985, citizens of RMI, FSM and PAL are lawfully present qualified aliens. They may live, study and work in the U.S. for an unlimited length of stay.
Current or expired passport with admission stamp and notation that typically says “CFA/PAL” (Compact of Free Association/Palau), “CFA/FSM” (Compact of Free Association/Federated States of Micronesia), or “CFA/MIS” (Compact of Free Association/Republic of Marshall Islands), or
Current or expired I-94 Arrival/Departure Record with a notation “CFA/PAL” (Compact of Free Association/Palau), “CFA/FSM” (Compact of Free Association/Federated States of Micronesia), or “CFA/MIS” (Compact of Free Association/Republic of Marshall Islands) and the letters “D/S,” which stand for “duration of stay”. It means they aren't limited to a specific amount of time, or
Other documents verifying their citizenship of the Marshall Islands, Micronesia or Palau and entry status.
An electronic I-94 can be accessed with client permission and printed at the U.S. Customs and Border Protection, I-94 website .
Lawfully present non-qualified alien is a term used in federal immigration law. It doesn't indicate whether an immigrant is eligible for benefits. Non-qualified aliens have temporary permission to stay in the U.S. If their application for status adjustment is denied, so is their temporary permission for remaining in the U.S., and their immigration documents aren't re-issued after they expire.
Non-qualified aliens may be eligible for some benefits. For more information, see WAC 388-424-0001 , and EA-Z Manual Section - Citizenship and Alien Status Requirements Specific to Program .
All non-qualified aliens with expired documents and no application pending with USCIS are undocumented for eligibility purposes.
Lawfully present non-qualified aliens, who may be eligible for state funded assistance if they meet all other eligibility requirements :
Abused immigrants who are a relative of a U.S. citizen with an approved I-130 petition but don't meet the other requirements of battered immigrants, as described in WAC 388-424-0001 .
Abused immigrants who have self-petitioned under the Violence Against Women Act (VAWA) but have not yet received the Notice of "Prima Facie" eligibility, as described in WAC 388-424-0001 .
Applicants for: Asylum, Cancellation of Removal, Suspension of Deportation, T visa (victim of trafficking), U visa (victim of crime), Withholding of Deportation or Removal, or Temporary Protected Status
Immigrants granted the following immigration statuses: Cancellation of Removal, Continued Presence, Deferred Action, Deferred Enforced Departure, Family Unity, Suspension of Deportation, Stay of Deportation or Removal, Order of Supervision Temporary Protected Status (TPS), Voluntary Departure Granted – definite or indefinite time
"K", "S", "U" or "V" visa holders (to allow family to stay together while waiting for the processing of an immigration visa)
Lawful temporary residents under the amnesty program of the Immigration Reform and Control Act (IRCA), including those admitted under Sections 210 ("special agricultural workers") and Sec. 245A of the INA.
Individuals paroled into the U.S. for a period of less than one year.
Individuals’ eligible to petition as special immigrant juveniles. These are juveniles who have been declared a "dependent of the state" and are eligible for long-term foster care due to abuse, neglect, or abandonment.
Deferred Action for Childhood Arrivals (DACA) are individuals granted deferred action status. DACA individuals may be eligible for state-funded assistance, including ABD/HEN Referral, SFA, and FAP.
Applicant for Asylum is a person who applied for asylum with USCIS or the Immigration Court, because they fled their country and are unable or unwilling to return due to persecution or a well-founded fear of persecution based on race, religion, nationality, political opinion, or membership in a social group. Refer to the INA, Section 208(d)(5) for more information. There are two ways to apply for asylum:
Affirmative asylum – application with USCIS and an Asylum Officer makes decision.
Defensive asylum - application with Immigration Court, and Immigration Judge with the Department of Justice (DOJ) makes a decision . It’s called defensive asylum because it’s used as a defense against removal..
Applicants for asylum are lawfully present non-qualified aliens.
Nonimmigrants who are in the U.S. for a specific purpose and limited time are also non-qualified aliens, who have a permanent residence abroad to which they intend to return at the end of their stay. They all are in the U.S. for a limited time and don't meet residency requirements of WAC 388-468-0005 .
B1 and B2 visas often come attached because their requirements are basically the same. The B1 visa is for business visits and the B2 visa is for tourism and medical visits. There isn't a limit on how many times a person may visit the U.S. for a maximum of 180 days per visit in any given period of time.
The student visas, J, F, and M visas , are for persons visiting the U.S. in the pursuit of education. J visa is an Exchange Visitor visa for individuals approved to participate in work-and study-based exchange visitor programs. F visa is for students who may remain in the U.S. for the entire time they remain full-time students with current enrollment. M visa is for students permitted to remain in the U.S. for one year initially, with the option of applying for an extension of status up to three years.
Most international students can obtain part-time on-campus jobs. Off campus work is allowed only with an Employment Authorization Document.
Undocumented Immigrants are non-U.S. citizens who don't have authorization to reside in the United States. They may have crossed the U.S. border without inspection, or may have come into the country with a non-immigrant visa and didn't leave when their period of authorized stay ended (“overstay”), or didn’t show up for check-ins with ICE officers or for their court hearing. Under state and federal law, undocumented immigrants are not eligible for ongoing food and/or cash assistance. They may qualify for assistance from the Consolidated Emergency Assistance Program (CEAP) if they meet eligibility requirements.
Additional Information
Alien is a term used in federal and state law to identify a foreign-born person who lives in the United States, has not naturalized, and is still a citizen of a foreign country.
An alien number ,also called “alien registration number”, “USCIS number”, “INS number”, or “A number”, is a unique identification number assigned by the Department of Homeland Security to each immigrant who: Is legally admitted to the United States for permanent residency, or Comes into contact with the agency (for adjustment of status, employment authorization, deportation proceedings, etc.).
The “A” number stays with an immigrant much like a Social Security Number, until the immigrant naturalizes. USCIS, ICE, Customs and Border Protection, Immigration Courts, the Board of Immigration Appeals (BIA), the Systematic Alien Verification for Entitlements (SAVE) program - all track immigrant cases by the “A number”.
What is an Alien Registration Number Desk Aid has examples of immigration documents and correspondence with the “A” number.
Immigration status is legal permission to remain in the U.S. under specific conditions defined by a visa category, or other visa document, e.g. Refugee Travel Letter. Customs and Border Protection inspects and admits the immigrant into the U.S. through the immigration status stated in the immigration documents. The immigrant receives an admission stamp showing a visa type and the amount of time for which they were admitted. Adjustment of Status is a procedure that changes (adjusts) a non-immigrant status to LPR status . Example : Mary enters the U.S. under the H-1B status, and while in the U.S., marries a U.S. citizen. She then adjusts her status from H-1B to LPR.
Expired Documents versus Expired Status. Many immigration documents have expiration dates. Some immigrants may lose their immigration status when their immigration document expires. Qualified alien’s status doesn't expire when the immigration document expires (for example, expired LPR card, USCIS form I-551, doesn't mean expired LPR status). Exceptions are listed below: Parolee’s status expires after the expiration date on their I-94 arrival/departure record or admission stamp. Conditional permanent residents (two-year Conditional Residents) receive their LPR status based on a recent marriage to a U.S. citizen. Conditional LPRs have their green cards issued to them for two years only. At the end of two years, they must file a petition with USCIS to remove the condition. Ask a client with an expired conditional LPR card for proof of a pending petition, or application to waive the filing requirement. If no proof is provided, the client is undocumented.
Qualified aliens may lose their immigration status if their deportation is ordered by an Immigration Judge;
DACA individuals’ immigration status expires with the expiration date on their Employment Authorization Document or two years from the date of deferred action, unless renewed..
Additional Information About Specific Documents: USCIS form I-797 , Notice of Action , may or may not have an expiration date. The USCIS form I-797 notifies clients that a certain action was taken on their case, such as filing fee received, application filed, the case is pending, a step in the process is completed, or status is approved. USCIS form I-797 , Approval Notice , for: I-360, Self-Petition under the Violence Against Women Act (VAWA) is, in most cases, issued after a "Prima Facie" notice. In this case, the I-797 indicates the petitioner submitted sufficient evidence to establish eligibility under VAWA. For cash, such notices verify the client is a qualified alien and their status doesn’t expire. For food, the client would be considered a non-qualified alien until their status adjusts to LPR. I-130, Petition for Alien Relative , is an example of a completed initial step in the family-related immigration process. It doesn’t grant immigration status or a lawful presence to the beneficiary. It only establishes a relationship between petitioner and beneficiary. If the beneficiary doesn’t already have immigration status, the beneficiary is an undocumented immigrant. If I-797, Approval Notice, states that USCIS granted or extended client’s immigration status, I-797 will contain a tear-off new I-94 attached to the bottom of the Notice. Order from an Immigration Judge doesn't have an expiration date. It may be issued when an Immigration Judge decides to: Grant an immigration status, such as asylum or withholding of deportation; or Place the immigrant in removal proceedings to deport them from the U.S. Receipt of Application for Asylum, USCIS form I-589 , doesn't have an expiration date. USCIS is required to provide a decision within 180 days. Despite this requirement, many applicants may not receive a decision within the deadline. If the I-589 Receipt date is more than 180 days old, check the asylum application status at USCIS website, Case Status Online - Case Status Search using the receipt number on I-589. Employment Authorization Document (EAD) , form I-765 , isn't a mandatory immigration document and DSHS staff can't require it as an eligibility condition. However, explain to the client that the EAD is a federally issued ID, and may be used as verification of the client’s lawful presence. EAD may be used as a verification that the individual: Has applied for immigration status, the decision is pending, and the applicant is a lawfully present non-qualified alien, or Was granted temporary immigration status, or Has a current DACA status.
If the client doesn't have any verification of their current immigration status they are undocumented, unless they are a survivor of certain crimes .
USCIS form I-942 , Request for Reduced Fee , can be submitted to the USCIS at the same time clients apply for the immigration status and documents. When requesting a fee waiver, an immigrant must clearly demonstrate that they're low income and unable to pay filing fees. USCIS will accept: Federal income tax documents or a Verification of Non-filing, Verification that annual household income is at or below 150% of the Federal Poverty Level, or Any other proof verifying household’s low income.
If USCIS approves the fee waiver request, they will notify an applicant by the I-797, Notice of Action.
Staff can check the status of an application to USCIS by using the USCIS website and entering the receipt number at the Case Status Online search.
Immigration questions should follow established procedures for submission through the Policy Clarification system, so that everyone can view the questions and responses.
Clarifying Information and Worker Responsibilities
A veteran is a person who served in the active military, naval, or air service of the U.S., who fulfilled the minimum active duty service requirements or 24 months of continuous active service, whichever is less, and was honorably discharged or released. Veterans also include men and women who died while on active duty in the U.S. armed forces or forces under U.S. command. For purposes of determining a surviving spouse or dependent child's eligibility for benefits, a person who died after being released from active duty in the U.S. armed forces is also a veteran.
Obtain evidence of armed services or veteran status. For those veterans who are Hmong or Highland Lao who fought with the U.S. in Southeast Asia, have the veteran or family member sign the following statement:
I declare, under penalty of perjury, that I was a Hmong or Highland Laotian tribe member when the tribe assisted the U.S. military during the Vietnam era (August 5, 1964 to May 7, 1975).
Signature
Date
Revised April 20, 2026
This section describes which immigrants are eligible for benefits through federally-funded Basic Food and state-funded Food Assistance Program.
Clarifying Information
If an immigrant doesn't wish the department to contact USCIS to verify their immigration status, we must give the household the option of withdrawing its application and participating in Basic Food without that member. That person is an ineligible AU member under WAC 388-408-0035 . Please refer to the VERIFICATION chapter for general rules regarding documentation.
We must deem income to a sponsored immigrant who isn't exempt from deeming requirements under WAC 388-450-0156 . This includes a sponsored immigrant who is eligible for federal benefits based on being a qualified alien who has lived in the U. S. for five years, if they don't have 40 qualifying quarters of work or qualify for a different exemption.
Proof of immigration status:
Income of immigrants and their sponsors: See WAC 388-450-0140 for treatment of income of AU members who are ineligible to receive federally funded Basic Food due to immigration status. See WAC 388-450-0160 for treatment of income of a sponsored alien's sponsor.
Deeming requirements for sponsored immigrants: NOTE: An immigrant who is an ineligible member of a federally-funded Basic Food AU shouldn't have their sponsor's income and resources deemed to eligible AU members.
4. When a lawful permanent resident child turns 18 before being in the U.S. for five years:
If the immigrant turns age 18 before they have been in the U.S. for five years, they must meet one of the other requirements under WAC 388-424-0020 to keep getting Basic Food benefits.
The immigrant regains eligibility for benefits after they have been in the U.S. for five years or meet one of the other criteria under WAC 388-424-0020 .
5. "Lawfully residing"
A qualified alien;
An immigrant who has been inspected and admitted and who hasn't violated the terms of that admission;
A parolee (for less than 1 year), except those paroled pending a determination of excludability or for prosecution;
A Lawful Temporary Resident;
A person under Temporary Protected Status;
A Cuban-Haitian entrant;
A Family Unity beneficiary:
A person granted Deferred Enforced Departure;
A person in Deferred Action;
An immigrant who is the spouse or child of a U. S. citizen, whose visa petition has been approved and who has a pending application for adjustment of status;
An applicant for asylum or for withholding of removal under the Convention Against Torture, who has been granted employment authorization or who is under the age of 14 and has had an application pending for at least 180 days.
6. Iraqi and Afghan Special Immigrants (SIVs): For more information on documentation, Immigration Status codes, benefit eligibility and step-by-step process, please see desk aid titled: "Processing Applications from Special Immigrants from Iraq and Afghanistan".
7. Haitian Entrants vs. Haitian Nationals Granted Temporary Protected Status:
Haitian Entrants granted status under section 501(e) of the Refugee Education Assistance Act of 1980 are qualified aliens and eligible for Basic Food benefits if they meet all other eligibility requirements.
Haitian Family Reunification Parole (HFRP) Program Entrants granted status under section 501(e) of the Refugee Education Assistance Act of 1980 are qualified aliens and eligible for Basic Food benefits if they meet all other eligibility requirements.
Haitian Nationals Granted Temporary Protected Status (TPS) aren't eligible for federal SNAP benefits. These persons are nonqualified aliens as described under WAC 388-424-0001 and can't receive Basic Food.
Revised on: February 5, 2024
This section provides clarifying information to support benefit determination for survivors of certain crimes . Relevant WAC sections include:
WAC 388-424-0001 Citizenship and immigration status—Definitions.
WAC 388-400-0010 Who is eligible for state family assistance?
WAC 388-424-0009 Citizenship and immigration status—Social Security number (SSN) requirements.
WAC 388-424-0010 Citizenship and immigration status—Eligibility for TANF.
WAC 388-424-0015 Immigrant eligibility restrictions for the state family assistance, ABD cash, and PWA programs.
WAC 388-424-0030 How does my immigration status impact my eligibility for state-funded benefits under the food assistance program?
WAC 388-424-0035 Verifications—Survivors of certain crimes.
Who are survivors of certain crimes ?
Survivors of certain crimes are noncitizens and their qualifying family members, who have filed, or are preparing to file an application with U.S. Citizenship and Immigration Services (USCIS) for:
T-Visa (for trafficking victims),
U-Visa (for victims of qualifying crimes), or
Asylum status and have been harmed by one of the specific crimes described in WAC 388-424-0001(c)(ii)(A)-(C) .
For full definitions, see WAC 388-424-0001 .
What does "preparing to file" mean?
“Preparing to file” means a survivor is preparing to request a T-Visa (for trafficking victims), a U-Visa (for victims of qualifying crimes), or asylum, but has not yet submitted an application to USCIS.This may be for a number of reasons, including the need to gather information for their application, or because the survivor needs to recover from physical, mental, and/or emotional abuse.
Who are victims of human trafficking?
Human trafficking is a form of modern-day slavery in which traffickers force their victims into sexual slavery, commercial sexual exploitation, or forced labor through coercion, fraud, threats, psychological abuse, torture, or imprisonment. Trafficked noncitizens may be eligible for a T-Visa through USCIS.
Who are victims of qualifying crimes?
