Department of Human Services

Food Stamp Online Policy Manual

FOOD STAMP MANUAL TABLE OF CONTENTS

Chapter

Section

Subject

Updated

1

 

INTRODUCTION & RIGHT TO APPLY

 

 

1.1

Introduction

 

 

1.2

Purpose of the Food Stamp program

 

 

1.3

Legal Basis of Administration of the Food Stamp Program

 

 

1.4

Right to Apply

 

 

1.5

Assistance Groups

 

 

 

 

 

2

 

HOUSEHOLD CONCEPT

 

 

2.1

Household Composition Policy

 

 

2.2

Purchasing and Preparing Meals

 

 

2.3

Separate Household Status

 

 

2.4

Designating Head of Household

 

 

2.5

Absent Wage Earner

 

 

2.6

Individuals Receiving Foster Care Board Payments

 

 

2.7

Non-Household Members

 

 

2.8

Individuals Who Cannot be Considered Non-Household Members

 

 

2.9

Treatment of Income, Resources, and Deductible Expenses of Non-Household Members

 

 

2.10

Excluded Household Members

 

 

2.11

Treatment of Excluded Household Members in Determining Financial Eligibility

 

 

2.12

Boarders

 

 

2.13

Residents of Institutions

 

 

2.14

Authorized Representatives

 

 

2.15

Verification

 

 

 

 

 

3

 

CATEGORICAL ELIGIBILITY FOR FOOD STAMPS

 

 

3.1

Defining Who Is Categorically Eligible (CE)

 

 

3.2

Exceptions to Categorical Eligibility

 

 

3.3

Determining Eligibility for CE Households

 

 

3.4

Verification Procedures for CE Households

 

 

3.5

Determining Benefit Levels for CE Households

 

 

3.6

Processing Applications for Potential CE Households

 

 

3.7

Termination of Families First or SSI Benefits

 

 

 

 

 

4

 

STUDENT STATUS AND EDUCATIONAL INCOME

 

 

4.1

Student Status

 

 

4.2

Student Eligibility Criteria

 

 

4.3

Ineligible Students

 

 

4.4

Changes in Student Status

 

 

4.5

Procedures for Establishing Student Status

 

 

4.6

Treatment of Educational Income

 

 

4.7

Treatment of Resources

 

 

4.8

Acceptable Forms of Verification

 

 

 

 

 

5

 

RESIDENCE

 

 

5.1

Residency Requirement

 

 

5.2

Definition of Resident

 

 

5.2.1

1240-1-3-.03  RESERVED

 

 

5.3

Termination of Residence

 

 

5.4

Reporting Addresses

 

 

5.5

Verification

 

 

 

 

 

6

 

CITIZENSHIP AND ALIEN STATUS REQUIREMENT

 

 

6.1

Eligibility Requirements

 

 

6.2

Verification of United States Citizenship

 

 

6.3

Method of Verification of United States Citizenship

 

 

6.4

Promptness of Case Action – Questionable Citizenship

 

 

6.5

Eligible Aliens – General Requirements

 

 

6.6

Description of Eligible Aliens

 

 

6.7

Determination of Qualified Alien Status

 

 

6.8

Qualified Aliens – Unlimited Eligibility Period

 

 

6.9

Victims of Severe Form of Trafficking

 

 

6.10

Battered Immigrants

 

 

6.11

Eligibility of Sponsored Aliens

 

 

6.12

Ineligible Aliens

 

 

6.13

Verification of Alien Status

 

 

 

 

 

 

 

ENUMERATION

 

 

7.1

Social Security Enumeration Requirements

 

 

7.2

Enumeration

 

 

7.3

Mandatory Verification

 

 

7.4

Enumeration Procedures

 

 

7.5

Enumeration Requirements

 

 

7.6

Good Cause for Failure to Comply

 

 

7.7

Failure to Obtain a Social Security Number

 

 

7.8

Refusal to Provide or Apply for a Social Security Number

 

 

7.9

Social Security Number Cannot be Verified by Social Security

 

 

7.10

Recording and Documentation

 

 

 

 

 

8

 

AGE AND SCHOOL ATTENDANCE

 

 

8.1

Age Requirements

 

 

