Application Processing

If an application has been processed/issued as expedited and verification(s) are needed for ongoing benefits, eligibility staff sends a notice allowing the household at least 10 days or to the end of the expedited issuance An issued SNAP benefit. period, whichever is longer to provide requested verification.

If an application is being processed under regular processing procedures:

1. The eligibility staff member denies the application for failure to provide verifications on the 30th day but must allow 10 days for the household to provide the requested verification(s) provided that the household was interviewed. If the verification is provided within 60 days of the application date The date the application is received by the human service zone., the Human Service Zone acts on the verification without requiring a new application.

2. The Human Service Zone informs households of the 10-day standard in writing and notifies the household at the interview of the date any missing verification must be provided.

3. The Human Service Zone will not deny an application for failure to provide any missing verification within 10 days unless an interview was completed.

4. The Human Service Zone assists households in obtaining verifications.

5. If the household does not provide the missing verification until the second 30 days after filing an application, the Human Service Zone reopens the application and provides benefits from the date the household furnished the missing verification.

When an application for review, or an ongoing case A case is ongoing after the application or review has been processed. is processed, eligibility staff must send a notice allowing the household at least 10 days to provide requested verification.

Types of verifications include:

1. Documentary evidence is written confirmation of a household’s circumstances. It is used as the primary type of verification. Although documentary evidence is the primary type of verification, acceptable verification is not limited to a single type of 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. and may be obtained through the household or other source. Eligibility staff must document the documentary verification source, the information verified, and the date the verification was received in case notes.

2. Collateral Contact An oral confirmation of a household’s circumstances by a person outside of the household. The collateral contact may be made either in person or over the telephone and may include employers, landlords, social service agencies, migrant service agencies, and neighbors of the household who can be expected to provide accurate third-party verifications. is an oral or written confirmation of a household’s circumstances by a person outside of the household. Examples of acceptable collateral contacts may include employers, landlords, social service agencies, migrant A person who moves on a regular basis to find work in harvesting crops or other agricultural activities. service agencies, and neighbors of the household who can be expected to provide accurate third-party verification. The collateral contact may be made either in person or by telephone. The OPA Human Service Zone may choose a collateral contact if the household does not designate one or designates one that is not acceptable. The eligibility staff member should only disclose the information that is necessary to obtain the needed information. When talking to a collateral contact, eligibility staff should try to avoid disclosing that the household is applying for SNAP benefits and try to avoid disclosing any information the household supplied. If a collateral contact is used to verify the information, case notes must be documented with the collateral contact’s name and phone number, the information verified, and the date the information was verified.

3. A Home Visitmay be used as verification only when documentary evidence is insufficient or cannot be obtained to make an accurate eligibility determination. A home visit must be scheduled with the household in advance.

The following information must be verified prior to SNAP eligibility determination and issuance for non- expedited application processing:

1. Residency- verify to the extent possible in conjunction with verification of other information. If verification cannot be accomplished in conjunction with the verification of other information such as rent/mortgage payment, a utility expense, identity, etc. eligibility staff may use a collateral contact or other readily available documentary evidence. There is no durational residency requirement. The household is not required to reside in a permanent dwelling, or have a fixed mailing address, or demonstrate intent to reside permanently in the state.

   1. Applicants living anywhere in North Dakota for any purpose other than a vacation, regardless of the length of time they have been in North Dakota or plan to stay, meet residence requirements.

   2. b. Persons living in tents, vehicles, campers, under bridges, campsites, etc. meet residence requirements.

   An application must not be denied if the eligibility staff member and the household have made a reasonable effort to verify residency, but verification is difficult to obtain.

2. Identity - Verify the identity of the person making the application. If an authorized representative A responsible adult non-household member authorized in writing by the household to make application, receive SNAP benefits and/or purchase food for the household. applies on behalf of a household, the identity of both must be verified. Identity may be verified through readily available documentary evidence, or through a collateral contact. Acceptable verification may include but is not limited to driver’s license, work or school I.D., I.D. for health benefits or for another assistance or social service program, birth certificate, Social Security card, and wage stub.

3. Any documents reasonably establishing the identity must be accepted and not requirement for a specific type of document such as birth certification can be required. Only one document that establishes identity can be required.

