1140.000.00 SIMPLIFIED REPORTING

The Food and Nutrition Services (FNS) provides states options on reporting requirements for EU changes that occur after an initial or recertification interview. Missouri has selected the option of simplified reporting. Effective May 1, 2010, all Food Stamp EUs are subject to the simplified reporting rules. Following the initial or recertification application interview, the only changes required to be reported by the EU are when:

• gross monthly income exceeds 130% of poverty, or
• there is a reduction in the number of hours worked by an individual subject to the 18 through 49 year old (ABAWD) work requirements.

1140.005.00 Changes Not Required To Be Reported By Eligibility Unit

An EU may report changes that are not required to be reported or changes may become known to the agency by other means. In conjunction with the simplified reporting option, Missouri has selected to act on all changes reported or known to the agency. Sources that are considered known to the agency:

• Verified actions taken by other programs: Temporary Assistance, Child Care, Non-MAGI, and MAGI
  NOTE: Some MAGI actions taken may be reported by sources other than the client and are not verified. These actions would not be acted on for Food Stamps based on this report.
• Information reported by the original source
• Information considered as Verified upon Receipt
• Verified actions that are reported to Family Support Division (FSD) Income Maintenance that are taken by other divisions including, but not limited to: Children’s Division, Division of Youth Services, Child Support, etc.

Record information for changes in the appropriate screen in FAMIS. Refer to the FAMIS Comments Chart

1140.005.05 Change Reported Timely

A reported change, other than a change in source of income, is considered timely if it is reported by the tenth day of the month following the month in which the change occurred.

A change in the source of income is considered timely if it is reported by the tenth day of the month following the date the first check is received.

Consider the date a change is reported as the:

• date of personal contact or telephone/fax contact
• date the change report form or other correspondence from the EU was received,
• date the agency learns of a change in EU circumstances from a source other than the EU.

If an EU fails to report timely, determine the impact on their benefits. If an over issuance occurred, refer to section 1142.000.00 Food Stamp Claim Determination. If an under issuance occurred, the change is acted on for the month it is reported. The EU is not eligible for restored benefits for months prior to the month the change is reported.

1140.005.10 Time Frame for Acting on Changes

A determination of the effect of the reported change on the EU's eligibility must be made within ten days of the change report. Comments regarding reported changes should be entered on the Eligibility Unit Member Role (EUMEMROL/FM3Z) screen.

No later than ten days following a change report, determine what, if any, information is needed to act on the reported change(s).

• If more information or verification is needed to act:
  • Send the EU a Request for Information (FA-325) form or an Appointment Letter/Request for Contact (FA-331) form, if enough information was not provided to enter the reported change in FAMIS, giving the EU at least ten days to provide the information or make contact.
  • If partial verification is provided within the ten day period, a second Request for Information (FA-325) must be sent to the client. The FA-325 form must be manually generated and fields populated with specific detail as to what is still needed from the participant.
  • If requested information or contact is not received, send the EU an advanced notice of adverse action immediately following the expiration of the ten day period.
• If information is provided or contact is made:
  • Make entries on appropriate screens in FAMIS.
  • Obtain needed verification.
  • Authorize the action.

1140.005.15 Change Processing For Applicant Eligibility Units

Applicant households must report all changes affecting their eligibility or benefits during the application interview.

For applications, changes that occur:

• between the filing date and the interview date (if different) must be acted on as part of the application eligibility determination.
• after the interview, but before a case decision is made, must be acted on as part of the application eligibility determination.

If a change is reported while the application is pending, enter the change into FAMIS. If verification is required, give the EU a Request for Information (FA-325) allowing the EU ten days to provide the required verification. If partial verification is provided within the ten day period, a second Request for Information (FA-325) must be sent to the client. The FA-325 form must be manually generated and fields populated with specific detail as to what is still needed from the participant. It may be necessary to pend the application beyond the application due date because FAMIS must consider the reported change in the eligibility determination.

Discuss with EUs the reporting requirements and how to determine when their income exceeds 130% of poverty. EUs need only to calculate their income for a calendar month to determine monthly income. They do not have to convert income using 2.166 or 4.333.

Reporting requirements for EUs are defined in sections 1140.000.00 Simplified Reporting.

1140.005.20 Increasing Benefits

Take action on any reported or known change that increases benefits to an EU. Obtain sufficient information/verification as needed.

• If verification is required (income, medical expenses, etc.) but is not provided, do not take the action to increase the benefits and do not close the case.
• If verification is not required (shelter expenses, child care expenses, etc.), authorize the action to increase benefits.

Additional benefits must be issued no later than the first allotment available ten days after the date the change was reported. Increased benefits are issued for each month beginning with the month the change is entered into FAMIS.

1140.005.25 Significant Changes

Significant changes are those:

• reducing an EU's total gross income by more than $50, or
• reporting a new EU member who is not a member of another certified EU.

Act promptly on changes that significantly impact the EU's circumstances and result in an increased allotment.

