When a household or authorized representative contacts the Human Service Zone Office and expresses interest in receiving SNAP assistance, the Human Service Zone Office will encourage the household or authorized representative to file an application the same day it contacts the Human Service Zone Office. If the household contacts the Human Service Zone Office by telephone they must be given the option to apply for SNAP by providing their name, address and signature on a paper application, on-line application at www.hhs.nd.gov/applyforhelp, or by completing an application through the Great Plains Food Bank. If the household wants to file a paper application but does not want to or can’t come to the office that day to file an application, or there is a written request for food assistance, the Human Service Zone Office must mail the household an application the same day it receives the request.

All SNAP Applications must be registered same day as receipt.

A completed application cannot be required prior to scheduling an interview. When the household requests assistance with completing the application, the Human Service Zone Office must assist the household with completing its application.

Households applying for TANF must be allowed to apply for SNAP benefits at the same time they apply for TANF benefits. The worker will conduct a single interview at initial application for both TANF and SNAP purposes.

The TANF household's SNAP eligibility and benefit level must be based solely on SNAP eligibility criteria, and the household must be certified in accordance with SNAP regulations.

Action on the SNAP portion of the application must not be delayed nor the application denied because the TANF determination has not been made.

If a household applies for TANF and SNAP benefits at the same time and the TANF application is denied, the SNAP application processing must be completed.

The SFN 405 (paper application) previously received regardless of whether the application was or was not processed for any other Economic Assistance Program and/or Medicaid can be used as a SNAP application if the household wants to apply for SNAP benefits and the application is less than 30 days old. If determined eligible Having met the qualifications to receive a SNAP benefit by meeting the specified nonfinancial and financial requirements of eligibility., benefits are prorated from the request date. The application must be updated during the interview to ensure all SNAP information is captured. This provision applies ONLY to the SFN 405 (paper application) as it contains all SNAP related questions and supplemental forms. If the applicant An individual who submits an application for assistance under the SNAP program. has submitted any other form of application and later requests SNAP, a new SNAP application must be submitted.

An application or application for review Filing a signed Application for Review via paper review form or through the self-service portal of the eligibility system for SNAP eligibility with the human service zone to determine continuing eligibility and establish a new review period. must be signed to establish a filing date and to determine the deadline for acting on these forms. Signatures on these forms are required to certify a household.

All households have the right to sign any SNAP form in writing. Acceptable unwritten signatures include electronic signature techniques and recorded telephonic signatures if applying with Great Plains Food Bank.

Criteria for all signatures. All systems for signatures must meet all the following criteria:

1. Record for future reference the household member’s assent (signature) and the information to which assent was given.

2. Include effective safeguards against impersonation, identity theft, and invasions of privacy.

3. Not deny or interfere with the right of the household to apply in writing.

4. Comply with the SNAP regulations regarding bilingual requirements.

5. Satisfy all requirements for a signature on an application under all laws and guidance applicable to SNAP, including civil rights The right of individuals to enjoy equal standing with other individuals in interactions with the government or with the community. laws.

Telephonic Signatures. The following provisions apply specifically to telephonic signatures for applications received from Great Plains Food Bank:

1. The telephonic signature system must make an audio recording of the household's verbal assent and a summary of the information to which the household assents. An example of a telephonic signature is a recording of “Yes” or “No”, “I agree” or “I do not agree”, or otherwise clearly indicating agreement or disagreement during an interview over the telephone. An example of a summary of the information to which the household assents is a recording of a reiteration of the household's details agreed to during the telephone conversation.

2. The telephonic signature system must provide for linkage from the audio file of the recorded verbal assent to the application so that ready access to the household's entire case file is available.

3. The eligibility staff member shall promptly provide to the household member a written copy of the completed application, with instructions for a simple procedure for correcting any errors or omissions.

    

Special handling is given to an employee's case and an employee's immediate family's case to avoid a conflict of interest and to ensure privacy.

Cases having a conflict of interest between a household and a Human Service Zone employee are marked as confidential in the integrated eligibility system and assigned to a Human Service Zone Lead/Supervisor.

All SNAP applications must immediately be screened for expedited processing upon receipt.

The date the application is received by the Human Service Zone Office is the application date. Eligibility staff members must document Used as a noun, as in documentary evidence indicates a written record of the circumstances of an event or fact. Used as a verb, indicates the act of entering the case file actual proof or statement of proof that the contents of the record are accurate. the application date on the application. If the application is received outside normal business hours, the Human Service Zone Office will consider the date of application the next business day The official working days of the week defined as the days between and including Monday to Friday, but do not include weekends and those public holidays during which the North Dakota Department of Health and Human Services is closed. If an application or review is filed, a change is reported or verification is provided on a day in which the human service zone office is closed but the Department is open, it will be considered received on that date.. For online applications, the date of application is the date the application is submitted, or the next business day if it is submitted after business hours. For telephonic applications, the date of application is the date the household member provides verbal assent (i.e., telephonic signature).

An application (SFN 405) previously received regardless of whether the application was or was not processed for any other Economic Assistance Program and/or Medicaid can be used as a SNAP application if the household wants to apply for SNAP benefits and the application is less than 30 days old. If determined eligible, benefits are prorated from the request date. The application must be updated during the interview to ensure all SNAP information is captured. Self-Service Portal Applications (www.hhs.nd.gov/applyforhelp) are dynamic in that applicants only answer questions relevant to the benefit program they selected; therefore, if a household wants to apply for another program after submitting an SSP application, they need to complete, sign, and submit a paper application or another online application..