8.1.2

1240-1-3-.17  RESERVED

 

 

8.2

School Attendance

 

 

 

 

 

9

 

WORK REQUIREMENTS

 

 

9.1

Work Registration

 

 

9.2

Work Registration Requirement

 

 

9.3

Exemptions from Work Registration

 

 

9.4

Barriers to Work Requirements

 

 

9.5

Caseworker’s Responsibilities

 

 

9.6

Work Registrant’s Responsibilities

 

 

9.7

Unsuitable Employment

 

 

9.8

Deregistration

 

 

9.9

Employment and Training Components (E&T)

 

 

 

 

 

10

 

ABLE-BODIED ADULTS WITHOUT DEPENDENT CHILDREN

 

 

10.1

Exemptions

 

 

10.2

Who is an ABAWD

 

 

10.3

Eligibility

 

 

10.4

Maintaining Eligibility

 

 

10.5

Regaining Eligibility

 

 

10.6

Caseworker’s Responsibility

 

 

10.7

Good Cause Determination

 

 

10.8

Non-Compliant ABAWD

 

 

10.9

ABAWD’s Work Hours Decrease

 

 

10.10

Closure

 

 

 

 

 

11

 

FAILURE TO COMPLY WITH WORK COMPONENTS

 

 

11.1

Non-Compliance by a Household Member

 

 

11.2

Non-Compliance with work Requirements in Cash Assistance

 

 

11.3

Determining Good Cause

 

 

11.4

Disqualification

 

 

11.5

Ending the Disqualification

 

 

 

 

 

12

 

VOLUNTARY QUIT

 

 

12.1

Voluntary Quit Determination

 

 

12.2

The Voluntary Quit Provision Does Not Apply to an Individual When…

 

 

12.3

The Voluntary Quit Provision Applies When…

 

 

12.4

Good Cause

 

 

12.5

Federal, State, or Local Government Employees

 

 

12.6

Verification of Voluntary Quit/Reduction in Hours and Good Cause Determination

 

 

12.7

Implementing a Voluntary Quit/Reduction of Work Hours Disqualification

 

 

12.8

Ending the Disqualification

 

 

 

 

 

13

 

FINANCIAL ELIGIBILITY REQUIREMENTS

 

 

13.1

Consideration of Resources and Income

 

 

13.2

Categorically Eligible Households

 

 

13.3

Mixed households

 

 

 

 

 

14

 

RESOURCES

 

 

14.1

Resource Eligibility Standards

 

 

14.2

Application of Resource Limits

 

 

14.3

Verification

 

 

 

 

 

15

 

EXEMPT RESOURCES

 

 

15.1

Home and Lot

 

 

15.2

Household Goods and Personal Effects

 

 

15.3

Insurance Policies

 

 

15.4

Exempt Vehicles

 

 

15.5

Burial Policies, Burial Agreements, and Burial Plots

 

 

15.6

Pension Funds

 

 

15.7

Income Producing Property

 

 

15.8

Inaccessible Resources

 

 

15.9

Resources Excluded by Law

 

 

15.10

Resources of Non-Household Members

 

 

15.11

Agent Orange Settlement Payment

 

 

15.12

Allowances Paid to Children of Vietnam Veterans Born with Spina Bifida

 

 

15.13

Individual Development Account (IDA)

 

 

15.14

“Dedicated Accounts” for SSI Children

 

 

15.15

Earmarked Resources

 

 

15.16

Prorated Income

 

 

15.17

Indian Lands

 

 

15.18

Livestock and Poultry

 

 

15.19

Handling of Excluded Funds

 

 

15.20

Education Accounts (Effective 10-1-08)

 

 

15.20.1

Reserved

 

 

 

 

 

16

 

COUNTABLE RESOURCES

 

 

16.1

Countable Liquid Resources

 

 

16.2

Countable Non-Liquid Resources

 

 

 

 

 

17

 

DOCUMENTATION

 

 

17.1

Verification of a Resource

 

 

17.2

Actions on Cases Receiving Lump Sum Payments

 

 

 

 

 

18

 

SPECIAL RESOURCE SITUATIONS

 

 

18.1

Jointly Owned Resources (Real or Personal Property)

 

 

18.2

Victims Compensation Awards

 

