When an application is approved:

1. Authorize the benefit amount(s).

2. Send the appropriate approval notice including reporting requirements.

3. 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. in case notes in sufficient detail to determine the reasonableness and accuracy of the eligibility determination.

    

Federal law provides the basic eligibility rules for SNAP. There are two basic pathways to gain financial eligibility for SNAP: 

1. Having income and resources below specified levels set out in federal SNAP law (regular eligibility); or,

2. Being “categorically,” or automatically, eligible Having met the qualifications to receive a SNAP benefit by meeting the specified nonfinancial and financial requirements of eligibility. based on receiving benefits from other specified low-income assistance programs. Traditional Categorical Eligible (CE) describes households in which all members receive or are authorized to receive CASH assistance funded by TANF, Transition TANF or SSI. Broad Based Categorical Eligibility (BBCE) describes households in which all members receive or are authorized to receive non-cash assistance (in North Dakota this is the TANF Information and Referral Services brochure).

If the prorated benefits amount for the initial month Any month in which a new application is required.'s allotment The total value of SNAP benefits a household is authorized to receive. is less than $10, the allotment is not issued for the initial month.

All eligible (including Regular, Categorically Eligible Any household in which all members receive or are authorized to receive TANF and/or SSI. These households are income and asset eligible., and Broad Based Categorical Eligible one and two person household People who buy and prepare food together. Spouses, parents, and children who live together are usually counted as the same household.'s receive a minimum monthly allotment, except for the initial month whenthe allotment is not issued.

All eligible households with three or more members eligible for a benefit amount receive that benefit amount except for the initial month when the allotment is not issued.

The SNAP benefit amount for the initial month of application is prorated from the application date The date the application is received by the human service zone. to the end of the month. The benefit amount is calculated for a household applying on the 31st as though it applies on the 30th.

A household receives, on the same day, a prorated allotment for the application month as well as the full allotment for the following month when the following criteria are met:

1. Applies on or after the 16th of the month.

2. Completes the application process.

3. Is determined eligible to receive benefits for the initial application month and the next month under expedited processing timelines; and,

4. The initial and next month's benefits are authorized on the same day.

Note: If for any reason benefits are authorized on two separate days, the second month's allotment is not issued until the normal issuance An issued SNAP benefit. cycle for the month.

An applicant An individual who submits an application for assistance under the SNAP program. is required to report all changes related to its eligibility and benefit amount at the application and 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. interview. A household is required to report changes based on the household's reporting requirements after receiving the notice of eligibility (approval notice).

If a change Information that is different from what is currently used to determine eligibility and/or benefits. is reported after the interview but before the notice of eligibility (approval or denial notice) is mailed, the change is acted on regardless of the household's reporting requirements. This change is included in the application eligibility determination if properly verified. Benefits are not delayed (held or pended) beyond the 30th day following the date of application waiting for verification Third-party information or documentation used to establish the accuracy of statements..

Exception:Resources available at the time the household is interviewed are used to make the resource determination. Changes in resources that occur or are reported after the interview but prior to the notice of eligibility (approval or denial notice) being mailed to the household are disregarded for the month of application. The changes must be considered in determining resource eligibility for the second month's benefit unless the second month's benefit was already issued or timelines do not allow for an adverse action notice The agency shall provide timely and adequate notice before any adverse action is taken. Advance notice requires at least 10 days from the date the notice is mailed to the effective date of the action. Adequate notice must include: the proposed action; the reason for the action; the right to request a fair hearing; telephone number and, if possible, name of person to contact; availability of continued benefits; liability for over issuance if the fair hearing is against the recipient. to be sent to the household.

If there are 10 days before the 30th day of the application processing time frame to verify a change, eligibility is not determined until verification is received. A notice is sent allowing at least 10 days to provide verification of the change. The change is included in the initial application eligibility determination.

If there are not 10 days before the 30th day of the application processing time frame to verify a change, the application eligibility determination is based on information requested at the interview. A notice is sent allowing 10 days to provide verification of the change. If the verification is received before eligibility is determined and the notice of eligibility (approval notice) is mailed to the household, the change is included in the application eligibility determination. If the verification is received after eligibility is determined and the notice of eligibility (approval notice) is sent to the household, the change is included in the eligibility determination for the month after receipt of the verification following notice of adverse action procedures.

When it is known the applicant is ineligible Not qualified to receive benefits because of not meeting one or more of the specified nonfinancial or financial requirements of eligibility. for benefits for the application month AND the applicant does not anticipate a change, the application is denied without waiting until the 30th day.

Exception: If the household states that their income would make them ineligible, we still need to pend for verification of this income. We must give the household an opportunity to verify their income. The household should be advised of income standards. If no verifications are submitted, the application is denied for failure to provide requested verifications (if expenses are not verified, eligibility is determined without allowing the expense).

 

However, if the applicant anticipates a change that allows eligibility in the second month, verifications are requested to be provided within 10 days after the date of request for verification notice (only after the interview has been done). If eligible in the second month, a notice is sent informing the household the application was denied for the first month and approved for the second month.

If a household member or 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. is interviewed but does not provide all the necessary information/verification requested in the notice, the application will be denied on the 30th day following the application date.

If a household member or authorized representative does not complete the initial interview, the Notice of Missed Interview notice (NOMI) is sent no later than the day after the interview was scheduled. The notice informs the household of its responsibility to reschedule the interview if it wants to continue the application process.