Victims of qualifying crimes are noncitizens who suffered substantial mental or physical abuse as a result of a qualifying crime that happened in the U.S. or violated U.S. laws and may be eligible for a U visa through USCIS. To be eligible for a U-Visa, victims:
Must possess information about the qualifying crime;
Must establish with USCIS that they suffered substantial physical or mental abuse as a result of the crime; and
Are, were, or are likely to be assisting law enforcement in the investigation or prosecution of the criminal activity.
Who are applicants for asylum?
Applicants for asylum are persons who flee their country and are unable, or unwilling, to return due to persecution or a well-founded fear of persecution on the basis of their race, religion, nationality, political opinion, or membership in a particular social group. For the full definition, see EA-Z Manual - Definitions, Clarifying Information , #16.
Note: If a client is going through the asylum application process and provides proof of that process, they become non-qualified lawfully present aliens.
What verifies an applicant meets the definition of a survivor of certain crimes ?
The only verification needed to meet the definition of a survivor of certain crimes is a verbal self-attestation by the applicant. Self-attestation must include the applicant stating:
They were harmed by a crime and have filed or are preparing to file an application with USCIS for a T visa or U visa; or
They were harmed by a crime as described in WAC 388-424-0001(4)(c)(ii)(A)-(C) and have filed or are preparing to file an application with USCIS for Asylum.
If an individual states that they are applying for asylum and that the crime happened in their country of origin or they do not initially offer that the crime was one of the crimes described in WAC 388-424-0001(4)(c)(ii)(A)-(C) , the individual is not a survivor of certain crimes. Do not ask for further details , but code the individual in ACES as a lawfully present non-qualified alien who is an asylum applicant.
No other documentation or evidence is necessary to verify that an applicant is a survivor of certain crimes. An applicant’s verbal self-attestation is sufficient for program eligibility determination.
Alternative evidence may also be provided in lieu of a verbal self-attestation, only if preferred by the applicant . This may include but isn’t limited to:
Police, government agency, or court records or files;
Documentation from a social services, trafficking, or domestic violence program;
A legal, clinical, medical, or other statement from a professional, from whom the applicant has sought assistance in dealing with their situation; or
A statement from an individual with knowledge of the circumstances that provides the basis for the survivor's claim (including signed sworn statement by survivor’s advocate).
Who are qualifying family members?
Qualifying family members are defined in WAC 388-424-0001 . They don’t include a family member charged with or convicted of a crime committed against the survivor spouse or a child of the spouse.
A written or verbal statement from the survivor that speaks to how they are related to a qualified family member may be accepted as verification of relationship.
What benefits are survivors of certain crimes potentially eligible for?
Survivors of certain crimes may be eligible for the following state-funded assistance programs, provided they meet all other eligibility requirements for those programs and are not already eligible under other citizenship and immigration rules:
Food Assistance Program for Legal Immigrants (FAP) – see WAC 388-400-0050
Aged, Blind, or Disabled (ABD) – see WAC 388-400-0060
Housing and Essential Needs (HEN) Referral – see WAC 388-400-0070
State Family Assistance (SFA) - see WAC 388-424-0010
All survivors of certain crimes (and their qualifying family members) who are eligible for SFA, ABD or HEN Referral, may be eligible for Medical Care Services (MCS) if not already eligible for federally funded medical programs.
Note: Pregnant women who are survivors of certain crimes may be eligible for Apple Health for Pregnant Women. See Apple Health for Pregnant Women | Washington State Health Care Authority for more information.
Survivors of certain crimes do not likely meet the minimum work requirements for a Working Family Support payment due to their immigration status ( WAC 388-493-0010 ). As a reminder, staff are required to review each household to determine if Working Family Support benefits are an option.
Are survivors of certain crimes eligible for WorkFirst services?
All SFA recipients are required to participate in WorkFirst services. For survivors who are not eligible to work, these services may be geared towards preparing for future employment. This includes English language training, job skills development, job-specific training, etc. Please see WorkFirst Handbook 5.2 for more information.
10. Are survivors of certain crimes subject to the public charge rule if they receive public assistance benefits?
The receipt of public assistance is only one of several factors that USCIS considers to determine whether someone is likely to be a “public charge” and is therefore inadmissible. Any survivor of certain crimes assistance applicant or recipient should be directed to consult with an immigration attorney with questions regarding “public charge”. For more information: Public Charge Information | DSHS (wa.gov) .
If an applicant asks questions regarding eligibility for specific immigration visas or statuses, staff are to advise them to seek advice from an immigration attorney.
Applications from survivors of certain crimes should be handled the same as all other applications for cash or food assistance, with the exception of the verification policy below.
What kind of documents are not required for eligibility determination?
Passport
Regular or non-work SSN
Alien Registration number
Any USCIS documentation
Absence of these documents does not affect an applicant’s eligibility for benefits. Don’t run applicants’ information through SAVE because the majority of applicants don’t have an immigration status, or may have an expired immigration status.
What are the documentation requirements for staff? When verifying an individual is a survivor or a qualifying family member, workers should document the following in the ACES case narrative:
The applicant verbally self-attested to being a survivor of certain crimes, or what form of alternative proof was provided; and
Date information was provided
The following ACES coding is used to issue benefits to survivors of certain crimes: Only use this coding when an applicant qualified for assistance as a survivor of certain crimes is preparing to file an application with USCIS. If they have already filed an application for status with USCIS, they may be eligible for benefits as a non-qualified or qualified alien. Assess based on verification provided and proceed based on that information.
Citizen Status - Undocumented Alien (U) This coding bypasses SAVE requirements.
Citizenship Verification Code – Preparing to File/Survivor of Certain Crimes (PF)
SSA/SSN Referral – Undocumented Alien This coding bypasses entering a SSN. The worker should still enter an SSN if the applicant has one to work under.
Other Federally Qualifying Status as "NQ" (No Federal Qualified Status) This coding bypasses entering a SSN. The worker should still enter an SSN if the applicant has one to work under.
At eligibility review, are survivors of certain crimes required to provide verification they have applied for visa/status in order to continue receiving benefits?
No, the only verification that is required in order to continue benefits is verbal self-attestation that the recipient is a survivor and is continuing to prepare to file, per WAC 388-424-0035.
If the recipient states that they applied for asylum, a T visa, or a U visa with USCIS, staff are to request e verification (a copy of receipt). The survivor may also provide their USCIS receipt number verbally, allowing staff to check the USCIS website directly to verify an application has been filed. In a scenario where verification was requested and the individual failed to provide the receipt and/or the worker cannot verify via the USCIS website that an application was filed, the individual would still be eligible for continued benefits, based solely on their self-attestation that they are continuing to prepare to file.
What happens when a survivor of certain crimes's immigration status changes?
Once new verification is received from the recipient, workers should:
Update the client’s Citizenship status information in ACES; and
Establish eligibility for benefits.
Immigration Law Center (NILC) Guide
Sample SSN Request Letter
Revised October 2, 2023
The Address Confidentiality Program (ACP) protects the address of persons attempting to escape from domestic violence, sexual assault, trafficking, or stalking situations. Criminal Justice Affiliates, Election Officials and Protected Health Care workers may also participate in the program. Participants may use a substitute address, issued by the Secretary of State, in place of their actual physical address. State and local agencies can then respond to public records requests without disclosing the actual location of the participant.
Rules for ACP are found in WAC 434-840-001 through WAC 434-840-310 and are governed by the Office of the Secretary of State.
The ACP provides the following services:
Gives each participant a substitute mailing address that can be used in place of their home, work, or school address.
Receives and forwards first-class mail from the substitute address to the participant.
Allows the participant to obtain many state and local agency services without revealing their physical address.
Makes it easier for government agencies to respond to public records requests without disclosing the actual location of the participant.
Helps the participant to register to vote or obtain a marriage license without placing their address in records available to the public.
NOTE: ACP works best if the participant has relocated to a location not already in public record.
Participants are given an authorization card the size of a driver's license. The card has the participant's name, substitute address, birth date, expiration date, and a toll-free number to the ACP office for information. The toll-free number is 1-800-822-1065. The TTY number is 1-800-664-9677.
When a public assistance client requests use of the substitute address, the ACP authorization card must be presented to the worker. The worker may make a copy of the ACP authorization card.
When a client states they are in danger or fleeing an abuser but are not enrolled in ACP advise the client that, if they provide their physical address to the department or any state agency, they will not be able to remove the address if they later on enroll in ACP. They have the option to wait to provide the department their physical address until approved for enrollment in ACP.
When a client presents an ACP authorization card or states they are enrolled in ACP and have an assigned Private Mail Box (PMB) address:
Mail all benefits and information for the client to the substitute address, and be certain to include the PMB to prevent further mail delay. Do not ask the client to provide their actual address. Do not record the client's physical address in ACES or retain copies of any documents that list the client's physical address. When verifying residency, household composition, or shelter costs do not ask the client to provide documents that state their physical address. Accept any document that lists the PMB address and reasonably verifies the eligibility factor see VERIFICATION for instructions on determining reasonableness. If the client provides a document that lists the physical address: Do not keep the document. Explain to the client that if we have anything in the case record that lists their physical address, we have to reveal that information if we are issued a subpoena. Document in the narrative: What documents were used as verification: What eligibility factor the documents verify; and Why copies of the document are not in the record.
Allow the client to provide any document that has the physical address concealed.
Re-verify the client's participation in ACP at eligibility review/recertification, if questionable.
NOTE: If the individual doesn't have their authorization card, government agencies may call the ACP office at 1-800- 822-1065, or (360) 753-2972 to verify that the individual is an active ACP participant.
If the client wants more information about ACP:
A trained advocate will assist individuals with the ACP application. The advocate will assist the individual with additional safety planning prior to enrolling in the program. For a current list of advocates trained in your community to sign up people for ACP, to to https://www.sos.wa.gov/statewide-programs/address-confidentiality-program-acp and click on the map for your location.
Revised March 25, 2011
The department is responsible for ensuring that confidential information is not released to clients or third parties inappropriately or illegally. Confidential information can be disclosed only under the specific criteria in chapter 388-01 WAC .
Clarifying Information
Policies related to disclosure of confidential information are contained in chapter 388-01 WAC and in departmental administrative policies. The CSO Public Disclosure Coordinator is responsible for approving or denying requests for disclosure of confidential information.
The following information is considered confidential: Information contained in case records: Names, birth dates, marital status, employment status, personal history; Location, current address and telephone number; Types of services being received, amounts of benefits and fair hearing activity; Social Security numbers; and Medical or psychiatric information. Information about third parties: Information about the identity of individuals who have filed complaints; and The identity of individuals who have provided information under condition of remaining anonymous. Information available from other agencies: Employment or benefit information from the Employment Security Department; Information from the Social Security Administration; and Birth information from Vital Statistics.
Confidential information except chemical dependency treatment information may be provided to a person who works directly with: Federal- or state-funded public assistance programs including the federal food stamp program when used for the administration of the programs; The child support program under Title IV-D of the Social Security Act when used for the administration of the child support program; or Local, state or federal law enforcement agencies. Information will be released to a local, state, or federal law enforcement agency only when the request: Identifies the person making the request including their authority to do so; Identifies the client; Provides the Social Security Number of the client; States the request is an official duty or that finding and apprehending the client is an official duty; Describes the violation being investigated; and Limits the requested information to the address of the client.
Release information to the U.S. Consulate (U.S. Department of State) only when the client has provided a written release for the information requested.
At the client's request information provided by the client or previously given to a client may be disclosed to the client or their representative.
Information provided by third parties may be disclosed to the client or the client's representative when: A fair hearing has been requested on an issue related to the information; or The Public Disclosure Coordinator determines that: The release is necessary; and The information was provided with the understanding that it might be released.
Information relating to the identity of third parties who have filed complaints regarding clients (or other) and/or who have provided information on condition of anonymity must not be released unless required by a court order.
Information may be released to individuals or agencies with valid releases of information signed and dated by the client. A release of information is valid if it is: Signed by the client, presented within any time frames mentioned on the release; Presented by the individual to whom the release is made out; and A request for information that can be legitimately released.
Information except chemical dependency treatment information may be disclosed to any administrative division of DSHS when the purpose of the request for information is to administer the programs of the department.
Routine transfers of information are subject to the same criteria.
Information may be disclosed to outside agencies only for purposes directly connected with the administration of department programs. Outside agencies who receive confidential information are bound by the same rules as DSHS.
The following information may be disclosed to medical providers: Proof that the client is eligible for medical assistance; Dates of eligibility; The PIC code with the tie breaker; The program for which the client is eligible; and Medicare eligibility status.
The following information may not be disclosed to medical providers: Client names and addresses; Medical services provided; Social and economic conditions or circumstances; Agency evaluation of personal information; and Medical data.
Confidential information cannot be provided for: Commercial or political purposes Personal purposes by any employees of the department.
Disclosure to third parties: The department must disclose to anyone making inquiry whether or not a named individual is currently receiving assistance. The department's response is limited to a "yes" or "no" answer. Further information is prohibited without a release from the client.
Disclosure to courts of law: Information can only be disclosed with a court order.
Disclosure to government officials: Treat requests from government officials like any other third-party request. Refer the request to the CSO Public Disclosure Coordinator.
Special situations: Translators and contractors must be informed of the rules regarding confidentiality and are bound by those rules to the same degree as a department employee. See INTERVIEW REQUIREMENTS for rules and procedures related to TANF/SFA Family Violence Screening and Referral. See RIGHTS AND RESPONSIBILITIES for rules and procedures related to the rights and responsibilities of a client receiving public assistance. See the NSA (Needs Supplemental Accommodation) Handbook for rules and procedures for NSA.
Disclosing Information to Parents with Visitation Rights or Legal Custody
Disclosure of the address of a child on assistance to a parent who is not in the child's household is governed by RCW 74.04.060 , 26.23.120 and 74.12 .
Disclosure of information to any other parent of a child on assistance is handled by the Division of Child Support.
Revised on: May 5, 2025
Eastern or Western State Hospital
Individuals residing in Eastern or Western State Hospital are potentially eligible for the Aged, Blind, or Disabled (ABD) program if they meet all other eligibility criteria per WAC 388-400-0060. If ABD is approved, individuals are eligible for a clothing, personal maintenance, and necessary incidentals (CPI) monthly grant up to $41.62.
At Admission/ABD application: Eastern and Western State Hospital staff help patients submit ABD cash applications after their admission. Hospital staff will only submit ABD applications for patients who are civilly committed or “not guilty by reason of insanity.” Home and Community Services (HCS) and Developmental Disabilities Administration (DDA) staff process ABD applications (and recertifications) for patients age 20 or under and age 65 and over (Title 19). CSD staff process applications (and recertifications) for patients age 21-64.
At Discharge: Eastern and Western State Hospital staff help patients submit food/cash applications at discharge. HCS and DDA staff process discharge applications (and ABD recertifications) for patients discharging to their services/care. Remaining discharge applications (and ABD recertifications) are processed by CSD staff.
Civilly Committed to a Community-Based Facility
At ABD Application: Patients who are civilly committed to a treatment facility managed by the Behavioral Health Administration, such as Maple Lane, Oak Cottage, Olympic Heritage, or the Special Commitment Center , will need to complete a financial interview and provide medical evidence. These facilities do not have an interview waiver or presumptive eligibility per WAC 388-449-0001 and WAC 388-434-0005 .
If ABD is approved, individuals are eligible for a clothing, personal maintenance, and necessary incidentals (CPI) monthly grant up to $41.62.
NOTE: For ABD recipients who are discharged from Eastern and Western State Hospital to a community-based facility, see Clarifying Information #1 for WAC 388-449-0150.
Interview, Medical Evidence Requirements and ACES Living Arrangement Coding
Facility Name Public Institution? Financial Interview Required? Medical Evidence Required? ACES Living Arrangement Coding Eastern/Western State Hospital Yes No No Institution for Mentally Diseased (IM) Oak Cottage No Yes Yes Hospital (HS) Maple Lane No Yes Yes Hospital (HS) Olympic Heritage No Yes Yes Hospital (HS) Special Commitment Center (SCC) total confinement facility on McNeil Island Yes Yes Yes Hospital (HS) SCC secure community transition facilities on McNeil Island and in South Seattle Yes Yes Yes Hospital (HS) SCC Community Least Restrictive Alternative No Yes Yes At Home (AH)
See the following WACs for additional information:
WAC 388-400-0060: Who is eligible for aged, blind or disabled (ABD) cash assistance?