 

18.3

Establishing Ownership of Property Through Legal Title

 

 

18.4

Treatment of Vehicles

 

 

 

 

 

19

 

TRANSFER OF RESOURCES

 

 

19.1

Transfers Resulting in Disqualification

 

 

19.2

Transfers Not Resulting Disqualification

 

 

19.3

Period of Disqualification

 

 

19.4

Disqualifying a Household

 

 

 

 

 

20

 

INCOME

 

 

20.1

Income Eligibility Standards

 

 

20.2

Definition of Income

 

 

20.3

Earned Income

 

 

20.4

Unearned Income

 

 

20.5

Unemployment Compensation

 

 

20.6

Strike Benefits

 

 

20.7

Vacation, Sick, Longevity and Bonus Pay

 

 

20.8

Certain Rental Income

 

 

20.9

Interest Payments, Dividends, and Royalties Income

 

 

20.10

Assistance Payments

 

 

20.11

Pensions and Benefits

 

 

20.12

Support and Alimony

 

 

20.13

Contributions

 

 

20.14

Monies Received from Trust Funds

 

 

20.15

Income of Excluded or Ineligible Members

 

 

20.16

Foster Care Payments and/or Guardianship Payments

 

 

20.17

Severance Pay

 

 

 

 

 

21

 

PAYMENTS/BENEFITS EXCLUDED IN ELIGIBILITY DETERMINATION

 

 

21.1

Relocation Assistance Payments

 

 

21.2

Funds Held in Trust for Members of Indian Tribes

 

 

21.3

Payments Received Under the Alaska Native Claims Settlement Act

 

 

21.4

Receipts Distributed to Members of Certain Indian Tribe

 

 

21.5

Benefits Received From Programs Under the Older Americans Act of 1965

 

 

21.6

Value of Supplemental Food Assistance under the Child Nutrition Act of 1966

 

 

21.7

Payments for Support Services and Reimbursements of Out-of-pocket Expenses

 

 

21.8

Payments under the Domestic Volunteer Service Act of 1973

 

 

21.9

Workforce Investment Act Income

 

 

21.10

Experimental Housing Allowance Program Payments

 

 

21.11

Nazi Persecution Payments

 

 

21.12

Educational Loans, Grants, Scholarships, Fellowships, & Veteran’s Education Benefits

 

 

21.13

Energy Assistance Payments

 

 

21.14

Agent Orange Settlement Payments

 

 

21.15

Earned Income Tax Credit (EITC)

 

 

21.16

Compensation Received Under the Crime Act of 1984

 

 

21.17

Earnings of Children

 

 

21.18

Cost of Producing Self –Employment Income

 

 

21.19

Irregular Income

 

 

21.20

Loans

 

 

21.21

Income of Non-Household Members

 

 

21.22

Non-Recurring Lump Sum Payments

 

 

21.23

Recoupments

 

 

21.24

Reimbursements

 

 

21.25

Support Payments

 

 

21.26

Vendor Payments

 

 

21.27

PASS Accounts

 

 

21.28

AmeriCorps

 

 

21.29

Allowances Paid to Children of Vietnam Veterans

 

 

21.30

SSI Lump Sum Installment Payments

 

 

21.31

Youthbuild Program Payments

 

 

21.32

Non-Cash Items

 

 

21.33

Payments Under Title I

 

 

21.34

Disaster Income

 

 

21.35

Military Combat Pay

 

 

21.36

Filipino Veterans Equity Compensation Payments

 

 

21.37

Income Included in Eligibility Determination

 

 

 

 

 

22

 

TREATMENT OF INCOME /DETERMINATION OF AVAILABLE INCOME

 

 

22.1

Projecting Income

 

 

22.2

Converting Income to Monthly Amounts

 

 

22.3

Rounding Truncating Procedures

 

 

22.4

Income at Application

 

 

22.5

Anticipating Changes and Benefit Amounts

 

 

22.6

Income at Recertification

 

 

22.7

Consideration of Income Belonging to Particular Individuals

 

 

 

 

 

23

 

DEDUCTIONS FROM INCOME

 

 

23.1

Limitations on Deductions

 

 

23.2

Types of Expenses Not Allowed as Deductions

 