   

   Note: Identity must be verified before authorizing expedited benefits. We must attempt to verify identity through collateral contact if all other methods have been exhausted. It is unacceptable to deny expedited benefits without thorough attempts by the agency to verify identity.

    

4. Eligible alien A legal alien is a person lawfully residing in the United States of America who is not a citizen. A legal alien may not necessarily have permanent residence status. An illegal alien is a person present in the United States of America in violation of the Immigration and Nationality Act. status – verify each alien applicant An individual who submits an application for assistance under the SNAP program.’s eligibility status. Alien status is normally verified through forms I-94, I-151, Passport, G-641, or I-688 and validated through SAVE. If an individual chooses not to provide verification of their eligible alien status the household may choose to withdraw the application or to participate without that member’s needs included in the benefit determination.

5. Social Security Number (SSN) – verified through the agency system interface with SSA. Hard copy verification is not required. Providing an SSN for each household member is voluntary. However, if an SSN is not provided, the individual cannot participate in SNAP unless the individual meets good cause. Eligibility determination or benefit issuance must not be delayed to an otherwise eligible household solely to verify another household member’s SSN. Once a SSN is verified the eligibility staff member must make a permanent notation in its file to prevent the unnecessary re- verification of the SSN in the future.

   1. If an individual does not have or is unable to provide a SSN and wants to participate in SNAP, the individual must apply for a SSN.

   2. If the household is unable to provide proof of a newborn’s SSN application, the household must provide the SSN or proof of application at its next application for review or within six months following the month the baby is born, whichever is later. If the household is unable to provide a SSN or proof of SSN application within those time frames, the eligibility staff determine if good cause is applicable.

   3. Generally, the SSN application process begins while the mother is still in the hospital.

   4. Newborn’s SSN application is made prior to the mother leaving the hospital, the SSN application from the hospital is acceptable verification.

6. Household Composition – verify factors affecting the household composition, if questionable.

7. Disability - verify the individual meets the definition of disabled A member of a household who meets one of the following criteria: 1.Eligible to receive SSI benefits, including presumptive SSI payments, or is eligible as a 1619B under SSI criteria. 2.Is determined disabled by SSA and in receipt of disability payments. 3.Is a recipient of disability related medical assistance under Medicaid (Title XIX of the Social Security Act). Eligibility to receive these benefits must be based on disability or blindness criteria, which is at least as stringent as SSI regulations. 4.Is in receipt of disability retirement benefits from a government agency because of a disability considered permanent under Social Security disability criteria. 5.Is a veteran with a service connected or non-service connected disability. 6.Is a veteran considered by the VA in need of regular aid and attendance or permanently house bound under Title 38 of the United States Code. 7.Is a surviving spouse of a veteran and considered by the VA in need of regular aid and attendance or permanently house bound or a surviving child of a veteran and considered by the VA as permanently incapable of self-support under Title 38 of the United States Code. 8.Is a surviving spouse or surviving child of a veteran and considered by the VA entitled to compensation for a service-connected death or pension benefits for a non-service-connected death under Title 38 of the United States Code and has a disability considered permanent. Entitled refers to a surviving spouse and surviving children who are receiving the compensation or pension benefits stated or have been approved for such payments but are not yet receiving them. 9.Is in receipt of a Railroad Retirement disability annuity and has been determined to qualify for Medicare. 10.Is in receipt of SSI optional or mandatory supplementation. (North Dakota does not have SSI optional or mandatory supplementation. However, someone moving to North Dakota may have received this benefit from another state.) 11. Is in receipt of disability-based State general assistance benefits, provided that the eligibility to receive any of these benefits is based upon disability or blindness criteria established by the state they receive the benefit from, which are at least as stringent as those used under SSI regulations. (North Dakota does not have disability-based State general assistance benefits. However, someone moving to North Dakota may have received this benefit from another state.) defined in the glossary. Acceptable Verification includes but is not limited to 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. receiving Supplemental Security Income (SSI), Social Security disability/blindness benefits, or Veterans Administration (VA) benefits.