All EUs reporting significant changes that increase benefits are entitled to supplemental benefits for the month in which the change is reported. Issue supplemental benefits for the month the change is reported within the following guidelines:

• If the next allotment will be available in less than ten days after the date the change was reported, issue supplemental benefits by the 10th day of the following month or the EU's normal issuance cycle in that month, whichever is later.
• If the next allotment will be available more than ten days after the date the change was reported, issue supplemental benefits by the availability date of the next allotment.

1140.005.30 Decreased Allotment or Closing

When a change will decrease or terminate a household's benefit, act on the change and follow advance notice of adverse action procedures if necessary. See Food Stamp manual section 1140.025.10.05 Exemptions to Notice of Adverse Action to determine when advance notice of the adverse action is not required.

1140.005.35 Mass Adjustments

Certain changes are initiated by the state or federal government and may affect all certified households or a significant portion of the households.

Mass changes include:

• annual adjustment to net/gross income eligibility standards,
• annual adjustment to the shelter/dependent care deduction,
• annual adjustment to the Thrifty Food Plan and standard deduction,
• adjustments to the utility standard,
• adjustments to IM cash grants,
• cost of living adjustments to Social Security, SSI, and other Federal benefits.

NOTE: Households are not required to report these changes.

1140.005.40 Changes to Income

When an EU reports a change in income enter the information on the appropriate screen in FAMIS. Obtain verification that is needed. Refer to Food Stamp Manual section 1102.025.00 Verification Required for Reported Changes.

If sufficient information is not provided that can be entered in the appropriate screen in FAMIS, send an FA-331 Request for Contact (RFC) form to the EU allowing 10 days to make contact. Record the date the FA-331 RFC was sent on the Eligibility Unit Member Role (EUMEMROL/FM3Z) screen. Refer to the Changes in Income Flowchart for additional information.

Individual Makes Contact

Enter the information on the appropriate screen. Take the following action, depending on whether verification is provided or required.

• If verification is required and provided:
  • Enter the appropriate verification code.
• If verification is not provided and:
  • Verification is required for Food Stamps:
    • Do not enter a verification code.
    • Send a Request for Information (FA-325) notifying the EU of the information needed to determine eligibility. FAMIS gives the EU at least ten days to provide the requested information.
      • If the requested verification is provided, enter the appropriate code.
      • If partial verification is provided within the ten day period, a second Request for Information (FA-325) must be sent to the client. The FA-325 form must be manually generated and fields populated with specific detail as to what is still needed from the participant.
      • If the verification is not provided when the FA-325 expires, an Adverse Action Notice (FA-510), is generated.
        • If the change resulted in an increase in benefits and verification is not provided, void the Food Stamp adverse action and do not increase the benefits.
        • If the change requires verification for a reason other than to increase benefits, authorize the adverse action and closing.
  • Verification is not required for Food Stamps (income change is less than $50 and the source has not changed, claimed income exceeds 130% of poverty, etc.):
    • Enter CS (client statement) in the verification field
  • Verification is not required for Food Stamps, but is required for another program (resources for the TANF program, etc.):
    • Enter CS (client statement) in the verification field; the other program will pend for verification.
    • Send a FA-325 notifying the EU of the information needed to determine eligibility. FAMIS gives the EU at least ten days to provide the requested information.
    • Authorize the action on the Food Stamp case; do not wait for the verification to be provided for the other program.

When information is entered, FAMIS determines if the EU's income exceeds 130% of poverty for the EU size and recommends an action.

• If the income exceeds 130% of poverty:
  • FAMIS recommends a closing.
  • Authorize the adverse action to close the case.
• If the income does not exceed 130% of poverty:
  • If the result is a decrease in benefits, authorize the adverse action to reduce the benefits.
  • If the result is an increase in benefits, authorize the action unless the verification was required and not provided.

Individual Does Not Make Contact

Authorize a worker initiated adverse action closing (AAWC) with reason COO (failed to cooperate) and send an FA-510 to close the Food Stamp case. Record the reason for the action on the Action Authorization (FM3H) screen. The case is closed effective the month following the month in which the notice of adverse action expires. Refer to the FAMIS User Guide Worker Initiated Closing for instructions.

1140.005.45 Reduction in the Number of Hours Worked by an EU Member Subject to the 18 to 49 year old (ABAWD)

When it is reported that the number of hours worked by an ABAWD EU member has fallen below an average of 20 hours per week, determine if s/he has become exempt, or if the change in hours is temporary. If s/he is not exempt and the change is not temporary:

• Explore voluntary job quit or work effort reduction, as appropriate. If there has been a work effort reduction or voluntary quit without good cause, take action to sanction the individual. The sanction must be entered even if the case would close for non-work months.
• If the ABAWD EU member has not used all non-work months determine the impact of the reduction in the number of hours worked. Obtain verification if needed and authorize the action.
• If the ABAWD EU member has used all non-work months, take action to remove the individual from the EU or close the case.

1140.005.50 Address Changes

A change of address is not required to be reported. If the EU moves and does not notify the county of the new address, no adverse action is taken.

NOTE: If the EU's notice of expiration is not received and the EU applies after the end of the certification period, benefits will be prorated from the date of application, following normal policy.