WAC 388-400-0070: Who is eligible for referral to the housing and essential needs (HEN) program?
WAC 388-434-0005: How often does the department review my eligibility for benefits?
WAC 388-449-0001: What are the disability requirements for the aged, blind, or disabled (ABD) program?
WAC 388-449-0150: When does my eligibility for aged, blind, or disabled (ABD) cash benefits end?
WAC 388-449-0200 : Am I eligible for cash assistance for aged, blind, or disabled (ABD) while waiting for supplemental security income (SSI)?
WAC 388-452-0005 : Do I have to be interviewed in order to get cash and basic food benefits?
WAC 388-478-0006: The clothing, personal maintenance, and necessary incidentals (CPI) payment standard for cash assistance.
WAC 388-478-0033 : What are the payment standards for aged, blind, or disabled (ABD) cash assistance?
WAC 388-400-0060: Who is eligible for aged, blind, or disabled (ABD) cash assistance?
You may be eligible for ABD if you reside in Eastern or Western State Hospital or are civilly committed to a community-based facility and meet all other eligibility requirements.
You are not eligible for ABD if you are in the custody of or confined in a public correctional facility such as a state prison, or city, county or tribal jail, including placement in a work release program.
Forensic patients are individuals who have been admitted to Eastern or Western State Hospitals through the criminal justice system. Patients who have been determined “not guilty by reason of insanity” (NGRI) have had their competency restored, completed their court process, pleaded NGRI and have been adjudicated. These patients are potentially eligible for ABD. Competency evaluation and restoration patients are committed under RCW 10.77. Competency is the ability of the person to understand and participate in the court process. This population have not had their crimes adjudicated and are considered in custody of or confined to a public correctional facility. These individuals are not eligible for ABD.
WAC 388-434-0005: How often does the department review my eligibility for benefits?
Specialized eligibility staff review financial eligibility for ABD recipients residing in Eastern or Western State Hospital every 24 months and at discharge.
WAC 388-449-0001: What are the disability requirements for the aged, blind, or disabled (ABD) program?
We consider civilly committed Eastern or Western State Hospital patients as likely to be disabled. Specialized eligibility staff finalize applications for these patients without a disability determination from social services staff .
We consider Eastern or Western State Hospital patients who have been determined “not guilty by reason of insanity” (NGRI) as likely to be disabled. NGRI patients have had their competency restored, completed their court process, pleaded NGRI and have been adjudicated.
A disability determination is required for applicants who are civilly committed to a community-based facility.
WAC 388-449-0150: When does my eligibility for aged, blind, or disabled (ABD) cash benefits end?
We review eligibility for ABD recipients discharging from Eastern or Western State Hospital. This applies whether the recipient is discharged to the community or to a community-based facility such as Oak Cottage, Olympic Heritage or Maple Lane. Specialized eligibility staff must complete an early eligibility review (ER). Completing the ER changes the certification period from 24 months back to 12 months. An interview is not required in this situation since the recipient is residing in a public institution when they submit the eligibility review form. An ABD desk review should be completed. An interview is required if the recipient is applying for food at discharge. Social Services staff must complete a disability determination based on medical evidence.
ABD recipients who are civilly committed to a community-based facility and are discharged to the community during the certification period don’t need to complete a new application or early review. Since they were approved for ABD based on financial eligibility and medical evidence, discharge from a facility is treated as a change of circumstance. See Worker Responsibilities #2 - WAC 388-418-0020 .
WAC 388-449-0200: Am I eligible for cash assistance for aged, blind, or disabled (ABD) while waiting for supplemental security income (SSI)?
ABD recipients who reside in Eastern or Western State Hospital are not required to sign an interim assistance reimbursement authorization.
ABD recipients who reside in Eastern or Western State Hospital are not required to file an application for SSI.
WAC 388-452-0005: Do I have to be interviewed in order to get cash and basic food benefits?
Interviews for ABD cash applicants and recipients who reside in Eastern or Western State Hospital at application and eligibility review (ER) are not required. These applications and reviews are worked by specialized staff only.
Interviews are required for ABD cash applicants who are civilly committed to a community-based facility.
Specialized eligibility staff complete an ABD desk review at discharge from Eastern or Western State Hospital. An interview is not required since the recipient is residing in a public institution.
*Visit the ABD Clients Residing in Eastern or Western State Hospital page in the Social Services Manual for clarifying information about medical evidence.*
ABD Inpatient Discharging from a State Hospital
ABD for Inpatient Customers at State Hospitals
Revised: April 11, 2023
Clarifying Information, Administrative Hearing Coordinator Responsibilities, and Final Agency Decision
1. An Intentional Program Violation (IPV) of the Food Assistance program can be determined by a decision in an Administrative Disqualification Hearing (ADH) or by a decision of the court in a criminal prosecution.
2. A person suspected of an IPV can choose to waive their right to an ADH by signing a Waiver of Administrative Disqualification Hearing ( Form 12-212 ) to accept the IPV penalty under WAC 388-446-0020 .
3. The department must decide whether to refer an IPV instance for prosecution or for an ADH; both procedures shall not be pursued at the same time. Upon completion of an ADH, the department may choose to then refer the case for prosecution.
4. Separate instances of suspected IPV may be combined into one complaint that totals more than $85 for current recipients, or $125 or more for inactive recipients. See FRAUD
5. The department must prove the IPV with "clear and convincing evidence". This means that the evidence must establish that it is highly probable the actions that resulted in the overpayment were intentional.
This category will provide an explanation of the following elements regarding Administrative Hearings.
Revised April 29, 2013
This chapter explains age and school requirements for a child to be eligible for TANF or SFA and the definition of "elderly" for food assistance programs.
Clarifying Information and Worker Responsibilities
Clarifying Information
When a child turns 18: They are considered an adult and can receive assistance for themselves and their children. They must participate full-time in a secondary education program or an equal level of vocational training to be eligible for assistance. The child's eligibility for TANF/SFA ends on the last day of the month in which the child turns 18 if the child: Is not participating in their education on a full-time basis. Has met the basic requirements to complete the education or training program even if they haven't gone though the official graduation ceremony.
Needy caretaker relative of a child receiving SSI:
If the only child that meets the TANF/SFA age requirement gets SSI, the child parent or needy caretaker relative can get TANF or SFA for their own needs as long as the child meets the requirements of WAC 388-404-0005.
Education: See VERIFICATION for information on how to verify a child's age or school attendance. See TEEN PARENTS for the school attendance requirements for TANF and SFA AUs that have an unmarried parent under the age of 18. If a child is on summer vacation, we count the child as participating if they: Didn't finish the basic requirements to complete the program; and Are enrolled or intend to enroll as a full-time student for the next academic year. If a nineteen or 20 year old student attends only English as a Second Language classes or participated in non-state approved home schooling, as defined by RCW 28A.225.010 (4), the student is not eligible for SFA. A child in special education meets the school's definition of disabled and the requirements of WAC 388-404-0005(3) and is eligible for SFA.
ACES will generate an alert to notify the worker that a child is nearing their 18th birthday. Review the case record when you get the alert.
Verify the child's age, school attendance, and the date the child is expected to complete school as needed. If the child will have their 18th birthday during a summer vacation month, contact the school before the end of the school year to find out when the child will complete the program. Update ACES based on the information provided by the school. Verify that the child: Is in a program that will lead to getting their diploma, GED, or equal level of vocational or technical training; Is making satisfactory progress toward completing the program; and Meets the institution's attendance requirement for a full-time student. Set an alert in ACES to follow up with the school as needed if: The school is not certain about the date they expect the child to complete their education; or Based on case history, you expect the child may not participate through the entire review period.
See WAC 388-408-0035 to decide if an elderly and disabled person can be in a separate food assistance unit.
See WAC 388-416-0005 to decide how long to certify an AU when all members are elderly.
See WAC 388-450-0190 for information on the food assistance shelter deduction for AUs with an elderly or disabled member.
See WAC 388-450-0200 to decide if an elderly food assistance client can have an income deduction for their out-of-pocket medical expenses over $35.
See WAC 388-470-0005 for the maximum resource limit for AUs with an elderly member.
See Interview - (DEM2) – Client Demographic 2 Screen for student status.
See Interview - (ALAS) – Aliens, Students and Medically Indigent Screen for education level, school name, completion date, and special ed. exemption.
This chapter includes rules and procedures for processing applications for cash, medical and food assistance. It includes the following sections and rules:
Revised December 8, 2011
To describe what an assistance unit is and how it is formed for cash, medical and food assistance programs. The following sections are contained in this chapter.
Revised June 26, 2014
ACES is an acronym for the Automated Client Eligibility System. This system is used by the State of Washington's Department of Social and Health Services. ACES supports the operations of the department by integrating DSHS programs under a single, client-based, on-line system. The ACES system is a tool for determining eligibility, issuing benefits, management support, and sharing of data between agencies.
ACES Instruction in this Manual
The links to specific sections in the ACES User Manual are provided throughout the Eligibility A-Z Manual. See the ACES User Manual .
Revised July 29,2025
Basic Food Employment and Training (BFET) Program
WAC 388-444-0015 How can the Basic Food Employment and Training (BF E&T) program help me find work?
Clarifying Information - WAC 388-444-0015
What is BFET?
Basic Food Employment & Training (BFET) assist federally funded Basic Food (SNAP) participants gain skills, training or work experience to increase their ability to attain a living wage career. BFET services are available from all WA State community and technical colleges as well as many community-based organization (CBO) providers including the Employment Security Department (ESD). Additional information on the type of services and benefits is located on the BFET public website . www.dshs.wa.gov/bfet
Who can receive BFET services?
Most clients who receive federally funded Basic Food (SNAP) and are at least 16 years old can receive BFET services. Even clients with college education may benefit from retraining or job search services.
How can BFET help pay for college?
BFET students should utilize other forms of funding for tuition whenever possible. Typically, all students who attempt to enroll into BFET will be asked by the college to apply for Federal Student Aid (FAFSA) as part of the enrollment process for BFET.
Who can't receive BFET services?
Clients receiving the following programs:
Temporary Assistance for Needy Families (TANF);
State Food Assistance Program (FAP);
LEP Pathway;
Refugee Cash Assistance (RCA)*; or
Career Ladder for Educated and vocationally Experienced Refugees (CLEVER)
* RCA recipients are not eligible for BFET, however there is one exception. In counties where there are no LEP Pathway providers, RCA recipients may receive BFET services from community colleges. RCA recipients may not receive services from college providers in counties in which there is at least one LEP Pathway provider, although exceptions may be made under extenuating circumstances. Extenuating circumstances may include limited provider capacity, distance from the provider, and/or client request for a particular provider.
BA (Bachelor of Arts or Science) educational degrees, also known as four-year degrees, are not eligible through the BFET program so clients seeking these degrees should not be referred to BFET.
Do clients have to participate in BFET?
No. BFET is voluntary and intended to focus resources on the most motivated individuals. Services are available for exempt and non-exempt clients who are eligible for federal SNAP benefits living in Washington.
NOTE: There are clients categorized as Able-Bodied Adults without Dependents (ABAWD) who do have additional work requirements in order to stay eligible for Basic Food benefits. BFET is an option to fulfill this requirement, though it is not mandatory. To learn more about ABAWDs please see https://www.dshs.wa.gov/esa-1
How does a student become eligible for Basic Food through BFET?
If a client appears to be an ineligible student, give the client basic information about BFET to help decide if they could become eligible for Basic Food. Refer to WAC 388-482-0005 for student eligibility. BFET recipients who are college students are typically eligible students (pending other Basic Food eligibility factors).
How do I find a list of current BFET providers?
See our public web site for a list of BFET Providers and the counties in which they offer services.
BFET Processes and Procedures
How does a Basic Food client receive BFET services?
DSHS staff will provide the client with a referral to BFET provider(s) with their contact information. You can find a list of current BFET Providers at the following: BFET Brochures, EJAS BFET Referral tool, or the BFET public website .
Once the referral is received, the BFET Provider will determine if the perspective individual is SNAP eligible and will complete an intake to determine appropriate BFET services. The BFET Provider will address the referral with appropriate EJAS coding.
If the perspective individual is enrolling in a BFET college program and appears eligible for BFET, but is not yet on SNAP, then the college will complete the 10-501 Referral Form to be submitted to DSHS. This form tells DSHS the client will be accepted into BFET upon approval of SNAP benefits, so the client should be considered an eligible student. The information can also be provided by the college over the phone. The college will open the BFET components and input notes in eJAS after SNAP is approved.
If the client was closed for ABAWD requirements they must meet re-qualifying requirements as outlined in ABAWD participating in BFET. https://www.dshs.wa.gov/esa/basic-food-work-requirements/abawds-able-bodied-adults-without-dependents .
How do I know a client is participating in the BFET program?
Barcode has a BFET indicator in red at the top of the client’s ECR. If you have access, you can also review their information in their electronic case record in eJAS. The BFET program uses the FI component to distinguish BFET participants from other programs that use eJAS. Components are open based on the actual activity of the client, such as BK (supervised job search), BG (vocational education) or BR (job retention). Components reflect the scheduled hours per week for each activity and dates of participation.
Verification of participation from BFET provider: This can be a verbal verification or a provider document.
ACES Procedures
Work Registration
Interview - (WORK) Work Registration / Participation Screen
Basic Food - Able Bodied Adults Without Dependents (ABAWD)
This section provides rules and instructions for Basic Food work requirements and the Basic Food Employment and Training Program (BFE&T). BFE&T services are voluntary and apply to non-TANF clients receiving federal SNAP Benefits. Work Requirements for nonexempt ABAWDs are not voluntary.
A. BASIC FOOD WORK REQUIREMENTS - Work Registration WAC 388-444-0005 Am I required to work or look for work in order to be eligible for Basic Food? B. BASIC FOOD WORK REGISTRATION EXEMPTIONS WAC 388-444-0010 Who is exempt from work registration while receiving Basic Food? C. BASIC FOOD EMPLOYMENT AND TRAINING (BFET) WAC 388-444-0015 How can the Basic Food Employment and Training (BFET) program help me find work? D. BFET PAYMENTS FOR RELATED EXPENSES WAC 388-444-0025 What expenses will the department pay to help me participate in BFET? E. ABAWDs - Able-Bodied Adults Without Dependents WAC 388-444-0030 Do I have to work to be eligible for Basic Food benefits if I am an able-bodied adult without dependents (ABAWD)? WAC 388-444-0035 Who is exempt from ABAWD work requirements? WAC 388-444-0040 Can I volunteer for an unpaid work program in order to meet the work requirements under WAC 388-444-0030 ? WAC 388-444-0045 How does an ABAWD regain eligibility for Basic Food after being closed for the three-month limit? F. BASIC FOOD WORK REQUIREMENTS - GOOD CAUSE WAC 388-444-0050 What is good cause for failing to meet Basic Food work requirements? G. BASIC FOOD WORK REQUIREMENTS - DISQUALIFICATION WAC 388-444-0055 What are the penalties if I refuse or fail to meet Basic Food work requirements? H. BASIC FOOD WORK REQUIREMENTS - UNSUITABLE EMPLOYMENT AND QUITTING A JOB WAC 388-444-0060 What is unsuitable employment for Basic Food work requirements? WAC 388-444-0065 Am I eligible for Basic Food if I quit my job or reduce my work effort? WAC 388-444-0070 What is good cause for quitting my job or reducing my work effort? WAC 388-444-0075 What are the penalties if I quit my job or reduce my work effort without good cause? I. Current Partners - BFET Partner Colleges and Agencies
Revised August 4, 2011
This category is about how to identify incorrect benefit payments and how to establish and refer for collection cash, medical and food assistance overpayments. The rules and procedures for identifying and correcting underpayments are also in this category.
WAC 388-410-0001 What is a cash / medical assistance overpayment?
WAC 388-410-0005 Cash and medical assistance overpayment amount and liability
WAC 388-410-0010 Repayment of grant overpayment occurring prior to April 3, 1982, and resulting from department error
WAC 388-410-0015 Recovery of cash assistance overpayments by mandatory grant deduction
WAC 388-410-0020 What happens if I receive more Basic Food or WASHCAP benefits than I am supposed to receive?
WAC 388-410-0025 Am I responsible for an overpayment in my assistance unit?
WAC 388-410-0030 How does the department calculate and set up my Basic Food or WASHCAP overpayment?