 

23.3

Billed Expenses Deducted in Month Due

 

 

23.4

Fluctuating Expenses

 

 

23.5

Anticipating Expenses

 

 

23.6

Types of Expenses Allowed as Deductions

 

 

23.7

Earned Income Deduction

 

 

23.8

Standard Deduction

 

 

23.9

Excess Medical Deduction

 

 

23.10

Dependent Care

 

 

23.11

Shelter Costs

 

 

23.12

Child Support Payments Deduction

 

 

23.13

Deduction for a Representative Payee

 

 

23.14

Types of Expenses Allowed for Excluded Household Members

 

 

 

 

 

24

 

TREATMENT OF INCOME

 

 

24.1

Treatment of Unearned Income

 

 

24.2

Treatment of Earned Income

 

 

24.3

Policies Regarding Determination of Net Income

 

 

24.4

1240-1-4-.21  RESERVED

 

 

 

 

 

25

 

MEDICAL DEDUCTION SUPPLEMENT

 

 

25.1

Definitions

 

 

25.2

Criteria for Determining Who Is Eligible for a Medical Deduction

 

 

25.3

Consideration of Medical Expenses

 

 

25.4

Reimbursements

 

 

25.5

Repayment Plans for Medical Plans

 

 

25.6

One-Time Medical Expenses

 

 

25.7

Recurring Medical Expenses

 

 

25.8

Changes

 

 

 

 

 

26

 

CALCULATING NET INCOME AND BENEFIT LEVELS

 

 

26.1

Net Monthly Income

 

 

26.2

Prorating Initial Month’s Benefit

 

 

26.2.1

1240-1-4-.23  RESERVED

 

 

26.3

Treatment of Income from Self-Employment

 

 

26.4

Determining Self-Employment Income

 

 

26.5

Special Income Consideration

 

 

26.6

Cost of Producing Self-Employment Income

 

 

26.7

Determining Monthly Income When Averaged

 

 

26.8

Determining Monthly Income When Anticipated

 

 

26.9

Households With Boarders

 

 

26.10

Resident Farm Laborers

 

 

26.11

Migrant Farm laborers

 

 

26.12

School Employees

 

 

26.13

Treatment of Income (CE Households)

 

 

 

 

 

27

 

STANDARD OF NEED/INCOME

 

 

27.1

Food Stamp Gross Monthly Income Standard

 

 

27.2

Net Monthly Income Standards

 

 

27.3

Basis of Coupon Issuance – Value of Thrifty Food Plan

 

 

27.4

Food Stamp Deductions

 

 

27.5

Food Stamp Utility Allowance

 

 

27.6

Food Stamp Standard Telephone Allowance

 

 

27.7

Homeless Household Shelter Standard

 

 

27.8

1240-1-4-.28  RESERVED

 

 

27.9

1240-1-4-.29  RESERVED

 

 

27.10

Information for Computing Food Stamp Allotments

 

 

 

 

 

28

 

DESTITUTE HOUSEHOLD

 

 

28.1

Household Eligible for Expedited Service – FS

 

 

28.2

Pre-screening

 

 

28.3

Monitoring

 

 

28.4

Definitions of Destitute Migrant or Seasonal Farm Worker Households

 

 

28.5

Source of Income Defined

 

 

28.6

Terminated Income Source

 

 

28.7

New Source

 

 

28.8

Both Sources

 

 

28.9

Processing Standards

 

 

28.10

Late Determinations

 

 

28.11

Determining Income for Expedited Service Household

 

 

28.12

Expedited Procedures for Households Applying Through the 15th of the Month

 

 

28.13

Expedited Procedures for Households Applying After the 15th of the Month

 

 

28.14

When Expedited Procedures Apply

 

 

28.15

Verification for Expedited Service

 

 

28.16

Certification Periods

 

 

 

 

 

29

 

PERIODS OF ELIGIBILITY

 

 

29.1

Establishing Certification Periods

 

 

29.2

Determining Length of Certification Period for FS Households

6/27/11

 

 

 

 

30

 

TRANSITIONAL FOOD STAMPS

 

 

30.1

Eligibility Requirements

 

 

30.2

Determining the Transitional Food Stamp Benefit

 

 