If a household member or authorized representative does not complete an interview and has made no subsequent contact expressing interest in pursuing the application, the denial notice is sent on the 30th day following the application date. The household must reapply with a new application.

If the 30th day falls on a weekend or holiday, the application will be denied on 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..

If the household has not completed all application processing requirements within 30 days following the date of application, the cause of the delay is determined. The following must occur before it is determined if the household caused the delay:

1. If the application is incomplete, the eligibility staff member must have offered, or attempted to offer the household assistance with completed the application.

2. If required verification is not provided:

   1. The household must have been provided with a listing of all the required verification(s) needed to process the application and allowed at least 10 days to provide the verification(s).

   2. The eligibility staff member must have offered to assist the household in obtaining required verification(s).

3. If a household member or an authorized representative did not complete the initial interview, the Notice of Missed Interview notice (NOMI) must have been sent no later than the day after the interview was scheduled. The NOMI must inform the household of its responsibility to reschedule or complete the interview within 30 days from the application date.

    

When it is determined the cause for the delay in processing the application is agency-caused, immediate corrective action must be taken. A notice is sent by the 30th day following the application date informing the household that its application is pending. The household is notified of any action it must take to complete the application process. If the household is found eligible during the second 30-day period, benefits are retroactive to the month of application. If the household is found to be ineligible, the application is denied, and a denial notice is sent to the household.

If the processing delay is due to the agency not completing the application process by the end of the second 30-day period, the application continues to be processed until an eligibility determination is reached. If the household is determined eligible and the agency was responsible for the delay in the initial 30 days, the household receives benefits retroactive to the month of application. If the household was responsible for the delay in the initial 30 days and is subsequently determined eligible in the second 30-day period, the benefit amount is prorated from the date the household provides the requested information and/or verification(s).

If the household is at fault for not completing the application process by the end of the second 30-day period, the application is denied. If the household still wants to receive SNAP benefits, a new application is required.

The household may voluntarily withdraw its application at any time prior to the eligibility determination. Voluntary withdrawal means the household contacts the agency on its own initiative, either orally or in writing, and requests the application processing stop. The worker must document in the casefile the request for withdrawal and send a notice to the household to confirm the withdrawal. The household is advised of its right to reapply at any time after a withdrawal. The application form is retained by the Human Service Zone.

At the point that a determination of eligibility has been made, whether preliminary or formal, a worker cannot advise or recommend a 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. withdraw the application. If the worker has made a determination of eligibility the correct denial notice must be sent to the household, even if the household requests the application withdrawn.

For example, the worker discovers the household will have excess income to qualify for the SNAP program and the income is expected to continue. The household requests that their application be withdrawn since they would not qualify. The application must be pended for verification of the household income, if it was not provided at the time of application. If the household provides the verification of the income, the worker must deny the application for excess income, document the casefile, and send the notice of eligibility to the household. If the household fails to provide the verification of income, the worker must deny the application for failure to provide information, document the casefile, and send the notice of eligibility to the household.

Refusal to cooperate A household that has the ability to cooperate but clearly demonstrates that it will not take required action even though it is able to do so. means the applicant can cooperate but clearly demonstrates orally or in writing they will not take required steps to complete the application process.

The applicant is provided reasonable assistance with completing the application or obtaining verification before denying the application for refusal to cooperate. If there is any question as to whether the applicant merely failed to cooperate as opposed to refused to cooperate, the application is not denied unless it is clear the applicant is refusing to cooperate, or the time limits have expired for application processing. If an applicant clearly demonstrates refusal to cooperate orally or in writing, the application is immediately denied and the applicant's refusal to cooperate with the application process is thoroughly documented in case notes.

To deny eligibility for the refusal to appear or call for an interview or provide verification, the applicant must clearly refuse orally or in writing and not merely fail to appear or call for the interview or fail to provide specific verification needed to determine eligibility.

The applicant may reapply but is not determined eligible until he/she cooperates fully with the application process. An applicant is not determined ineligible when someone outside the household fails to cooperate with a request for verification. Individuals who are required filing unit Required household members whose income and resources must be considered in eligibility determination. All members of the filing unit may not be included in the assistance unit and may not receive benefits. members are not considered outside the household simply due to not being in the assistance unit Those members of the filing unit who are eligible to receive benefits. such as disqualified or ineligible individuals.

Household cooperation with Quality Control is a requirement of eligibility. If a SNAP case had been closed for refusal to cooperate and the household reapplies, the application must be denied. The household is not eligible until they cooperate with Quality Control. Cooperation with Quality Control cannot be waived for expedited households. Expedited households must cooperate before eligibility can be determined.

If a household reapplies for SNAP benefits during the disqualification period, the household has 30 days following the application date to cooperate with the SQC review.

When a household's SNAP case is closed for refusal to cooperate with State QC, and the household reapplies for SNAP benefits 125 days after the end of the annual State QC review period The period of time a household is approved to participate in SNAP., the application is processed as a new application because the disqualification ended. The household is no longer required to cooperate. The annual State QC review period is October 1 through September 30; and 125 days after the end of the period is February 2nd of each year. The household must not be denied for refusal to cooperate, but it must provide all mandatory verifications before they can again be certified. Please contact Quality Control with any questions regarding the cooperation status of the household and the earliest date of eligibility.