WAC 388-410-0033 How and when does the department collect a Basic Food or WASHCAP overpayment?
WAC 388-410-0035 Are alien and alien sponsors jointly responsible for cash and food assistance overpayments?
WAC 388-410-0040 Cash and food assistance underpayments.
This section describes how the department issues benefits, requirements to endorse warrants, how and when the department provides benefits, the allowable use of cash and food assistance benefits, and the replacement of benefits and Electronic Benefits Transfer (EBT) cards.
Revised April 1, 2026
This section explains which Basic Food assistance units (AUs) don't have to meet all of the eligibility requirements for Basic Food.
Clarifying Information
200 percent of Federal Poverty (FPL) based on Federal Poverty Guidelines published January 2026. April 1, 2026 – March 31, 2027 Persons in AU 200 percent FPL Persons in AU 200 percent FPL 1 $2,660 6 $7,393 2 $3,607 7 $8,340 3 $4,553 8 $9,287 4 $5,500 9 $10,233 5 $6,447 10 $11,180 Add $947 for each person over 10 AU members. All figures are rounded to the closest full dollar.
A member of the AU is disqualified from Basic Food for an Intentional Program Violation (IPV);
The AU is disqualified from Basic Food for a substantial lottery or gambling win equal to or over the amount in WAC 388-470-0005(8)(a ); or
The Head of Household is disqualified for not meeting Basic Food work requirements.
An AU that is CE doesn’t automatically receive Basic Food benefits. If the AU is ineligible for a reason other than income or resources, CE status doesn't make them eligible for benefits. Examples of eligibility requirements not met by CE include:
CE doesn't meet all eligibility requirements for Basic Food if the : AU is ineligible based on Striker requirements under WAC 388-480-0001 ; AU is disqualified for transferring countable resources based on Transfer of Property requirements under WAC 388-488-0010 ; AU is disqualified for a substantial lottery or gambling win equal to or over the amount in WAC 388-470-0005(8)(a) . A member of the AU is disqualified from Basic Food for an Intentional Program Violation (IPV); or The Head of Household is disqualified for not meeting Basic Food work requirements.
CE based on gross countable income: AUs with countable income up to 200% of the federal poverty guidelines are eligible to use the department’s Washington Connection website. This website provides information about our programs as well as referrals to resources in the community. This web-based information and referral service is partly funded with TANF and TANF Maintenance of Effort (MOE) funds. Because of this funding, we are able to use this service to make AUs categorically eligible for Basic Food if they have countable income at or under 200%. The department notifies clients of the ability to access this website and its referral services through a text block on their approval letter for Basic Food.
Reporting requirements for CE households: Households must report when: Their gross monthly income is more than 130% of federal poverty based on the number of people in the household when the household was last certified / recertified; A member of the household has a lottery or gambling win equal to or over the amount in WAC 388-470-0005(8)(a) ; or When a member of the household who must meet work requirements under WAC 388-444-0030 has their hours at work go below twenty hours per week.
CE based on receiving other benefits from other department programs: Households may still be CE if everyone in the assistance unit receives TANF/SFA, Tribal TANF, or if all Basic Food AU members receive Aged, Blind, Disabled (ABD) or Housing and Essential Needs (HEN) referral, Supplemental Security Income (SSI) or a combination of the three. Additionally, receiving Diversion Cash Assistance (DCA) makes a household CE for the month the AU receives the payment and the following three months. A household disqualified due to a lottery or gambling win remains ineligible for CE regardless of the other programs all members receive upon reapplication.
CE and minimum monthly benefit for one and two-person households: All eligible one and two-person assistance units will receive at least the minimum monthly benefit as described under WAC 388-412-0015 . This includes one and two-person AUs with income up to 200% of the poverty guidelines whose monthly benefits would calculate to zero.
Residency: Households that are CE have residency requirements deemed if residency verification is available from another program (TANF, SSI, ABD cash, etc.). This doesn't mean that if a household moves out of the state that it will continue to be eligible for Washington Basic Food benefits.
Social Security Numbers and Sponsored Alien Information: CE households aren't generally required to provide Social Security Numbers (SSN) or sponsored alien information. However, we must verify information necessary for the benefit determination if it isn't captured in another program. If the household is CE based on gross income only, and: the information isn't otherwise available; we will need to obtain the SSN. If we haven't previously verified the sponsored alien information; we must obtain the information if required under WAC 388-450-0155 .
How to treat the Resources of an ineligible member of a CE Assistance Unit: If an AU is CE for Basic Food, but a member is ineligible for benefits, the resources of the ineligible member doesn't affect the AU’s eligibility for Basic Food.
How to treat the income of an ineligible member of a CE Assistance Unit: To determine if the AU is CE based on having income at or under 200% of the federal poverty guidelines, we count a portion of the ineligible member’s income to the AU as required under WAC 388-450-0140 . We then compare the AU’s gross income to the 200% standard based on the number of eligible AU members to determine if the AU is categorically eligible.
EXAMPLE: Basic Food AU consists of four eligible members and one member who is ineligible based on their undocumented status. The AU isn't CE based on receipt of TANF/SFA, DCA, SSI, or ABD benefits. The three eligible members of the AU have $4000 monthly earnings; the fourth is a child. The ineligible member has $1000 countable monthly income. Determine if the AU is CE as follows:
$750 Prorated share (¾ of $1,000) of countable income from ineligible member under WAC 388-450-0140
+ $4000 Gross countable income of eligible AU members
= $4,750 Income used to determine if AU meets 200% test.
Because the gross countable income of $4,750 isn’t over 200% of the federal poverty guidelines for three eligible AU members , the AU is CE for Basic Food.
Revised September 26, 2013
This category contains two sections which address the length of certification periods.
This chapter describes what changes a client needs to report, how changes affect the monthly benefit level and what actions are needed. This chapter contains the following sections:
To describe the services available to assist clients who are chemically dependent or abusing alcohol or drugs. This topic also describes the process for access to chemical dependency treatment for people who are on other public assistance programs and for those who are not eligible for any public assistance program.
Revised July 25, 2017
This section lists the procedures on how to report suspected child abuse, neglect, or the rape of a child. For purposes of this section, “Abuse and neglect” of children means the injury, sexual abuse, sexual exploitation, negligent treatment, or maltreatment of a child by any person under circumstances which indicate that the child’s health, welfare, and safety is harmed. The laws addressing child abuse and neglect are codified in RCW RCW 26.44.020 (12) and RCW 26.44.030 (1(d). The laws addressing child rape are codified in RCW 9A.44.073-079 .
State law requires all DSHS employees to report to Child Protective Services (CPS) the suspected abuse or neglect of a child under the age of 18 whenever there is reasonable cause to believe abuse or neglect exists.
The term “ reasonable cause ” means that if we observe or learn that a child has been abused or neglected, then we must report the incident to CPS. We must report suspected abuse or neglect even if there is no proof that an incident occurred. The gender or sexual orientation of the parties involved does not matter. We are not required to tell the minor or adult about the report.
Examples of abuse or neglect include:
Physical abuse (e.g. unexplained bruises or cuts or repeated untreated injuries)
Sexual abuse or exploitation (e.g. online pedophiles or child prostitution)
Negligent treatment (e.g. appears malnourished, unclean, or refuses to get needed medical care)
Emotional or mental health issues (e.g. appears depressed, agitated, or nonresponsive)
Suspected Prenatal Substance Abuse (e.g. drug or alcohol abuse)
Child tells us they have been abused or neglected.
Always report suspected abuse at the first opportunity, but no later than 48 hours after you decide reasonable cause exists that an incident occurred. Report the abuse to CPS at 1-800-562-5624. Document in the case file that a report to CPS was made.
State law requires all DSHS employees to report suspected child rape to law enforcement. We often become aware of child rape when working with a pregnant or parenting female under the age of 16. For this reason, the definitions below refer to the age of “the father” of the minor’s child. However, the requirement to report is not limited to female pregnant or parenting minors under age 16, or only to child rape that results in pregnancy.
There are three degrees of child rape (as defined in RCW 9A.44.073-079 ). The age of the minor refers to the age at the time of conception, and “father” refers to the father of the minor’s child. Report child rape to law enforcement when the child is a pregnant or parenting minor and at the time of conception the child was: Less than 12 years of age when the father of the minor’s child was at least 24 months older; At least 12 years of age but less than 14 when the father of the minor’s child is 36 months older; or At least 14 years of age but less than 16 when the father of the minor’s child is at least 48 months older and is not married to the minor.
When we report suspected child rape to law enforcement, the report must include the following, if known: The child’s name, address, and age; The name and address of the child’s parent, stepparents, guardians, or other persons having custody of the child; Information about injuries, neglect, or sexual abuse; and The identity of the alleged perpetrator.
A report of child rape to law enforcement can be made only when the department knows the age of the alleged perpetrator. We do not have to ask the age of the alleged father. However, if the age of the father is known and it meets one of the child rape conditions above, a report of suspected child rape must be made to the law enforcement agency that has jurisdiction where the minor lives (either city police or county sheriff).
The gender or sexual orientation of the parties involved does not matter. If the incident meets the child rape criteria above, we must report it to the appropriate law enforcement agency (e.g. city policy or county sheriff).
An oral report can be made, but a written report must be sent upon request by the law enforcement agency. To find a law enforcement agency, click on: https://en.wikipedia.org/wiki/List_of_law_enforcement_agencies_in_Washington
Also, report to CPS at 1-800-562-5624 if abuse or neglect is a factor. There may be situations in which reports to both law enforcement for child rape and CPS for abuse or neglect are made.
Revised July 16, 2026
This chapter provides information and instructions on the assignment of support rights to the State. It includes the requirement to cooperate with the Division of Child Support (DCS) as a condition of eligibility for TANF and SFA.
Clarifying Information and Worker Responsibilities
Clarifying Information
Worker Responsibilities
Worker Responsibilities
Child Support Requirements
A parent/caregiver assigns all rights to support, including child support, child care, and spousal maintenance for each person applying for or getting TANF/SFA.
Effective February 1, 2021, TANF households are eligible to receive child support pass-through up to $50 each month for households that include one child, and up to $100 for households with two or more children. The amount of pass-through will not be more than what Division of Child Support (DCS) collects during the month.
A parent/caregiver incurs a debt with DCS if they retain support payments, except for pass-through, received after the assignment to DCS.
DCS establishes and enforces child support and medical support on a case when a child receives TANF or SFA, unless the department grants good cause not to cooperate. A parent/caregiver whose child receives TANF or SFA doesn’t have the option to request DCS taking only partial action on their case.
Note : In some cases child support arrears “past due support” is not assigned to the state and is forwarded to the custodial parent while on TANF. Budget child support arrears income received by the custodial parent as unearned income “DP”.
Note : Effective February 1, 2021 Pass-through payments do not affect TANF/SFA grants. However, these payments must be budgeted for Basic Food. Workers must use SEMS for each active child support case to anticipate child support amounts. The SEMS Disbursement History (DH) screen shows the amount disbursed and passed through to the custodial parent/caregiver and the Case History (CH) screen shows how the payment is applied for current and arrears support. Using the CP valid value will budget this income correctly for Basic food and exempt it for TANF.
Explain the following to the TANF applicant:
When approved for TANF, a parent/caregiver assigns all rights to support, including child support, childcare, and spousal maintenance for each person applying for or getting TANF/SFA.
If a TANF recipient accepts direct child support for a child on TANF after TANF is approved, they may face an overpayment with DCS.
If there are children in the home who are not on TANF, like a child on SSI, there is no child support assignment or cooperation requirements. If the parent/caregiver is interested in pursuing child support for a child on SSI, they can request this assistance with DCS.
If DCS receives current child support for a child/ren on TANF, DCS will pass through up to $50 each month for households that include one child, and up to $100 for households with two or more children. The amount of pass-through will not be more than what DCS collects during the month.
If DCS receives arrears child support owed to the family prior to being approved on TANF, DCS sends that to the parent/caregiver. If it’s reasonable to anticipate arrears child support, that income is not exempt and will be used in the TANF benefit calculation.
Note: If the parent or caregiver has child support safety concerns, see additional guidance below under WAC 388-422-0010.
How do I complete child support referrals?
Enter Non-Custodial parent (NCP) information for TANF and SFA applications in ACES on the Non-Custodial Parent Screen (NCP). The ACES Manual provides information about completing the NCP page and processing the case in ACES.
Collect and enter as much information as possible on the NCP page so the system can generate the Division of Child Support (DCS) referral (SEMS Quick Referral) for DCS to establish paternity or collect support.
In SEMS, choose the Quick Cash (QC) option from the drop down menu to check for child support income, send comments to DCS when screening parent/caregivers for child support income or payments.
Notify DCS if a parent/caregiver receives a support payment from any party other than DCS after assignment is complete.
Treat support payments received by the parent/caregiver prior to assignment as unearned income.
Cooperation
Using the DSHS 18-334 , Your Options for Child Support Collection while receiving Temporary Assistance for Needy Families (TANF) , explain to the parent/caregiver that: They have assigned the support rights for each child applying for or getting TANF / SFA by signing the application. Unless a Social Service Specialist (SSS) determines that good cause for noncooperation exists, they must cooperate with DCS. DCS provides full support enforcement services which may include enforcement of the noncustodial parent's (NCP) obligation to provide health insurance and contribute his/her share of uninsured medical expenses for the child(ren). DCS also enforces existing orders for spousal maintenance owed to the parent/caregiver.
At the interview, have the parent or caregiver relative complete a DSHS 18-334 , Your Options for Child Support Collection while receiving Temporary Assistance for Needy Families (TANF) on each Non-Custodial parent (NCP) of each child in the TANF/SFA assistance unit, indicating whether or not cooperating with DCS may be dangerous for the applicant or the child. During the interview, code each NCP page and document for each NCP whether the custodial parent (CP) or caregiver states that it is safe for DCS to collect or asks that we determine good cause for noncooperation. For phone interviews, give the parent or caregiver the following options to access the DSHS 18-334: Receive a copy of the 18-334 by mail. If the applicant picks this option, mail a General Correspondence Letter (0050-01) with the 18-334(s) and request the parent/caregiver complete, sign and return the 18-334(s), or Availability to access the 18-334 form online. If the applicant picks this option, explain how to access the 18-334 and options for returning it. Don’t pend the TANF application for the 18-334(s).
Both parents in a two-parent household must help DCS establish paternity for each child in the assistance unit.
For unmarried, two-parent TANF applicants where the father isn't named on the child's birth certificate, give the mother and alleged father the pamphlet titled, "Establishing Parentage for Your Child's Sake... What Every Parent Should Know", DSHS 22-586(X). Encourage them to sign a notarized Acknowledgement of Parentage DOH 422-159 in the CSO. If the parents choose not to sign the Paternity Acknowledgement, explain to them that the father will be referred to DCS for paternity establishment and both are required to cooperate with DCS unless good cause exists.
There is no requirement for the parent/caregiver to cooperate with DCS when they claimed good cause verbally or in writing and the department's decision is pending. For more information on how to process a case when a custodial parent requests good cause after a non-cooperation sanction has been entered, see worker responsibilities 9.
Whenever possible, the SSS interviews the parent/caregiver on the same day the Good Cause claim is received.
If a parent/caretaker claims good cause at a phone interview but is unable to meet with the SSS the same day, immediately refer the good cause claim to the SSS without waiting for the returned 18-334(s). The SSS schedules an interview with at least 10-day notice, but no later than 20 days from the good cause claim. For more information, see the good cause section below and the Social Services Manual - Good Cause .
DCS determines when a parent/caregiver isn’t cooperating with DCS as required and notifies the CSO what the parent/caregiver must do to be considered “cooperating with DCS”. When DCS sends a notice letting us know the parent/caregiver is in non-cooperation, and no good cause is claimed, place the family in 25% non-cooperation sanction. See the ACES User manual - Division of Child Support (DCS) Sanction.
DCS also determines when a parent/care giver resumes cooperation and notifies the CSO. Lift imposed 25% non-cooperation sanctions effective the date that DCS declares is the date the parent/caregiver began cooperating, this may result in an underpayment or a "BEG".
Good Cause
See instructions for explaining assignment of child support rights and completing the 18-334(s) in the Clarifying Information, Cooperation section above.