8. Student status – verify eligible student status.

9. Gross non-exempt income – verify all non-exempt income. Acceptable verification includes but is not limited to: pay stubs, W-2 forms, employer wage verification form, income tax forms and returns, bookkeeping records, bank account statements (if it reflects the gross amounts), sales and expenditure records, award letters (unemployment insurance, Veteran’s Administration, pension, Railroad Retirement); support and alimony payments (court order, divorce decree, or separation papers); contribution checks; benefit warrants, current SDX interfaces. If the household cannot provide acceptable documentary proof of income, they must identify a collateral contact that eligibility staff can contact to obtain the verification. When all attempts to verify the income are unsuccessful because the person or organization providing the income does not cooperate with the household or Human Service Zone and all other verification sources are not available, the best available information is used to determine the amount to prospectively budget. This must be thoroughly documented in the case file.

10. Deductible expenses - The eligibility staff member will assist the household with obtaining verification when required if the household is cooperating with the application process. If the participant reports an expense but doesn’t submit verification (when required), the expense is removed, and eligibility is determined without it.

    1. Child support Voluntary or court ordered payment by an absent parent for the purpose of meeting the needs of his/her child(ren). obligation – verify the household’s legal obligation to pay child support, the obligation amount, and monthly amount of child support the household pays. Acceptable verification may include but is not limited to canceled checks, wage withholding statements, verification of withholding from unemployment compensation, statements from custodial parent, and

    2. Medical expenses – verify medical expenses including the reimbursement amount.

       1. When documentary evidence cannot be obtained or is insufficient to determine the deduction amount, eligibility staff should reasonably attempt to verify information with a collateral contact.

    3. Shelter expenses – all allowable shelter expenses must be verified at application and application for review.

    4. Utility expense – the household’s obligation to pay for heating, cooling, electricity, water, sewage, garbage, and telephone expenses Acceptable forms of verification includes but is not limited to: utility bills, canceled checks, copies of money orders, landlord form completed by the landlord.

    5. Dependent A person who relies on another for support. care – All dependent care expenses must be verified with hard copy verification or collateral contact. Hard copy verifications may include receipts, billing statements from the provider, and scholarship/assistance statements. These verifications must include the provider’s name and contact information, provider type, rate, total amount paid, hours/days of care provided and scholarship/assistance amount if applicable. If the provider is an individual, a signature is required. If no hard copy verification is available, collateral contact is acceptable. If using collateral contact, please gather the pertinent information above and case note thoroughly.

11. Questionable information – verify all information that is inconsistent, incomplete, or outdated.

    1. Inconsistent information – the household’s statements on the application or during the interview are contradictory, do not agree with information in the case file or do not agree with information the eligibility staff member knows to be factual.

       1. The household must be given at least 10 days to resolve the discrepancy prior to an eligibility determination when information from another source contradicts statements made by the household.

    2. Incomplete information – gaps in information or facts.

    3. Outdated information – is information too old to be considered valid. It depends on the piece of information in question whether it is considered outdated.

     

Unchanged information is not re-verified at application for review unless the information is incomplete, inaccurate, inconsistent, or outdated. The following information is verified:

1. Income for the past 30 days from all sources.

2. Change(s) in shelter expenses-utility expenses, rent/mortgage, homeowner’s insurance, property taxes, must be verified at each application for review.

3. New or previously unreported medical expenses or changes in medical expenses. Verification of total medical expenses claimed by the household that have not changed or have changed by $25 or less are not required unless the information is incomplete, inaccurate, inconsistent, or outdated.

4. Change(s) in the household’s legal obligation to pay child support, the obligation amount, and monthly child support amount the household pays to a non-household member An individual residing with a SNAP household who is not included in determining the household size.. Reported unchanged information is not verified unless the information is incomplete, inaccurate, inconsistent, or outdated.

5. An able-bodied Able to hold a job. adult without dependents must verify work hours if they are meeting the work requirement by working, participating in the SNAP Employment and Training program, or by participating in a work program that is not operated or supervised by the state.

6. Other information that has changed, such as dependent care, student status, fleeing felon An individual will be considered a fleeing felon when a Federal, State, or local law enforcement officer acting in his or her official capacity presents an outstanding felony arrest warrant that conforms to one of the following National Crime Information Center Uniform Offense Classification Codes: •Escape (4901); •Flight to Avoid (prosecution, confinement, etc.) (4902); or •Flight-Escape (4999)., etc. Unchanged information is not verified unless the information is incomplete, inaccurate, inconsistent, or outdated.