When an EU reports a new address:

• Enter the new address in FAMIS, and record a comment on the Eligibility Unit Member Role (EUMEMROL or FM3Z) screen.
• Do not ask if there are changes to the shelter expense.
• Do not ask if there are changes to EU composition.
• If the EU reports changes in shelter expense or EU composition, act on the change.
• Verify the EU's new address using CD1P (or contacting the EU's post office)
• Create a New Case File Transfer Request in the Integrated Tracking & Reporting System (ITrackRS)
  • ITrackRS lists all transfer-in requests that need to be processed upon receipt of EU files received.
  • The office will enter in ITrackRS the date EU files received.

If the EU notifies the office serving their new residence county they have moved, take the following action:

• Use CD1P (or contact local post office) to verify the address provided is a valid address within the new county.
• Update FAMIS with the new address and county code.
• Create a New Case File Transfer Request in ITrackRS.
  • ITrackRS will automatically send the transfer request to the transferring office's email address.
  • The transferring office will enter in ITrackRS that date the file is sent to the new office.
  • The receiving office will enter in ITrackRS the date the file is received.

When mail is returned by the United States Postal Service with a forwarding address:

• Enter the address provided by the United States Postal Service in FAMIS
• Record a comment on the Eligibility Unit Member Role (EUMEMROL or FM3Z) screen.

When mail is returned by the United States Postal Service marked "no known forwarding address":

• For a Food Stamp only EU, this is not sufficient information to determine the impact on the Food Stamp benefits; no adverse action is taken.
• For a combination Food Stamp and Income Maintenance (IM) case, action is taken to close the IM grant for mail returned with "no known forwarding address." This is not sufficient information to determine the impact to the Food Stamp EU. Send the Food Stamp EU an FA-331 Request for Contact. Request information needed to clarify the EU's current circumstances. Give the EU at least ten days to provide the requested information.
  • If the EU responds, update the address, if supplied, and take any actions required based upon the response. 
  • If no response is made or the EU does not request a hearing regarding the change in its IM grant, and does not provide information to clarify its current circumstances, authorize an AAWC (worker initiated adverse action closing) with reason COO (failed to cooperate) and send an FA-510, Adverse Action notice, to close the Food Stamp case.
  • Record the reason for the action on the Action Authorization (FM3H) screen as the EU failed to clarify their circumstances following the request for contact.

1140.005.55 Changes in EU's Income Maintenance Grant

Take action on all changes in the EU's Income Maintenance (IM) cash grant and the changes related to the change in the IM cash grant. The action required is dependent upon whether there is sufficient information to determine the impact on the Food Stamp benefits.

Sufficient Information to Determine Impact on FS

Insufficient Information to Determine FS Impact

1140.005.60 Changes Considered Verified Upon Receipt for EU

Changes considered verified upon receipt are:

• Those reported by or received directly from the source of the information;
• Are not questionable; and
• Do not require further information/verification.

Initiate action on all changes considered verified upon receipt within the time frame for acting on changes.

Types of information considered verified upon receipt include, but are not limited to:

• SSI/State Data Exchange system (SDX) reports from the Social Security Administration;
• Beneficiary and Earnings Data Exchange system (BENDEX) reports from the Social Security Administration;
• Systematic Alien Verification for Entitlements (SAVE) reports from the United States Citizenship and Immigration Service (USCIS);
• List of Death Records Matching IM Records (FIM31420) reports based on a death certificate/client data exchange with the Bureau of Vital Records of the Missouri Department of Health;
• Report from a Food Stamp household member that they or another member has moved out of the household; and
• Report from a Food Stamp household member that they or another member has moved to an ineligible living arrangement, such as a nursing facility or other institution providing a majority of their meals (over 50 percent of three meals daily).

1140.005.65 Voluntary Closing Requested by EU

Close the case when an EU voluntarily requests its case be closed.

• If the EU makes the request in person, ask the EU to provide the request in a signed written statement.
• If the EU makes the request in writing, authorize the closing with the worker initiated closing (WICL) action and reason code VOL Voluntarily Closed Your Case.
• If the EU makes the request verbally, initiate a worker initiated adverse action closing (AAWC) action with reason code VOL Voluntarily Closed Your Case. Refer to the FAMIS User Guide Worker Initiated Closing for instructions.

1140.005.70 Head of EU Leaves the Home/Dies

When the head of the EU dies enter the action in the system, determine if the report is verified upon receipt or if verification is required.

• If the report is verified upon receipt authorize the action. Follow notice of adverse action procedures.
• If verification is required, such as a Social Security death match, send a Request for Contact (FA-331) to the EU.
  • If verification of the death is obtained, authorize the action to close the case. Follow notice of adverse action procedures.
  • If verification is required but not provided, authorize an Adverse Action Worker Close (AAWC) with reason code COO Failure to Cooperate.

If remaining EU members wish to continue to participate in the Food Stamp Program, the new head of EU must submit a new application.

If an EU reports the head of EU left the home, and the remaining EU members wish to continue receiving Food Stamp benefits:

• Take a new application for the remaining EU members.
• Remove the applicant EU members from the active case.
• Leave the former head of EU's case active, if eligible.