When the CP applying for or receiving TANF/SFA states it isn’t safe for DCS to provide full collection services (which may include collection of medical support), this is a request for a good cause determination.
Give the parent/caregiver the DSHS 18-334 or send a General Correspondence letter with instructions to complete and return the DSHS 18-334 . Also let the parent or caregiver know they can access the DSHS 18-334 online. If a parent/caregiver already receiving TANF/SFA requests good cause over the telephone or in writing, do a referral to the SSS for the good cause determination while you wait for receipt of the form, see the CSD Procedure – Providing the DSHS 18-334 to TANF Households chapter for additional information.
When a parent/caregiver requests good cause, enter a “Y” in the good cause indicator field, the appropriate code in the reason field, and a “CP” (claim pending) in the status field on the NCP page of the NCP that the CP (custodial parent) states may cause harm.
After entering the NCP page information, refer the parent/caregiver to the SSS who makes the good cause determination. Refer the good cause claim to the SSS immediately following the interview if the parent/caregiver claims good cause without waiting for the returned 18-334(s).
The SSS must complete the good cause determination even if the parent/caregiver terminates TANF/SFA during the good cause determination process.
The supervisor approves the DSHS 18-444(X) - Good Cause Decision by checking the 'reviewed by Supervisor' box in the Barcode Good Cause system.This is a requirement before generating the decision letter.
Replace the “CP” (claim pending) coding with the appropriate code when the SSS approves or denies good cause.
Begin the good cause process as detailed above if a parent/caregiver begins to cooperate with DCS and then requests good cause. Change the reason and status fields to the appropriate code when the determination is pending and again after approval or denial.
When a custodial parent requests good cause after a 25% DCS non-cooperation sanction has been entered, begin the good cause process as detailed above. Instead of coding “CP” (claim pending) enter a “NS” (Pending Non-Cooperation) in the status field. DCS is notified that the client has claimed good cause and they put a hold on the collection process for 30 days. DCS sends a Cooperation Notice, and staff must follow the lifting DCS non-cooperation sanction process.
The system notifies DCS in the overnight batch process (e-Referral) when the NCP page changes.
For more information see the Social Services Manual - Good Cause
A TANF grant will automatically close after the second consecutive month that child support collections exceed the grant payment amount unless there are optional members in a Consolidated Assistance Unit. For instruction about how to close these cases, go to ACES Procedures.
See Close an Assistance Unit / Client
Citizenship and Immigration Status Requirements for all Programs Definitions Cash and Medical Decision Tree Date of Entry Social Security Number Requirements Veteran Status Citizenship and Alien Status - Work Quarters
Citizenship and Immigration Status Requirements Specific to Program Citizenship and Immigration Status - For Food Benefits Citizenship and Alien Status for State Cash Programs
Resources, Desk Aids and Links Immigration Law Center (NILC) Guide Sample SSN Request Letter
Revised July 9, 2025
This section describes civil rights rules and how to file a complaint.
Clarifying Information and Worker Responsibilities
Your civil rights when you do business with include:
Who to contact with a civil rights complaint.
How to tell us if you do not agree with an action we took or a decision we made.
How we respond to civil rights complaints.
We require annual staff training for civil rights.
In accordance with federal civil rights law and USDA civil rights regulations and policies, the USDA, its agencies, offices, employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.
Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the state or local agency that administers the program or contact USDA through the Telecommunications Relay Service at 711 (voice and TTY). Additionally, program information may be made available in languages other than English.
To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027 , found online at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:
Mail : USDA Food and Nutrition Service, 1320 Braddock Place, Room 334 Alexandria, VA 22314; or
Email : FNSCIVILRIGHTSCOMPLAINTS@usda.gov .
USDA is an equal opportunity provider, employer, and lender.
Department policy on equal opportunity and access: The Washington state Department of Social and Health Services (DSHS) is an equal opportunity employer and does not discriminate on the basis of age, sex, sexual orientation, gender, gender identity/expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protected veteran status, the presence of any sensory, mental, physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information.
Discrimination complaints filed with the department: The DSHS Human Resources Investigations Unit investigates complaints we receive on discrimination. Someone may file a complaint with the unit using one of the numbers below or by requesting a copy of either form listed below and sending the complaint to Human Resources. DSHS 22-552(X), Nondiscrimination in the Basic Food Program brochure DSHS 22-171 , Nondiscrimination Policy HR Investigations Unit 1115 S. Washington, OB2 2nd Floor NE Wing PO Box 45839 Olympia, WA 98504-5839 (360) 725-5821 or Toll Free TTY (360) 586-4289 or Toll Free TDD
Hearings / Judicial review: If we receive a complaint that a future hearing or judicial review covers, we can tell the person that the hearing or review will resolve the issue.
Equal Access (EA), previously known as Necessary Supplemental Accommodation (NSA): When handling a complaint from an EA client, be sure to follow the client's EA Plan and applicable EA Policy.
Explain why we made the decision and the rules we used.
Tell people about their options: If someone disagrees with a decision, tell them the options they have to review our decision, including: How to make a complaint Their right to talk to a supervisor Their option to call customer relations at 800-737-0617 and select option 3 Their right to ask for an administrative hearing
Verbal complaints of discrimination: When someone states they were discriminated against, ask them to write down the complaint. If they can't or won't write down the complaint, write down the details of the complaint for them.
When someone wants to make a complaint: Help them write down their complaint as needed; Give them the number for customer relations if they ask for it; and Get the complaint to the person who supervises the client's worker right away.
Civil rights complaints: Tell the person they can file a discrimination complaint about the Basic Food program directly with the US Department of Agriculture - Food and Nutrition Service. Help the person with the complaint as needed and give them the options of how to submit the complaint.If the person is applying for or gets food assistance, give them DSHS 22-552 - Nondiscrimination in the Basic Food Program brochure / complaint form. If the client is applying for or gets benefits from other programs, give them DSHS 22-171 - Nondiscrimination Policy brochure / complaint form. Help the person write down their complaint as needed; Get the complaint to the person who supervises the client's worker right away. Give them the number for customer relations if they ask for it.
Discrimination complaints log: All local offices must keep a discrimination complaints log. The log must record the following information: Date of complaint Name, address, telephone number, and client ID of the person making the complaint The specific location and name of the agency that authorizes the benefits Type of complaint (race, color, sex, political beliefs, etc.) The names, titles, and business addresses of people who may know about the action or decision in the complaint How we addressed the complaint and the date we did this A copy of the written response to the complaint
Mandatory Civil Rights Training: Every year, all staff must complete the online civil rights training by the end of February using the DSHS Learning Center. Completion of this training is monitored, and staff will receive a reminder if they have not completed the training on time.
Client Demographics on Race / Ethnicity at interview: At interview, inform clients we must collect racial and ethnic information for statistical reporting requirements and that the information does not affect eligibility. Ask clients to self-identify their racial and ethnic group. If the client chooses not to identify a race or ethnic group, select Spanish origin code 000 (unreported) and Race code 999 (unreported) and document the client's decision. This is required under federal regulations. Allow the household to update this information by self-identifying if they choose to do so.
A. CONFIDENTIAL INFORMATION WAC 388-428-0010 Request for address disclosure by a parent when a child is living with a non-parental caretaker. B. ADDRESS CONFIDENTIALITY PROGRAM (ACP) Rules for the Address Confidentiality program are found in chapter 434-840 WAC . This program is governed by the Office of the Secretary of State.
Please see Consolidated Emergency Assistance Program (CEAP)
Revised March 25, 2011
To describe how the department receives information from other sources regarding a clients eligibility for program benefits.
ACES provides workers with information on a variety of interfaces including:
Medicaid Management Information System (MMIS)
Office of Financial Recovery (OFR)
DSHS Central Accounting
Disqualified Recipient System (eDRS)
Federal Bureau of Indian Affairs (BIA)
Income and Eligibility Verification System (IEVS)
Beneficiary Earnings Exchange Records (BEER)
Beneficiary Data Exchange (BENDEX)
Employment Security Department
Internal Revenue Service (IRS)
State Data Exchange (SDX)
XRPIEN/Numident/SSA
Division of Child Support
Labor and Industries
Medicare Buy-In
Treasurer's Office
Washington Telephone Assistance Program (WTAP)
JAS (Work First automated system)
Case and Management Information System (CAMIS)
See Interface Data
See Disqualified / Sanctioned Assistance Unit / Individual - Disqualified Recipient System (DRS) - Food Assistance
Revised December 18, 2024
This category describes an emergency cash benefit available to families that meet the eligibility criteria for TANF or SFA but do not need ongoing monthly cash assistance. Assistance under this program is limited to one 30-day period every 12 months.
Effective January 1, 2025 the maximum Diversion Cash Assistance benefit is raised from $1,250 to $2,000.
Clarifying Information and Worker Responsibilities
TANF / SFA eligibility: In order to be eligible for Diversion Cash Assistance (DCA), the assistance unit (AU) must meet all of the eligibility requirements for TANF/SFA except WorkFirst requirements and assignment of child support rights. See PROGRAM SUMMARY for the eligibility requirements of each program. The eligibility requirements include the limits for earned income, unearned income and resources.
Ineligible for cash assistance: Reasons why an adult member of a family may not be eligible for DCA include but are not limited to: Immigration status; Conviction in a state or federal court for unlawful practices in getting TANF/SFA; Conviction in a state or federal court of misrepresenting residence in order to get public assistance in two or more states; Disqualification because of being a fleeing felon; TANF/SFA was closed while in WorkFirst sanction on or after July 1, 2021; or TANF/SFA was closed because of an NCS (non-compliance sanction); A member of the household is in non-compliance with the division of child support; or An adult in the AU is over the TANF time limit, and no adults in the household qualify for a time limit extension. Child only cases (with non-needy relative caretaker) are not eligible for DCA.
Effect of DCA on food assistance: If DCA payment is made directly to the client: It is considered a non-recurring lump sum payment and not counted as income. It is counted as a resource in the month received. If DCA payment is made directly to the vendor: It is considered a vendor payment for emergency and special assistance and not counted as income. It is not counted as a resource.
In determining the need for DCA, utilities are considered part of the housing costs.
An application is always required ( WAC 388-406-0010 ).
When a family requests TANF/SFA: Screen the application in ACES online for TANF/SFA, Review the application for DCA to see if the family has income that would meet the family's needs for at least 12 months. If the family appears eligible for DCA (they are under the income limit but have a way to meet their ongoing needs), explain the option of DCA to the family. If the family is not eligible for DCA or they opt not to apply for DCA, document this clearly. If the family decides to apply for DCA, add the DCA program in ACES 3G before you withdraw the TANF using ACES 3G closing code 550. (This can be done at screening if the family is in person or during the interview)
Determine if the family meets all eligibility criteria for TANF/SFA other than WorkFirst requirements and assignment of child support. Determine if the family has a bona fide need, such as the ones listed in WAC 388-432-0005 The family must provide proof of this need, and You must document how each bona fide need was verified. Issue a denial letter when the family does not have a need or does not provide proof of the need. Determine if the family has enough, or is expected to have enough, income or resources to keep them off of TANF/SFA for 12 months. Use these guidelines to help determine a family’s ability to remain off TANF/SFA. Other factors may also be considered but must be documented in the case file: Is there a current or potential income source? (e.g. Earned Income, Unemployment, Child Support, or other regular source) Is this enough income to enable the family to stay self-sufficient? (i.e. will it cover the rent, utilities, and other bills monthly?) Does the applicant’s history indicate an ability to remain self-sufficient? (Review the case record to see if the family cycles on and off TANF.) Is the applicant highly motivated to stay off TANF/SFA? If there is little chance that the family could be self-sufficient, issue a denial letter for DCA benefits. Help the family consider applying for ongoing assistance or referrals to community resources. Review whether the family has received DCA payment in the past 12-month period or if the family is currently receiving TANF/SFA. If the family received DCA in the last 12 months or if the family is currently receiving TANF/SFA, issue a denial letter. Determine how much the family needs to meet their bona fide needs (up to $2,000). Do not pay more than the need. Document how each bona fide need was verified. Make the payment directly to the vendor whenever possible. When it is not possible to send a payment directly to a vendor, document why it’s not possible. Refer the family for any other benefits and resources that can help them to be self-sufficient. Encourage clients to use Working Connections Child Care (WCCC) to help pay for childcare expenses. TANF/SFA eligibility within the DCA 12-month period: If you approve TANF/SFA within 12 months of the family’s DCA begin date, establish the DCA loan. The amount of the loan depends on how many months the client remained off TANF/SFA before they start receiving TANF/SFA. Calculate the loan amount by using these steps: Starting with the month DCA benefits were authorized count the number of months before the month TANF/SFA benefits started. Subtract those months from 12 to determine the number of remaining months. The number of remaining months is multiplied by one-twelfth of the total DCA payment to calculate the amount that must be repaid. DCA assistance units remain active in ACES 3G for 12 months but doesn't issue monthly payments. When you approve TANF you must close the DCA assistance unit in ACES 3G using closing code 585 (DCA Adult Eligible for TANF, Establish Loan Repayment), updating overpayment reason code: Diversion Assistance loan (DA) on Eligibility screen. DCA overpayments are established at the time of TANF approval. ACES 3G will create the necessary Benefit Error Group (BEG) for any closed months in the 12-month period. Create Overpayment Letter; Select the Diversion Assistance Loan (DA)/Overpayment (O) to create DCA Loan (0045-04); Select all adults in AU (children are no longer liable as of May 2019). Review letter for accurate dates, liability and overpayment amount before printing for state or local mail.
See Diversion Cash Assistance (DCA)
Revised September 25, 2025
All members of the household must be at least 60 years old or must be an adult with a disability as defined in WAC 388-400-0040 .
No member may have earned income.
Unearned income must be verified through existing data crossmatches or by verification provided at recertification.
Nothing on the eligibility review form is questionable. For example, when rent and utilities are self-declared, accept the client’s statement unless the shelter costs are questionable.
To be allowed, out-of-pocket-medical expenses in excess of $35 per month must be verified. If not verified, recertify the case without the expense.
ACES sets the certification period to 36 months. This process is fully automated.
If the household becomes ineligible for ESAP during the certification period but remains eligible for Basic Food, Basic Food will continue through the original 36-month timeframe. See “Effect of Changes during the ESAP certification period” below.
When household income exceeds 130% FPL, and
If they receive substantial gambling or lottery winnings.
ACES removes the X code from the Report Status field and enters the appropriate code for the new circumstances.
The certification period is the remainder of the original 36-month certification period, and the household will be sent MCRs as appropriate ( WAC 388-418-0011 (3)(b) for the remainder of the certification period.
Andrew is ESAP eligible. During his certification period he reports that his minor grandchild moved in. With the child added, the household is no longer just adults, either 60+ or disabled. ACES removes the ESAP coding; and Andrew remains eligible for regular Basic Food with his grandson. The cert period remains the same, whatever is left of the 36 months. The case is no longer ESAP and may be required to submit MCRs. (See Effect of Changes above.) At recertification, the household will be recertified as either ESAP or regular Basic Food, depending on the household circumstances.
(Same example) Several months later, the child leaves the home and is removed from this case. The household once again consists of Andrew, who meets ESAP requirements. However, the case does not transition to ESAP during the cert period. The cert period continues for the remainder of the 36 months with MCRs due every six months. At the next recertification, if the household is eligible for ESAP, ACES codes Andrew’s case as ESAP.
Marta receives Basic Food under ESAP and starts receiving disability retirement benefits. Her reported income exceeds 200%. She is no longer eligible for Basic Food. Update her case with her new income and allow the case to close with advanced and adequate notice. We are not required to interview Marta before closing her active case because she reported the change during her certification instead of at review.
Inez, age 45, receives ABD and does not submit updated medical evidence when required. When her ABD closes, so does her eligibility for ESAP, as we cannot assume she still meets ESAP requirements. She remains eligible for Basic Food for the remainder of the certification. She must complete MCRs even if she is later reinstated on ABD.
If the household continues to meet ESAP eligibility and no information is questionable, recertify as ESAP.
If circumstances reported on the review form are questionable or cannot be verified electronically, and the household hasn’t provided verification with the review, an interview will be required to determine eligibility before recertification. Follow procedures to send the interview letter. When interviewed, if the household: Meets the ESAP requirements, they’ll be recertified as ESAP for 36 months. Does not provide verification of medical expenses that increased by more than $35 but remains otherwise eligible for ESAP, they’ll be recertified as ESAP for 36 months. (If proof is provided later, treat as a reported change.) Is not ESAP eligible but eligible for regular Basic Food, recertify with a 12-month cert period.