Note: SNAP requires only a name, address, and signature to submit an application.

Action must be taken on all applications received that contain at a minimum name, address and signature. The household may voluntarily withdraw its application at any time prior to eligibility determination. The Human Service Zone Office will document in case notes the withdrawal reason, if one was stated, and that the household was contacted to confirm the withdrawal. The household is advised of its right to reapply at any time after a withdrawal. The original application cannot be returned to the household even if the household requests withdrawal of its application.

Whenever a household consisting only of SSI applicants or recipients conducts business at a SSA office, the SSA is required to inform the household of:

1. The right to apply for SNAP at the SSA office without going to the SNAP office, and

2. The right to apply for SNAP at the Human Service Zone if it chooses to do so.

The SSA is required to accept and assist in completing any SNAP applications received at that office or contact stations. They must forward the applications within one working day after receipt of a signed application to the Human Service Zone Agency of the applicant's physical residence.

Form SSA-4233 - Transmittal for SNAP Application is used to transmit SSI recipient SNAP applications to counties. The transmittal form is self-explanatory.

The Human Service Zone/eligibility staff must offer to provide copies of all applications and applications for review completed by households regardless of the method by which the applicant submitted the application or applications for review e.g., paper, online, etc. This offer, the decision by the household whether to receive a copy, and whether and when the copy was provided must be in case notes. The household will have the option to receive the copy of their completed application in electronic format. A copy of the completed application is a copy of the information provided by the participant A person who is eligible for benefits under SNAP, even if that person is not currently receiving benefits because the amount is too low, or the person is under a sanction or disqualification. that the Human Service Zone has used or will use to determine a household's eligibility and benefit allotment The total value of SNAP benefits a household is authorized to receive..

The application must be processed to provide eligible households the opportunity to participate (receive benefits) as soon as possible, but not later than:

1. Thirty calendar days following the date of application for regular processing; or,

2. Seven calendar days following the date of application for households eligible for expedited services.

SNAP applications processed under regular processing timelines must be processed so the household will receive benefits by the 30th day following the date of application. The eligibility staff member must take into consideration mail time, weekends, and holidays.

Note: If delays in processing occur beyond the 30th day, see policy 105 – Application Approval or Denial – Household-Caused or Agency-Caused Processing Delays.

If a household reapplies for SNAP benefits after a break in participation of any length of time, benefits are prorated from the date the household reapplies for SNAP benefits.

Exception: In the case of migrant A person who moves on a regular basis to find work in harvesting crops or other agricultural activities. and seasonal farm worker households, the term “initial month Any month in which a new application is required.” means the first month for which the household is certified for participation in SNAP following any period of more than 1 month during which the household was not certified for participation.

All households applying for SNAP benefits must have an interview conducted by qualified Human Service Zone staff prior to initial eligibility determination and at least once every 12 months thereafter. Any household member over the age of 18 or an authorized representative can be interviewed. The household may bring any person they choose to the interview. The Human Service Zone must send an appointment letter to the applicant so that the household has the opportunity to participate in SNAP within 7 or 30 days. All appointment letters must be sent by regular mail. For participants that have provided an email, the Human Service Zones must provide a copy of the appointment letter to the email address provided by the participant in addition to the regularly mailed appointment letter. A copy of the email with the appointment letter must be sent to FileNet.

Note:If a participant has opted out of email notifications do NOT send email correspondence.

For EX SNAP applications, the Human Service Zone must send the appointment letter the same day as date of receipt of the application. The EX SNAP interview must be scheduled 3 calendar days or sooner if the 3rd day falls on a weekend or a holiday. For Non-Expedited SNAP processing, the Human Service Zone must send the appointment letter the same day as date of receipt of the application. All Non-Expedited SNAP applications must have an interview schedule 5 calendar days from the date of receipt.

If the household does not complete the interview within the given time frame, the household is issued a Notice of Missed Interview (NOMI). The NOMI explains the need to complete the interview by the 30th day from their application date.

The purpose of the interview is to review the information on the application and inquire about and resolve any unclear and/or incomplete information. It is also used to advise the household of its rights and responsibilities, application processing standards and its reporting requirements. The interview is conducted as an official and confidential discussion of the household's circumstances. The household's right to privacy and confidentiality must be protected during the interview.

Interviews can be conducted in-person, on the telephone or with a home visit. A home visit must be scheduled in advance with the household. The Human Service Zone Office staff must inform participants that they will schedule the interview or provide a face-to-face interview if one is requested.

The household is sent a Review Due notice by advanced notice deadline in the month prior to the month the certification period A period of time a household is approved to participate in SNAP. ends. If an interview is required, the household has the right to request an in-person or in-home interview. The notice informs the household that the interview is a SNAP application for review process requirement.

The Human Service Zone must send an appointment letter to the applicant. All appointment letters must be sent by regular mail. For participants that have provided an email, the Human Service Zones must provide a copy of the appointment letter to the email address provided by the participant in addition to the regularly mailed appointment letter. A copy of the email with the appointment letter must be sent to FileNet.

Note: If a participant has opted out of email notifications do NOT send email correspondence.

The Human Service Zone must send the appointment letter the same day as date of receipt of the application for review. All application for reviews must have an interview schedule no later than 5 calendar days from the date of receipt.

If the household does not complete the interview within the given time frame, the household is issued a Notice of Missed Interview (NOMI). The NOMI must inform the household they have until the end of their certification period to complete the interview without having to submit a new application form.