(Revised 6/1/2025 ML #3914)
The date of application (Application Received Date in SPACES) is the date the Human Service Zone (HSZ) receives a signed Application for Assistance provided the application was submitted during normal North Dakota Department of Health and Human Services business hours. When an application is submitted after normal business hours, on a weekend, or on a North Dakota Department of Health and Human Service holiday, the application is considered received the next business day. The HSZ must document the date an application is filed by recording the date it was received on the application. The processing timeframe begins the day following the date of application.
NOTE: If the application is signed but not dated, the date stamp (date received in the HSZ) will be considered as the date the application was signed.
NOTE: The first calendar day following receipt of the signed application is Day 1 of the 45 day processing timeframe.
Additional time may be allowed due to an extenuating circumstance. An extenuating circumstance may be determined by the eligibility worker, but reason for the extenuating circumstance must be documented in the case file.
If the application is incomplete, every attempt must be made by the HSZ board to help the household obtain the necessary information to ensure prompt processing.
Upon receipt of a signed application, a pending case should be established in the LIHEAP system. Missing data may be added as it comes in.
Within 15 days of receipt of an incomplete application, the HSZ office must send a “Request for Verification” notice to the applicant requesting any additional information needed to process the application. The Request for Verification notice should:
- Clearly identify missing information or verifications, and
- The deadline date for receipt of the requested information or verifications should be 10 days from the mailing date.
Applications, including verifications, that are not completed within 30 days* of the date the application is received in the HSZ office may be denied and the household invited to submit a new signed and dated application with verifications. (See 415-10-05-10 #1 for HSZ office outreach responsibilities). However, if the applicant provides the necessary information and verifications before the HSZ office has finished processing the denial and the 45 day processing time limit will not be exceeded, the applicant should not be required to complete a new application even though his 30 day deadline has passed. Once the case has been established in the system as a denial, a new application is mandatory.
Summary of Processing Deadlines:
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Application Date: |
The date a signed application is received in the HSZ office (even if it is not complete) is the Application Date.
The 'pending' case is added to the LIHEAP system. |
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Day #1: |
Day 1 of the processing timeframe is the next calendar day following the Application Date. |
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By Day #15: |
Notice of missing data or verifications and deadline has been provided to the applicant. |
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By Day #30: |
The applicant must have returned all data and verifications. If not, and the HSZ office has provided appropriate assistance to the applicant in completing the application, the application may be denied. |
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By Day #45: |
Action has been taken on the case to approve or deny and the 'Notice of Eligibility' has been generated in the system.
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NOTE: If used, SFN 530 (Eligibility and Benefit Worksheet) or the LIHEAP Budget Excel Worksheet from the Eligibility Tech website must be signed and dated by the worker where it says "Signature of CSSB Representative." An electronic or text box signature is acceptable.