Before we close or deny ESAP,
If the ESAP household’s circumstances no longer qualify as ESAP, or
If the client requests one.
If we receive information, whether from the client or another source, indicating the household is no longer eligible for Basic Food benefits, close the case following normal procedures.
Revised: July 28, 2025
This section explains how often we review an Assistance Unit’s (AU) eligibility based on the type of benefits they receive, their circumstances, and when ACES sets a review period to match the review end date or certification end date of other programs.
Clarifying Information and Worker Responsibilities
Clarifying Information and Worker Responsibilities
Clarifying Information
Our eligibility system sets a review period for cash benefits based on the AU's circumstances and other benefits the AU receives from the department. The table below shows the length of certification period the system will set if not matching a review period to another program.
AU Circumstances Default Review Period ABD cash 12 months Refugee Cash Assistance Up to 12 months TANF/ SFA 12 months Working Family Support 6 months
When possible, the system automatically matches the cash review periods with Basic Food certification periods to minimize the number of reviews.
For Basic Food certification periods, see EAZ Manual Chapter - Certification Periods - Basic Food .
Equal Access:
Someone receiving ABD or HEN referral programs who needs Equal Access accommodations has more time to meet certification requirements. If a person receives these services and meets the requirements to be certified within 20 days after the end of their previous certification period, their ABD cash benefits start on the first of the month of the new certification period.
For TANF or food assistance, if the Eligibility Review for recertification is received after the end of the certification period, it is treated as a new application and benefits are prorated from the new date of request.
Forms / processes a person can use to recertify food and cash programs: Someone can recertify benefits by: Completing DSHS 14-001 (X) Application for Benefits; Completing DSHS 14-078(X) Eligibility Review; Completing an ACES Interactive Interview Declaration (IID); or Completing the online application or review form.
Adding a request for assistance to an eligibility review: See CLARIFYING INFORMATION #3 under WAC 388-406-0010 .
Interview Requirements: An interview is required at cash and food Eligibility Review or recertification if we have not interviewed the household in the last twelve months. Exceptions to this rule are for households qualifying for the Elderly Simplified Application Project (ESAP) Basic Food (see Clarifying Information #2 under WAC 388-452-0005 ), and ABD cash recipients residing in a public institution per WAC 388-452-0005 .
Duplicate Eligibility Review Forms:
A duplicate ER form is an additional form(s) received in the 13th month after an ER form was received in the last month of the certification. Under reinstatement rules the client has until the end of the 13th month to complete an interview and provide verification without losing benefits. However, staff must screen in the duplicate ER form as a new request in case the client completes the interview in the 14th month but still in the first 30 days for the new request. Under federal application rules a date of request must be established and the client must receive required notices.
6. Notice of expiration: If we certified a household for three or more months, we send them a letter to tell them that their food and cash benefits are ending by the first day of the last month of their certification period.
7. Verification at recertification:
If someone does not give us verification we ask for by the end of their certification period or within 10 days of the date we asked for it, we count the verification as late.
For food benefits, a person has until the end of the month after the month their certification ended to give us any late or missing verification without losing benefits if the eligibility review was received before the end of the certification period. When the review is late, benefits are prorated from the date of reapplication.
For cash benefits, a person has until the end of the month after the month their certification ended to give us any late or missing verification. If verification is provided in the month after their certification ended, benefits should be prorated from the date that verification is received.
If someone gives us an application or verification to finish a recertification after the end of the month following the certification end month, the person must reapply for benefits.
On August 25th, Bill contacts the CSO and completes his recertification interview that same day. The worker must pend completion of the ER because Bill hasn't provided proof of income. Bill has until the end of August to provide the income verification in order to have benefits reinstated back to August 1.
The worker should send an information request letter on August 25 to Bill giving the him until August 31 to provide the information. If Bill doesn't provide the income verification by August 31st, the case remains closed and Bill must reapply.
See Letters for information on what to include in approval and denial letters.
See Limited English Proficiency (LEP) for information on what we must translate in letters.9.
An application;
An eligibility review;
A Basic Food application or recertification;
An in-person or telephone interview.
Acceptable forms and Interviews
Electronic or Paper Application / Eligibility Review Form Ensure the household has completed and signed one of the following as part of the process if they aren’t completing a Telephonic Signature: Online application or eligibility review; Application for Benefits ( DSHS 14-001 ); Eligibility Review ( DSHS 14-078 ); or ACES Interactive Interview Declaration (IID) after reviewing the information for accuracy. Accept any of the above forms to complete the recertification process if received after the ER notice was mailed to the customer, but prior to the system allowing initiation of the review.
Completing the Review
Review of current circumstances: As part of the review ensure that: The customer answered all questions clearly and completely; and For cash assistance, they signed and dated the application or ER. Both spouses, or both parents of a child in common must sign when the parents live together. Complete an Equal Access (EA) Screening. Guidance on completing an EA Screening can be found in the CSD Procedures Handbook. Review the record to see if earlier actions or changes may have an impact on eligibility. Review for eligibility factors, especially: Income: Review income to see if net income meets expenses for rent, utilities, and other expenses the assistance unit pays. See EA-Z Manual – Verification for more information on living above means (LAM). Resources: ( Except for: Basic Food AUs that are Categorically Eligible ) Review resources the household claims to see if there are any changes to resources we earlier excluded or decided were not available. Review funds in joint checking accounts that we excluded earlier. Review the plan to exclude business property of a self-employed person to decide if the property leads to full or partial self-support. Review the value of liquid and non-liquid resources. Look for an increase in the value of real estate, cash value of life insurance, and securities that can be sold such as stocks, bonds, and certificates of deposit (CD). Review and get proof of eligibility factors that have changed. Review and document previous proof to ensure that: Previously verified factors are clear and complete in the case file; and Do not asking for duplicate or unneeded proof. Document proof we received. Take action on any incorrect payments you discover. Send the person a letter about the actions you took. Work Registration: Check the work registration status of each customer to see if it matches their current circumstance. Take any action to update the status if there are changes.
Referrals: Review all mandatory and voluntary referrals and complete referrals as needed.
Incomplete and late reviews: A household is ineligible for benefits if they don’t complete a required interview, complete a review form (if asked to do so), or give us proof we ask for. See Equal Access (EA) for additional actions required when the household has an EA plan. If the person does not take the needed actions or give us the proof we need to decide if they are eligible for benefits by the end of the review month, cash and food assistance will auto close.
Working Family Support recertification occurs every six months and align with the Basic Food Mid-Certification (MCR) and Eligibility Review (ER) periods. See the CSD Procedures Manual section Working Family Support for WFS recertification procedures at Basic Food MCR and ER.
For information about medical certification periods and Eligibility Reviews, see HCA Manual Chapters – Eligibility Review and Certification Periods .
Eligibility Review
Certification Period
Revised June 20, 2012
This section lists emergency rules related to food assistance programs in response to the COVID-19 pandemic.
Clarifying Information and Worker Responsibilities
Clarifying Information and Worker Responsibilities
Clarifying Information
Supplemental Issuance
Households on food assistance are eligible for a supplemental benefit issuance to increase their benefits to the maximum allotment for their household size starting with the month of March 2020 and will continue on a month to month basis. Supplements may continue if the Food and Nutrition Service (FNS) approves and the federal public health proclamation and state disaster declaration continues.
Beginning April 2021, all households, eligible to receive a supplement, will receive a minimum $95 emergency supplement.
Households that qualify for a supplement include: Households on TFA, WASHCAP, SNAP and FAP. Approved applications regardless of their application date (i.e. prorated benefits).
Staff will continue to determine the correct regular eligibility amount for the household.. Historic overpayments/underpayments will need to be reviewed to see if the household received the maximum allotment for the month. From March 2020 through March 2021, households cannot receive more benefits than the maximum allotment for their household size. Starting in April 2021, households will receive the maximum allotment for their household size, or $95 minimum emergency supplement.
Households eligible for a zero-benefit, due to income, are not eligible for an emergency supplement.
These supplements are not subject to overpayment, unless the household is found ineligible for Basic Food.
Households that receive less than the maximum due to a recoupment are still eligible to receive a minimum $95 emergency supplement based on their full benefit amount.
Automatic Issuance:
An automatic mass supplement was issued for March and/or April 2020 benefits to all households on the evening of April 3, 2020.
Review the Aces.Online Benefit Issuance history to see when the emergency supplements were issued. Emergency supplements are coded as FS/EBT-Supplemental Issuance – 863 .
Notices were suppressed and not required for Emergency Supplements.
After April 16, 2020, the ACES system automatically determined the emergency supplement amount owed to the recipient after approving an application or reinstatement in overnight batch.
Staff only need to complete a manual BEG when adding a person. See Worker Responsibilities. Emergency supplements will show in Aces.Online as FS/EBT-Supplemental Issuance – 863 after overnight batch.
Mass supplements will be performed at the beginning of each month as we receive FNS approval. We will confirm that the federal and state public health emergencies are intact one day of the month. The mass supplement dates may vary depending on the availability of our system and FNS approval.
The worker reinstates Peter for April 2021 and he is still eligible for $154 per month in food assistance. The system will automatically issue an emergency supplement in overnight batch for a minimum emergency supplement of $95 for April 2021, available the following day.
Manual BEGS
Staff need to review cases for a Manual BEG only when adding a new person to the assistance unit.
A new BEG type Emergency Supplement – ES was created to provide supplements manually for cases needing to add a person. This is important to track the funds for this program.
Letters won't generate when the BEG Emergency Supplement– ES is released. We don't require a notice for these emergency supplements.
Staff can confirm the automatic benefits by reviewing Benefit Issuance history in Aces.Online. The emergency supplements for the month will display as FS/EBT – Supplemental Issuance (863 ) .
Emergency supplements issuance dates vary from month to month. We require FNS approval on a month to month basis and the issuance dates may vary depending on approval and system availability.
After April 16, 2020, households finalized or reinstated will receive the emergency supplement in overnight batch. Advise the household that if they qualify for an emergency supplement, it will be available the following day.
After April 16, 2020, staff are no longer required to process a manual BEG unless they are adding a person(s) to the AU. Follow the ACES Manual - How do I add a person to an existing Assistance Unit (AU)?
Once you verify the Manual BEG is needed and correct, press F4 to pass the soft edit.
Note: Pandemic EBT ended as of September 30, 2020.
Pandemic EBT (P-EBT) Benefits are benefits for households with school age children participating in a Free or Reduced Lunch Program in lieu of meals they would eat at school if not for closures due to the COVID-19 pandemic. P-EBT benefits cover school closures effective March 13, 2020 to the end of the academic school year (June 19, 2020). The reimbursement rate is $5.70 per school day (Monday – Friday) per eligible child in the household.
Receipt of food assistance is not a requirement for P-EBT eligibility.
Applicants for P-EBT are not required to: Participate in an interview Provide a telephonic signature Complete an Interactive Interview Declaration Meet citizenship requirements
A school age child is defined as: A child up to 17 years old; or A child 18 to 21 attending high school.
P-EBT applications will not be accepted after September 11, 2020 at 5:00 pm.
Active assistance units (AUs) eligible for P-EBT include households: Receiving Basic Food, including SNAP, FAP, or TFA with a paid through date of 6/30/2020. Eligible for the minimum $0 allotment. With a school age child as defined above coded in ACES.
P-EBT benefits were issued to the current EBT card of the active Basic Food AU.
The P-EBT amount is determined by the date the AU became eligible for Basic Food.
Active Basic Food AUs in March and ongoing received a mass issuance for March, April, May and June 2020.
Active Basic Food AUs that became eligible for Basic Food after March will receive an issuance for the remaining months. If a child became eligible in: April 2020, the child is eligible for April, May and June. May 2020, the child is eligible for May and June. June 2020, the child is eligible for June only.
Barcode generated a tickle for any AU eligible for Basic Food starting April. See Worker Responsibilities below.
FS AU Ends In P-EBT Benefit Available Availability Date 1 1 day after mass issuance June 28 2 2 days after mass issuance June 29 3 3 days after mass issuance June 30 4 4 days after mass issuance July 1 5 5 days after mass issuance July 2 6 6 days after mass issuance July 3 7 7 days after mass issuance July 4 8 8 days after mass issuance July 5 9 9 days after mass issuance July 6 0 10 days after mass issuance July 7
Households not receiving Basic Food but have a school age child eligible for free or reduced price school lunch program will need to contact the department to apply for P-EBT benefits.
A household can apply for P-EBT benefits by: Completing an online application through the Washington Connections ; or Calling the Customer Service Contact Centers and requesting P-EBT benefits.
Applying for Basic Food is not required to qualify for P-EBT. If the household is interested in pursuing regular Basic Food in addition to P-EBT, process the Basic Food application in addition to the P-EBT. Do not delay the P-EBT determination when pending Basic Food for verification.
Staff will use the OSPI P-EBT Search site to verify P-EBT eligibility after an application is received.
P-EBT Benefit Amounts:
The daily amount is $5.70 per eligible child.
The total for all four months (March to June 2020) is $399 per eligible child.
Month Days of School Dollars per child March 2020 12 $68.40 April 2020 22 $125.40 May 2020 21 $119.70 June 2020 15 $85.50
On the evening of June 27, 2020, ACES performed the one time issuance to active (or closed with a paid thru date of 6/30/20) Basic Food AUs containing at least one P-EBT eligible child.
Staff can confirm the automatic issuances by reviewing Benefit Issuance history in Aces.Online. The issuances for each month will display as FS/EBT – Pandemic EBT Supplement (862 ) .
Existing households who started receiving Basic Food after March will get a partial issuance. A Barcode tickle will generate for staff to screen a second Basic Food AU for P-EBT approval or denial for the missing months. Process Barcode ticklers using the procedures explained in CSD Procedures Handbook .
Manual BEG:
Starting June 29, 2020, staff may need to use a new BEG type School Supplement - SS to issue P-EBT benefits manually for newly approved Basic Food households in the following two situations:
If the child is not found on the OSPI Search Site, then create a manual SS BEG based on Basic Food begin date using the newly approved Basic Food AU. Example: Tomas submitted an application for Basic Food on June 15th for himself and his 9 year old son, Angel. Tomas in interviewed on July 1st and approved on Basic Food from June 15th to May 31st. Angel is not found on the OSPI search site as a recipient of free/reduced lunch. The worker will create a manual SS BEG for the month of June to provide the household the P-EBT benefit.
If the child is found on the OSPI Search Site: Create manual SS BEG based on Basic Food begin date using the newly approved Basic Food AU AND Staff will need to screen in a second FS AU for P-EBT only prior to Basic Food approval ( DO NOT ISSUE A BEG )
The worker will create a manual SS BEG for the month of June using the newly approved Basic Food AU AND create a separate FS AU for P-EBT only approval for March, April, and May, which will process in overnight batch.
Letters:
Letters will not generate when the BEG School Supplement – SS is released.
We do not require an approval letter for P-EBT benefits.
Staff will create a General Correspondence letter when a P-EBT request is denied and add the appropriate canned text. The canned text is specific to the reason for the denial. The two reasons to deny P-EBT applications are: The student's information is not on the OSPI P-EBT Search site; and P-EBT benefits previously issued to the household.
EBT Card:
Staff will review Barcode EBT transactions to verify the household has an EBT card and they have used it within the past 60 days.
Staff will not manually issue an EBT card if transactions occurred on an EBT account within the past 60 days unless the household states they no longer have the EBT card.
Follow COVID-19 Temporary Procedures to issue EBT cards for those households that: Do not have an EBT card, Have not used one the past 60 days, or Are requesting a new EBT card.
Children under the age of 5 may be eligible for P-EBT benefits if they attended a early learning facility operating as part of a public school district that participates in the National School Lunch Program. These eligible children are included in the OSPI Search Site.
Application deadline:
Staff will determine eligibility for P-EBT applications:
submitted online or by mail by 5:00 pm on September 11, 2020.
submitted telephonically by 3:00 pm on September 16, 2020.
Revised on: May 13, 2025
Title 2 of the Americans with Disabilities Act (ADA) prohibits discrimination on the basis of disability in all services, programs, and activities provided by the department.