30.3

Changes

 

 

30.4

Recertification for Regular Food Stamp Benefits

 

 

30.5

Ending Transitional Food Stamp Benefits

 

 

30.6

1240-1-11  RESERVED

 

 

 

 

 

31

 

RIGHTS AND RESPONSIBILITIES

 

 

31.1

Nondiscrimination

 

 

31.2

Availability of Information

 

 

31.3

Uses for Food Stamp Benefits

 

 

31.3.1

1240-12-.05  RESERVED

 

 

31.4

Food Stamp Benefits as Income

 

 

31.5

No Aid Reduction Because of Food Stamp Participation

 

 

31.6

Complaint Procedures for Program Matters

 

 

 

 

 

32

 

GENERAL ADMINISTRATIVE PROCEDURES

 

 

32.1

Management of Case Records

 

 

32.2

Confidentiality of Case Records

 

 

32.3

Information Considered Confidential

 

 

32.4

Exceptions to Confidential Information

 

 

32.5

Release of Information to the Applicant/Recipient or His Representative

 

 

32.6

Release of Information to Persons Other Than the Recipient or Someone Acting on his Behalf

 

 

32.7

Applications by Department Employees and Their Relatives

 

 

32.8

1240-1-13-.02    RESERVED

 

 

32.9

1240-1-13-.03    RESERVED

 

 

 

 

 

33

 

THE APPLICATION PROCESS

 

 

33.1

Application Process

 

 

33.2

Voluntary Withdrawal

 

 

33.3

Promptness

 

 

33.4

Filing an Application

 

 

33.5

Prescreening

 

 

33.6

Disposition of Application

 

 

33.7

Approval or Denial of Application

 

 

33.8

Procedures for Determining Eligibility

 

 

33.9

Actions Based on Eligibility

 

 

33.9.1

1240-1-14-.10   RESERVED

 

 

33.10

Providing Notices of Eligibility

 

 

33.11

Actions Based on Ineligibility and Delayed Eligibility Determination

 

 

33.12

SSI/Food Stamp Joint Application Process

 

 

33.13

SSI Households

 

 

33.14

Responsibilities of SSA

 

 

33.15

Responsibilities of the Department (DHS)

 

 

33.16

Verification Procedures

 

 

33.17

Assigning Certification Periods

 

 

33.18

SSI Households Applying at the County Office

 

 

33.19

Restoration of Loss Benefits

 

 

33.20

Work Registration Requirements

 

 

33.21

Mass Changes

 

 

33.22

Categorical Eligibility

 

 

 

 

 

34

 

INTERVIEWING FOR ELIGIBILITY

 

 

34.1

Introduction

 

 

34.2

Purpose of Interviewing

 

 

34.3

Mandatory Interviewing

 

 

34.4

Scheduling Interviews

 

 

34.5

Single Interview

 

 

34.6

Waiver of Office Interview

 

 

34.7

General Intake Information

 

 

34.8

Failure/Refusal to Cooperate in Eligibility Process

 

 

 

 

 

35

 

VERIFICATION PROCEDURES

 

 

35.1

Introduction

 

 

35.2

Verification Process

 

 

35.3

Verification at Initial Application

 

 

35.4

Status of Application Awaiting Verification

 

 

35.5

Verification of Reported Changes

 

 

35.6

Verification at Recertification

 

 

35.7

Contacting and using Other Sources of Verification

 

 

 

 

 

36

 

TIMELINESS STANDARD

 

 

36.1

Introduction

 

 

36.2

General Standard

 

 

36.3

Action When Food Stamp Determination Precedes Families First Determination

 

 

36.4

Opportunity to Participate

 

 

36.5

Providing Notices to Households

 

 

36.6

Notice for Special Cases

 

 

36.7

Time Limit for Providing Notice of Denial

 

 

36.8

Denial of Application When A/R Fails to Keep an Appointment

 

 

36.9

Failure to Meet Timeliness Standard

 

 

36.10

1240-1-17-.10   Reserved

 

 

36.11

1240-1-17-.11   Reserved

 

 

 

 

 

37

 

AUTHORIZATION OF ALLOTMENT

 

 

37.1

Introduction

 

 

37.1.1

1240-1-18-.02    RESERVED

 