Chapter 388-472 WAC broadly supports Title 2 of the ADA and outlines the following:
WAC 388-472-0005 What are my rights and responsibilities?
WAC 388-472-0010 What are necessary supplemental accommodation (NSA) services?
WAC 388-472-0020 How does the department decide if I am eligible for NSA services?
WAC 388-472-0030 How can I get NSA services?
WAC 388-472-0040 What are the department’s responsibilities in giving NSA services to me?
WAC 388-472-0050 What if I don’t accept or follow through with program requirements because I’m not able to or don’t understand them?
We use the term Equal Access (EA) services instead of Necessary Supplemental Accommodation (NSA) services.
We can provide EA services to you if you have an impairment(s) or other problems that make it difficult to access our programs. EA services include: Arranging for assistive listening devices, sign language interpretation, or other communication aids; Sending forms and letters in large print or other format; Arranging for or providing help to complete and submit forms to us; Reading or explaining letters or forms we send; Helping you give or get the information we need to decide or continue eligibility; If we know you have a person who helps you with your applications, notifying them when we need information or when we are about to reduce or end your benefits; Calling you instead of having you come into the office; Meeting with you in a room free of distractions (when possible); Reminding you of appointments; If you miss an appointment or deadline, contacting you about the reason before we reduce or end your benefits; Reviewing our decision to stop, suspend, or reduce your benefits to make sure we followed your EA Plan; Explaining to you a reduction or termination of your benefits (see WAC 388-418-0020 ); Helping you request continuing benefits or a fair hearing; Allowing someone you choose to be in charge of your benefits, and providing protective payments if needed.
For EA clients who have Limited English Proficiency (LEP), follow policy guidance under Chapter 388-271 WAC , and in the EA-Z Manual .
For EA clients who have an Authorized Representative or Protective Payee, follow policy guidance under Chapter 388-460 WAC , and in the EA-Z Manual and Social Services Manual. Authorized Representative - Food Assistance Authorized Representative - Food, Cash, and Medical Benefit Issuances Payees on Benefit Issuances - Overview Payees on Benefits Issuances - Protective Payees Protective Payees - Guidelines
All CSD clients who are head of household are potentially eligible for EA services.
If two parents are part of a TANF assistance unit , both clients are potentially eligible for EA services.
Public Benefit Specialists and WorkFirst staff are responsible for completing an EA Screening at application and eligibility review for all CSD clients. Guidance on completing an EA Screening can be found in the CSD Procedures Handbook.
Public Benefit Specialists, Case Planners, and Social Services staff are responsible for completing an additional EA Screening during a client contact when: A client doesn’t have an existing plan and may need one; or An existing plan may require modification to better accommodate the client.
Public Benefit Specialists, Case Planners, and Social Services staff are responsible for developing an EA Plan when they identify a client as EA. Steps on how to create an EA Plan can be found in the ACES Manual.
Public Benefit Specialists, Case Planners, and Social Services staff are responsible for modifying an existing EA Plan when they or the client determines a need to do so. Staff may not remove existing accommodations from a plan without the client’s consent. Steps on how to access and update an EA Plan can be found in the ACES Manual.
All CSD staff are continually responsible to review and follow a client’s EA Plan, and document that they have done so.
We restore lost benefits for EA clients when: We stop a benefit during a certification period because we are unable to tell if the client continues to qualify; and The client provides proof they still qualify within twenty days after the benefit end date.
When staff decide an EA client’s limitation and/or impairment(s) is the cause for their refusal to accept or failure to follow through on the requirements listed below, the client has good cause and staff will not take any adverse action. Public Benefit Specialists or Case Planners determine good cause for the following requirements. Refer to Basic Food Work Requirements- Good Cause for more information. Maintain employment (e.g. work registrants); or Participate in food assistance employment or training (e.g. ABAWD clients). WorkFirst or Social Services staff determine good cause for the following requirements: Follow through with medical treatment; Follow through with referrals to other agencies; or Participate in the WorkFirst program.
When staff determines that a client has good cause, they review the client’s EA Plan to ensure that all EA accommodations necessary to support the client’s participation are included in their plan.
Example : WorkFirst participant didn’t follow through with job search. At the good cause appointment, the participant admits they can’t read and didn’t understand their Individual Responsibility Plan (IRP) instructing them to attend job search. The Case Manager would not recommend a WorkFirst sanction, they would create an EA service plan with the participant including accommodations like; having a representative who would also get a copy of letters, reading or explaining letters or forms we send, and reminder calls about appointments. Then a new IRP would be created together with the participant to address the learning needs like a learning disability assessment or adult basic education classes.
If the Department is unable to accommodate a client’s limitation or impairment to support a specific program requirement, the Department determines whether that program requirement or activity can be waived. Department staff review the case with their direct supervisor to explore whether an alternative accommodation can be provided to address the EA need. For cash programs: If an alternative accommodation isn’t possible, staff discuss the case with their supervisor and document the participant is EA, that they were unable to participate in their plan and any next steps (including asking for medical documentation) For WorkFirst Program this might include considering deferrals or waivers also called exemptions from WorkFirst activities. See WFHB 3.5.1.9 and WFHB 3.5.1.10. For Basic Food work requirements (including ABAWD) determine if client meets criteria for exemptions. Screen the customer for all exemptions/exceptions and apply the exemption that will be in effect the longest when an individual qualifies for more than one exemption. See Basic Food - Work Requirements for more information.
Title 2 of the American Disabilities Act (ADA)
28 CFR Part 35- Nondiscrimination on the Basis of Disability in State and Local Government
Office of Deaf and Hard of Hearing
Washington State Department of Services for the Blind
Disability Issues and Employment Resources
Disability Resources in Rural Communities
Revised September 22, 2016
To explain how, in certain circumstances, the department can grant exceptions to program rules.
Clarifying Information and Worker Responsibilities
The Secretary of DSHS has delegated the authority for approval of exceptions to rule to the Economic Services Administration, Community Services Division ( RCW 43.20A.110 ).
Direct requests for exceptions to procedures or policies that are not specified in rule to a supervisor.
The Secretary's coordinator for exception to rules is located in CSD Headquarters.
All ETR requests must be submitted through the Barcode ETR Screen.
Each CSO designates an Exception to Rule Coordinator.
Requests for Exception to Rule must accurately cite the rule that is being considered for an exception. Direct questions about the correct citation to a supervisor or the Secretary's Designee in CSD headquarters.
Determine on a case by case basis, using the criteria in WAC 388-440-0001 , whether a request for an exception is appropriate.
If the request isn't appropriate, send client ACES Online letter 0070-03 (05-177) Exception to Rule Not Requested.
If the request is appropriate:
Submit the request through the ETR Screen in Barcode. The following step by step instructions for requesting an ETR are provided for DSHS staff: ETR Process – Worker ETR Process – Supervisor
Notify the client of the decision regarding the request by sending an ACES Online letter 0070-04 (Approval) or 0070-05(Denial) or use DSHS 05-177(x).
Take action to authorize benefit if exception is approved.
Document actions on the case narrative, and retain completed ETR in the electronic case record.
If any exception is approved, use the proper valid value (EP - Exception to Policy Recurring or NR - Exception to Policy Non-Recurring) on the AREQ screen to identify the payment as an exception to rule.
Document what was approved in the ETR on the REMARKS screen (F9) behind the screen that contains the information relating to the exception.
If an exception to rule is approved for Disability Lifeline time limits, you must also enter the appropriate ETR code on the WORK screen closure delay reason field:
RM - Receiving Medical Treatment
AF - Alternate Living Facility
Revised December 8, 2014
Revised June 16, 2016
This chapter explains how being a fleeing felon impacts a client’s eligibility for some department programs.
Clarifying Information and Worker Responsibilities
Fleeing felons: We consider someone ineligible when: A Federal, State, or local law enforcement officer presents an outstanding felony arrest warrant. The officer must be acting on behalf of their agency, and; The warrant has one or all of the following Uniform Offense Classification Codes: Escape (4901) Flight to Avoid (prosecution, confinement, etc.)(4902) Flight-Escape (4999)
2. Probation or parole violations: We consider someone ineligible when an arrest warrant is issued by an impartial party because the individual failed to comply with a condition of probation or parole. What is considered a violation of parole varies from case to case. A corrections officer may tell us that they intend to issue a warrant, but a person's eligibility is not affected until a warrant is issued.
3. Juvenile convictions: A juvenile offender who flees a felony warrant is subject to the same rules as adult offenders. This includes persons who were convicted of a felony in a juvenile court.
4. Probation or parole violation: Violating a condition of probation or parole means an arrest warrant is issued when the corrections officer informs an administrative body or court that an individual failed to comply with a condition of probation or parole.
5. Time periods for fleeing felon and parole/probation violation status: There is no disqualification period. Clients can reapply for benefits at any time. We are required to make a determination of benefits based on whether the warrant used to deny or terminated benefits is still valid. A warrant is not valid if the time period for actively seeking the client has expired.
When we are presented with a warrant for a client:
a. We must consider that person "fleeing" and not eligible for TANF/SFA or Basic Food benefits when:
i. The law enforcement agency or Department of Corrections intends to enforce the warrant within:
a. 30 days from the date we contact the agency to verify the warrant; or
b. 20 days from the date the agency request information about the client as described in Worker Responsibilities #3.
2. Reviewing parole/probation status:
Take the following actions at application, at review, or when adding an individual to the Assistance Unit (AU):
a. Ask the about outstanding warrants for each member of the household and record the information in ACES.
b. If the client declares that they are aware of a warrant for parole/probation violations:
i. Contact the Community Corrections Office (CCO) listed in FORS.
ii. Determine the type of warrant issued by the CCO.
a. If the warrant was issued by the CCO (Secretary’s warrant, or bench warrant for example), the client is eligible for Basic Food or Cash if they meet all other eligibility requirements.
b. If the warrant was not issued by the CCO, verify the type of warrant was issued from an impartial party and that DOC intends to enforce the warrant within 30 days before denying or terminating benefits.
3. When law enforcement contacts the department:
If a law enforcement official contacts us regarding an individual, cooperate with the official as required by state and federal law.
a. State Law - RCW 74.04.062 allows us to disclose current address and location information about cash-only clients to law enforcement officers when all of the following conditions are met:
i. They are acting in an official capacity;
ii. They identify themselves;
iii. Provide the client's Social Security Number; and
iv. Demonstrate that the client is a fugitive.
b. Federal Law - 7CFR §272.1 (c)(1)(vii) Requires us to cooperate with law enforcement officers by providing the address, Social Security Number, and any available photograph of a client when:
i. The request is specified in writing ; and
ii. Includes the name of the household member being sought; and
iii. The person is fleeing to avoid prosecution or custody for a crime, or an attempt to commit a crime, that would be classified as a felony or is violating a condition of probation or parole imposed under a Federal or State law; or
iv. The person has information needed to apprehend or investigate another household member who is fleeing to avoid prosecution or custody for a felony, or has violated a condition of probation or parole.
v. The federal law applies to all Basic Food applicants and recipients and supersedes the state law for these individuals.
4. DSHS Staff Reporting Felons:
In very limited circumstances, staff may report a fleeing felon applying for or receiving cash assistance.
RCW 74.04.062 allows us to contact the appropriate law enforcement agency when we learn that a person has a valid outstanding warrant. These provisions in state law apply to cash only clients.
Federal law under 7 CFR §272.1 (c)(1)(vii) only allows us to disclose information on the whereabouts of a fleeing felon applying for or receiving food assistance as described under section (3)(b) above. It does not allow staff to initiate contact with law enforcement.
We cannot contact law enforcement to report a fleeing felon for food assistance, even if the person is also applying for or receiving cash assistance.
The only mandatory requirement when provided a written request meeting the requirements under RCW 74.04.062 is to provide the person’s current address, location, and social security number.
Local offices are not required to assist in detaining or delaying a fleeing felon leaving the office in order for law enforcement to arrest them.
Revised June 29, 2012
Revised Revised May 8, 2014
The Supplemental Nutrition Assistance Program (SNAP), called Basic Food in Washington state, helps people with low income buy more nutritious food.
The Food Distribution Program on Indian Reservations - FDPIR is a Federal program that provides USDA foods to low-income households, including the elderly, living on Indian reservations, and to Native American families residing in designated areas near reservations. There are nine FDPIR programs serving 29 areas in Washington.
Federal regulations prohibit participation in both the Supplemental Nutrition Assistance Program - SNAP and FDPIR at the same time. DSHS rules under WAC 388-400-0040 disallow dual participation as well.
The Application for Benefits, DSHS 14-001 , asks people if they have received food from another state, tribe, or other source.
Tribal members may choose which program they wish to receive benefits from.
If a Tribal member has been disqualified from FDPIR, they are also disqualified from SNAP for the same period.
If a tribal member applying for SNAP indicates that they receive commodities from the Food Distribution on Indian Reservations, inform them that federal law does not allow participation in both programs and ask which food program they would like to use.
If the person chooses SNAP: Contact the appropriate FDPIR program and request them to disenroll the member from FDPIR. Approve SNAP effective the first of the month after their FDPIR benefits end.
If they choose FDPIR, deny the application for food assistance based on participation in FDPIR.
FDPIR Programs in Washington FDPIR Contact Colville Confederated Tribes Area of Operation: Colville Confederated Tribes PO Box 150, Nespelem, WA 99155 4 Lakes Street, Nespelem, WA 99155 United States See map: Google Maps Dorothy Palmer Manager, Food Distribution Program Phone: (509) 634-2796 https://www.colvilletribes.com/ Lummi Indian Business Council Area of Operation: Lummi Indian Tribe 2616 Kwina Road Bellingham, WA 98226 United States See map: Google Maps Elaine Lane Director, Commodity Food Program Phone: (360) 384-2366 Makah Indian Tribe Area of Operation: Makah Indian Tribe PO Box 115, Neah Bay, WA 98357 Bldg #40, 90 Resort Drive, Neah Bay, WA 98357 United States See map: Google Maps Arriana Moccardine, Acting Coordinator, Food Distribution Program Phone: (360) 645-2154 Quileute Indian Tribe Areas of Operation: (2) Quileute and Hoh Reservations PO Box 279 (Main Office), PO Box 219 (Food Program), La Push, WA 98350 1 Quileute Nation Street, La Push, WA 98350 United States See map: Google Maps Bonnie Jackson Manager, Food Distribution Program Phone: (360) 374-2147 Quinault Indian Nation Area of Operation: Quinault Indian Nation PO Box 189, Taholah, WA 98587 1412 Aalis Drive, Taholah, WA 98587 United States See map: Google Maps Ray L Capoeman Director, Food Distribution Program Phone: (360) 276-8211 Ext. Small Tribes of Western Washington Areas of Operation: (15) Suquamish, Upper Skagit, Shoalwater Bay Tribe, Nooksack, Muckleshoot, Swinomish, Lower Elwha, Tulalip, Sauk-Suilattle, Stillaguamish, Puyallup, Jamestown Tribes, Samish Indian Tribe, Cowlitz Tribe, Snoqualmie Tribe 3040 96th Street, South Lakewood, WA 98499 United States See map: Google Maps Benita R Lewis Director, Food Distribution Program Phone: (800) 567-6690 Ext. 228 South Puget Inter Tribal Planning Agency Areas of Operation: (5) Nisqually, Chehalis, Skokomish, Squaxin Island, Port Gamble/S'Klallam 4822 She-Na-Num Drive SE Olympia, WA 98513 United States See map: Google Maps Carmen Kalama Director, Food Distribution Program Phone: (360) 426-3990 Spokane Tribe of Indians Areas of Operation: (2) Spokane and Kalispel Reservations PO Box 540, Wellpinit, WA 99040 6208 Ford-Wellpinit Road, Wellpinit, WA 99040 United States See map: Google Maps Scott Peone Director, Food Distribution Program Phone: (509) 258-7145 Yakama Indian Nation Area of Operation: Yakama Indian Nation PO Box 151, Toppenish, WA 98948 802 E 1st Ave, Toppenish, WA 98948 United States See map: Google Maps Linda Walker Director, Commodity Food Program Phone: (509) 865-5121 Ext. 4694
Revised February 13, 2023
To provide instructions and contact information when working with children who are eligible or active on D-track medical programs administered by the Health Care Authority (HCA) and the Foster Care and Adoption Support (FCAS) team.