 

37.1.2

1240-1-18-.03    RESERVED

 

 

37.2

Method of Delivery

 

 

37.3

Designation of an Authorized Representative

 

 

37.4

1240-1-18-.06     RESERVED

 

 

 

 

 

38

 

CONTINUING RESPONSIBILITIES

 

 

38.1

Recertification

 

 

38.2

Notice of Expiration of  Certification

 

 

38.3

Notification of Recertification

 

 

38.4

County Office Failure to Act on Timely Certification Application

 

 

38.5

Loss of Right to Uninterrupted Benefits

 

 

38.6

Good Cause for Failure to Timely Reapply

 

 

38.6.1

1240-1-19-.02  RESERVED

 

 

38.6.2

1240-1-19-.03  RESERVED

 

 

38.7

Changes During the Food Stamp Certification

 

 

38.8

Household Responsibilities

 

 

38.9

Households Subject to Simplified Reporting

6/27/11

 

38.10

Applicant Household’s Responsibilities

 

 

38.11

How Changes are Reported

 

 

38.12

Failure to Report

 

 

38.13

Providing the Change Report Form

 

 

38.14

Worker’s Responsibilities

 

 

38.15

When a Change Results in Increased Benefits

 

 

38.16

Changes Resulting in Increased Benefits Through a Supplement

 

 

38.17

Changes Which Reduce Benefits

 

 

38.18

Mass Changes

 

 

38.19

Changes Affecting Food Stamp Households Receiving Families First

 

 

38.20

Notice of Adverse Action

 

 

38.20.1

1240-1-19-.08  RESERVED

 

 

38.20.2

1240-1-19-.09  RESERVED

 

 

38.21

When a Food Stamp Household Moves from One County to County

 

 

38.22

Simplified Reporting Cases

 

 

38.23

Non-Simplified Reporting Cases

 

 

38.23.1

1240-1-19-.11 RESERVED

 

 

38.24

When a Food Stamp Household Moves Out of the State

 

 

38.24.1

1240-1-19-.13  RESERVED

 

 

38.25

Change of Address (Within the County)

 

 

38.26

Procedures for Closing a Case

 

 

38.27

1240-1-19-.16  RESERVED

 

 

38.28

1240-1-19-.17  RESERVED

 

 

38.29

1240-1-19-.18  RESERVED

 

 

38.30

1240-1-19-.19  RESERVED

 

 

38.31

1240-1-19-.20  RESERVED

 

 

38.32

Replacement of FS Allotments, Food Destroyed in a Disaster and Partial Allotments

 

 

38.33

1240-1-19-.22  RESERVED

 

 

38.34

1240-1-19-.23  RESERVED

 

 

38.35

1240-1-19-.24  RESERVED

 

 

 

 

 

39

 

Overissuances and Claims

 

 

39.1

Claims Against Households

 

 

39.2

Intentional program Violations

 

 

39.3

Administrative Disqualification Hearing

 

 

39.4

Waived Administrative Disqualification Hearing

 

 

39.5

Court Referrals

 

 

39.6

Pre-Trail Diversion

 

 

39.7

Collecting Claims Against Households

 

 

39.7.1

1240-1-20-.08  RESERVED

 

 

39.8

Restoration of Loss Benefits

 

 

 

 

 

40

 

COMPLAINTS, APPEALS, AND FAIR HEARING – PROCEDURES

 

 

40.1

Introduction

 

 

40.2

Definitions

 

 

40.3

Complaints

 

 

40.4

Appeals

 

 

40.5

Procedures for Processing Appeals

 

 

 

 

 

41

 

SPECIAL LIVING ARRANGEMENTS

 

 

41.1

Drug and Alcoholic Treatment Centers

 

 

41.2

Group Living Arrangements

 

 

41.3

Shelters for Battered Women and Children

 

 

41.4

Shelters for the Homeless

 

 

41.5

Homeless Meal Provider

 

 

 

 

 

42

 

STRIKERS

 

 

42.1

Persons Who Would be Considered Strikers

 

 

42.2

Persons Not Considered to be Strikers

 

 

42.3

Household Eligibility

 

 

42.4

Treatment of Income/Resources

 

 

42.5

Work Registration