Foster Care and Adoption Support (FCAS) is part of the Health Care Authority (HCA) and it is responsible for determining current and ongoing eligibility for all foster care related medical programs outlined in the Washington Apple Health Manual- Foster Care, Relative Placement, Adoption Support, Juvenile Rehabilitation, Unaccompanied Minor Program chapter.
For assistance with any shared D medical programs, see the contact information outlined in the Washington Apple Health Manual- Foster Care, Relative Placement, Adoption Support, Juvenile Rehabilitation, Unaccompanied Minor Program chapter.
Revised November 6, 2023
This chapter is about fraud or unlawful practices in obtaining cash, food, or medical assistance. Additionally the chapter addresses Intentional Program Violations, Administrative Disqualification Hearings, and disqualification periods for persons who have broken a food assistance rule on purpose.
Clarifying Information and Worker Responsibilities
Clarifying Information
Clarifying Information and Worker Responsibilities
*** As a result of implementation of the Affordable Care Act (ACA), this clarifying page may no longer be effective for medical coverage applications received on or after 10/01/2013. Clients under 65 years of age who need to apply for medical coverage on or after 10/01/2013 should be referred to Washington Healthplanfinder. Applications for medical coverage for households where all members are 65 years of age and older should be referred to Washington Connection. ***
The FRAUD chapter is related to the BENEFIT ERRORS and the ADMINISTRATIVE HEARINGS chapters. An overpayment of benefits often comes before a referral to the court system or to an Administrative Disqualification Hearing for a determination of fraud.
Staff may make a referral for fraud investigation when they become aware of facts that indicate an overpayment has occurred as a result of a client's intent to conceal or misrepresent facts to the department. Potential fraud may also be discovered outside of the process of determining what caused the household to receive incorrect benefits.
Discovering Potential Fraud / Unlawful Activity: Discovery of possible fraudulent or unlawful practices may result from complaints or information received by the local office in a variety of ways. Examples include: Direct calls to the local office or customer service center; Welfare Fraud Hot Line Complaint (1-800-562-6906); Client change of circumstance report; ESD Quarterly Earnings Alert or Comparison Report; Fraud Early Detection Program (FRED) investigations. FRED investigations may be requested for active cases to establish ongoing eligibility. A Quality Assurance Review (QA).
Establishing an intentional cash overpayment: The Public Benefit Specialist (PBS) can establish an Intentional overpayment if the client received incorrect cash benefits and there is evidence in the case record showing intent. Intent means that the client knows what facts or changes to report, when to report those changes, had the opportunity to report, and chose not to report. Intent also implies that the client didn't report a change or a fact because they knew that reporting it would probably have a negative effect on their benefits.
The Office of Fraud and Accountability (OFA) Fraud Early Detection program (FRED): The Fraud Early Detection program (FRED) is under the direction of the Office of Fraud and Accountability and provides criminal investigators when activities are required that go beyond the scope of the Financial Service Specialist's authority. The purpose of FRED is to: Provide a cost-effective measure for reduction of errors; Save benefit funds for families requiring assistance; Reduce the need to investigate and prosecute recipients by resolving questionable circumstances prior to the authorization of benefits.
How FRED improves program integrity: FRED investigators help support program integrity in the following ways: Obtain information requested by the PBS; Use interviews with clients and third parties (called collateral contacts) to resolve questions or inconsistencies; Report findings to the PBS; Make recommendations regarding criminal prosecution; Participate in Administrative Hearings, as needed.
Referrals to OFA based on overpayments: After establishing an intentional cash overpayment, the case is referred to the Office of Fraud and Accountability (OFA) for possible prosecution. The client has the right to an Administrative Hearing over the establishment of the overpayment and the intentional designation. See BENEFIT ERRORS and ADMINISTRATIVE HEARINGS .
Establishing Intentional Program Violations for Food Assistance: When the overpayment involves food assistance, current policy states that only a court of law or an Administrative Disqualification Hearing can determine an Intentional Program Violation (IPV). The PBS establishes an unintentional overpayment, called Inadvertent Household Error, and refers, with any cash overpayment, to OFA for investigation and potential prosecution.
Threshold for Administrative Disqualification Hearing: If the food assistance overpayment, or separate instances of suspected IPV total more than $85 for current recipients or more than $125 for inactive households, we refer the case for an Administrative Disqualification Hearing, according to local office procedures. See ADMINISTRATIVE HEARINGS .
Assistance from Fraud Early Detection Program (FRED)
Disqualification period for cash assistance.
TANF disqualification period for fraud convictions of misrepresenting interstate residence.
When to initiate a FRED referral: Initiate a FRED referral though the Client's Electronic Case Record (ECR) when: A collateral contact or client doesn't respond with requested information; The information received from the client or contact raises inconsistencies, or is unclear, unconvincing, or questionable; Verification documents can't be obtained through normal methods available to an PBS; According to established procedures on initial applications; The application interview raises questions or concerns about the reported facts and verification can’t be obtained or doesn’t resolve the concern.
Appropriate FRED referrals: Some examples of situations where a FRED referral is in order: The physical record indicates previous ownership of real property, but the client states no ownership on a new application. The client doesn't provide adequate or convincing verification on the status of the property. Numerous complaints have been received of a client having multiple vehicles on the property and it appears that the client is restoring and selling the vehicles. The client denies any such thing and states that the cars are there temporarily and belong to a relative. Client reports living alone and the landlord statement reflects the same information; but a complaint received shows others are in the home and supporting the client. Client has a history of working for cash and not reporting. There is currently no source of income being reported for the household and the client doesn't have a reasonable explanation of how expenses are being met. Client states that the non-custodial parent (NCP) has left the home but can't say where the NCP is located. The landlord states that to his knowledge, both parents reside in the home. The client states that the NCP only comes to visit the children.
Taking action on FRED findings: Take action on a FRED response as follows: If the referral contains facts which adversely affect current or future eligibility or payment, follow procedures found in CHANGE OF CIRCUMSTANCES ; If an overpayment is identified, follow procedures in BENEFIT ERRORS ; Complete the return response to FRED, indicating a summary of actions taken.
Complete a referral to OFA and list the documents in the case file that demonstrate intent. See the Procedures Handbook for referral instructions. Documents to examine for the time period include: Rights and Responsibilities signed by client; Application showing facts omitted or false information declared; Eligibility Review reflecting false circumstances; Mid Certification Review (MCR) completed and signed but not reporting the change; Change of Circumstance reporting one change but not another; and Any other document presented by the client or a collateral contact which demonstrates the intent of the client to give misleading or incorrect information to receive benefits.
Initiate an Intentional Overpayment Investigation Referral (OFA referral) through the client's ECR when: An intentional cash assistance overpayment is identified and processed; A food assistance overpayment is completed and determined intentional as defined in #2 of Clarifying Information WAC 388-446-0001 above; or Documents in the case record provide clear evidence of the client's willful concealment of information or intentional failure to reveal information, causing the overpayment.
Set a tickler for a 60-day response from OFA. If no response is received, request a response date. OFA will respond with their decision on forwarding the case for prosecution and instructions to the worker on whether to proceed with the Administrative Disqualification Hearing (ADH) for food assistance.
We can combine separate instances of suspected Intentional Program Violation (IPV) for food assistance into one complaint that totals more than $85 for current recipients, or more than $125 for inactive cases. Suspected IPVs may be presented an Administrative Disqualification Hearing (ADH). (See ADMINISTRATIVE DISQUALIFICATION HEARINGS for ADH Worker Responsibilities)
Trafficking is when someone attempts to sell, exchange food benefits for anything of value such as cash, drugs, weapons, or anything other than food from an authorized retailer.
The department must prove an IPV with clear and convincing evidence. This means that the evidence must establish that it is highly probable the actions that resulted in the overpayment were intentional.
An IPV can be determined either by a court decision in a criminal prosecution or by decision in an ADH.
We must choose whether to refer an IPV instance for prosecution or for an ADH; we don't pursue both procedures at the same time. Upon completion of an ADH, we may choose to refer the case for prosecution.
The Disqualified Recipient System (DRS) is a nationwide exchange of information between the Federal government and the States regarding IPV decisions. The DRS interface is a real time web service that interfaces directly with ACES 3G via the electronic Disqualified Recipient System (eDRS). eDRS creates a real time match during application and eligibility review processing in ACES 3G and will show any IPV records for an individual on the Sanction Screen. For more information about online processing and eDRS, see the ACES User Manual.
Verifying Matches
DRS matches aren't verified upon receipt. Staff must verify the match with the state that originated the disqualification or with the applicant/recipient. Accept either the written or verbal verification that the originating state has records of:
Court decisions;
Administrative hearing determinations;
Signed disqualification agreements;
Administrative disqualification hearing waivers; or
Other supporting documentation for IPV disqualifications of the applicant/recipient.
Verify the DRS record matches the individual in the case record. Request the following information about the DRS disqualified individual from the other state:
Name;
SSN; and
Date of birth.
Also verify the information in the DRS match is correct regarding:
Offense description;
Number of offense (first, second, or third); and
Penalty length.
We must provide 10-day advance notice to any client who is being disqualified from food assistance.
Timely Disqualifications
For an ADH decision, disqualify the person who has committed the IPV effective the first of the month following the date the person and the department are notified in writing of the ADH decision.
If there isn’t an active food case; the client must be sent a notice advising them that the disqualification period will be deferred until the client reapplies for and is determined eligible for basic food.
For a court decision, a timely disqualification is within 45 days of the date of the written order unless the court specifically sets a different time frame.
If a disqualification isn't processed timely, disqualify the person for the remaining time of the penalty period. Don't disqualify a person once the disqualification period that should have been applied has expired. Establish an Administrative Error overpayment for the time period from the first day of the intended month of disqualification until the effective date of action.
Once the disqualification period has been implemented, it continues uninterrupted regardless of the eligibility of the assistance unit.
See Disqualified / Sanctioned Assistance Unit / Individual - Misrepresenting Interstate Residence - Ineligible
Also see Disqualified / Sanctioned Assistance Unit / Individual - Unlawful Practice Causing Ineligibility
Revised December 9, 2014
Revised December 31, 2013
A person must be unable to work due to a mental or physical impairment to meet incapacity or disability criteria for ABD cash or a referral to the HEN program.
WAC 388-447-0001 What are the incapacity requirements for referral to the Housing and Essential Needs (HEN) program?
WAC 388-449-0001 What are the disability requirements for the Aged, Blind or Disabled (ABD) program?
Disability program specialists are responsible for determining disability and incapacity for ABD cash and referral to the HEN program.
Applications
Refer ABD cash applicants to the disability program specialist (DPS) when the person claims they have a physical or psychological impairment preventing them from working. These cases require Disability Decision by the DPS. If the person does not meet the disability criteria for ABD cash, the disability program specialist will determine incapacity criteria for the HEN Referral program using the Sequential Evaluation Process (SEP).
Referrals to the disability program specialist include: Application Date. Client has been determined Financially Eligible.
The disability program specialist follows the Disability and Incapacity Evaluation Process in the Social Services Manual.
Clients applying for or receiving long-term care services from Home and Community Services (HCS) are assessed by social service specialists at those administrations. Refer ABD applicants to the HCS social service specialist for a functional assessment.
Disability Review Process
When the Disability Program Specialist sends the Financial Services Specialist a DSHS 14-118 to terminate disability (ABD cash) due to a SSA denial or no longer meeting disability criteria : Send the person notice that ABD cash is terminated with the free form text provided by the DPS.
When the Disability Program Specialist sends the Financial Services Specialist a DSHS 14-118 to terminate disability (ABD cash) due to no current medical evidence , the FSS: Sends the person notice that ABD cash is terminated for lack of current medical
Incapacity Review Process
When the Disability Program Specialist sends the Financial Services Specialist a DSHS 14-118 to terminate HEN Referral due to no current medical evidence, the FSS: Sends the person notice that HEN Referral eligibility is terminated for lack of current medical evidence with the free form text provided by the DPS. If the FSS receives a DSHS 14-118(X) with a decision after a "no current medical" termination is issued, the FSS: Extends HEN Referral eligibility if approved and notifies the person that benefits are extended; or Issues a supplemental notice of termination with details from the new DSHS 14-118(X), if the benefits are terminated.
Terminations for failure to cooperate with treatment
Terminate assistance when you receive the DSHS 14-118 Disability/Incapacity decision stating the person failed to satisfactorily participate in treatment or follow through with a Medicaid application.
If the person reapplies prior to termination, refer the client to the disability program specialist.
Employment
When an incapacitated person becomes employed, the FSS determines if the person remains financially eligible. If the person is no longer financially eligible, the FSS terminates assistance and informs the DPS of the termination.
If the person is still financially eligible, the FSS contacts the disability program specialist to determine if the person is gainfully employed. The ISW will inform the FSS of their decision.
Revised June 15, 2012
To describe how various types and amounts of income affect a client's eligibility and benefit level.
Revised October 28, 2025
This section explains when someone must have an interview for benefits, when we schedule an interview, and when Basic Food household's can have an authorized representative complete the required interview on the household's behalf.
Clarifying Information and Worker Responsibilities
Clarifying Information and Worker Responsibilities
When we require interviews For cash assistance and Basic Food, we must interview a person at: Application; and Eligibility review or recertification, if not interviewed in the last twelve months, unless they meet the Elderly Simplified Application Project (ESAP) see #2.b.
Kay and her two kids receive Basic Food and medical benefits. They are certified through November. In October, she loses her job and applies for TANF benefits. Kay will need an interview for TANF and to recertify her Basic Food benefits.
When we don't require interviews: Application for medical assistance only. We don't require an interview if someone applies for medical assistance only.
Mary applies for cash, food, and classic medical and is scheduled for an interview. Later, Mary withdraws her request for cash and food and only wants medical. The eligibility worker denies the request for food and cash based on her request and processes the application for medical.
b. Elderly Simplified Application Project (ESAP). Basic Food assistance units meeting ESAP criteria don't need to be interviewed at Basic Food Eligibility Review: See Elderly Simplified Application Project (ESAP)
Interpreter Services If someone has Limited English Proficiency, arrange for interpreter services as allowed under Chapter 388-271 WAC . See: Limited English Proficiency (LEP) .
Client Demographics on Race/Ethnicity
Inform clients that we must collect racial and ethnic information for statistical reporting requirements and that the information has no impact on eligibility.
Ask clients to self-identify their racial and ethnic group.
If the client chooses not to identify a race / ethnic group, record this information in the demographics as "unreported - 000" for Spanish Origin or "unreported - 999" for Race. This is required under federal regulations.
Allow the household to update this information by self-identifying if they choose to do so.
3. Referrals
Based on the household’s circumstances, make referrals to the appropriate resource or specialists including:
Basic Food Employment and Training (BFET) - See Employment and Training Programs
Incapacity Specialist - see Incapacity
FRED Worker - see Fraud
Refugee Caseworker - see Refugee Assistance
Teen Parent Caseworker - see Teen Parents
First Steps Caseworker - see Pregnancy and Women's Health
Washington State Department of Veterans Affairs - see Veteran's Referrals.
4. TANF Family Violence Screening
Complete screenings for family violence on TANF households as described below:
Review the application or eligibility review form to determine if the person claims "good cause" for not helping the Division of Child Support (DCS) establish paternity and collect child support. This may be the first sign that family violence is an issue.
Review the Family Violence Option with the individual.
Explain WorkFirst work activities and eligibility requirements.
Tell the individual about cooperation and referrals, including the right to ask for a referral at any time while receiving benefits.
After the individual understands the Family Violence Option, screen the individual for family violence using the "Family Violence Screening/Evaluation" in eJAS.
Tell the individual that they only need to answer "yes" or "no" to each question. The individual does not have to explain their answers.
If the individual answers "no" to any of the questions, determine an appropriate work activity.
If the individual answers "yes" to any of the questions, provide them with referral information to local resources and determine an appropriate WorkFirst approved activity. Referrals may include one or more of the following: Shelters for battered individuals or families; Medical services; Family and domestic violence hot lines; Emergency help for individuals or families fleeing family violence; Legal counseling and advocacy, including initiation of legal proceedings; Mental health care, counseling and support groups; Other available services.
This section is unusually large; deeper subsections were cut off. Open a subsection via its designator link — for example (basic-food-work-requirements-basic-food-work-requirements-good-cause) — to read its full text.