SNAP Wrap Up Field Guide

Transcription

1 Your Journey Starts Here! This guide assists workers in understanding how a Food Assistance (FA) allotment is calculated. The information in this guide can be useful when explaining to a Household (HH) or an Administrative Law Judge (ALJ) how an FA allotment was calculated. Display Eligibility Summary This page provides an overview of the eligibility outcome of the case. These are the results of the data entry. This page should always be the first page reviewed. Note: As a best practice, complete an FS-3C when working on cases. This can help anticipate outcomes when used with your knowledge of the data entry of the case. 1) Program Group - You can sort this column (and all others) by clicking on the column name. Make sure that all of the correct HLPGs appear. 2) Payment Month - As a best practice, always review at least two months of payments. 3) Eligibility Status -This column displays if the case is Passing, Failing, Pending, or has been Denied. If you are not sure why a case pended, failed or denied, use the Reason button on this page. 4) Benefit Amount The allotment a household (HH) will receive. Look for prorated allotments in the initial application month, if applicable. Look at the second month to see if the benefits fluctuate or change. 5) Household Size - The number of eligible HH members on the case. 6) Verification Checklist (VCL) Summary - Always review the information listed in this group. Request only the verifications that are truly needed. An eligibility decision cannot be held up for verification of expenses or information that is not required. Use the PA Verification Matrix to determine if verification is needed. Before sending a VCL, see if the customer has the information with them before trying to obtain a Collateral Contact or Interface to verify the information. 7) User Notes - When generating a VCL, always provide clear instructions of what is being requested. For example: Provide one check stub for Month from ABC Company. If detailed notes are not provided, QA errors could result because the request was unclear. If the HH requested to receive correspondence in Spanish, the VCL must be written in Spanish. Page 1 of 10

2 Display Individual Eligibility Summary This page identifies the eligible members of the SNAP HH. Best practice is to review all people listed on this page to identify who will be included in the SNAP calculation, and if their income or expenses will be prorated. 1) Payment Month - Always check the results for at least two payment months. The information can identify any potential changes on your case. 2) Individual Best practice is to review the results for all HH members on the case. 3) Participation Status - This field indicates if a person is Eligible, Ineligible, or Excluded from the SNAP HH. If you see Ineligible or Excluded, use the Reason button to identify the reason they are not eligible. If the reason is incorrect, return to Interactive Interview (II) to correct the data entry. 4) Eligibility Result Based on the data entry, CBMS will determine if the individual will be approved or denied for SNAP. If they are denied or discontinued, use the Reason button to see why. 5) Begin Date Are benefits commencing as of the right date? Do you need to correct your AI (if applicable)? 6) Reason (button) - Select this button when you see that an individual is Pending, Failing, or being Denied for SNAP. This button provides the denial reason for each individual. The reason will appear on the NOA the HH will receive. Always make sure it reflects the correct reason or a QA error could result. 7) Companion Cases If the HH is active on other HLPGs (for example, AF), review any Companion Cases that may also require an authorization upon completion of this case. Best practice is to authorize any Companion Cases that exist or they may end up on the exception reports. Page 2 of 10

3 The 1 st Income Test Gross Income Test tab This tab shows if a HH has passed the first income test for SNAP. Many HHs have to pass the Gross Income Test in order to be determined eligible for SNAP. If a HH fails the income test, they are denied for exceeding the gross income limit for SNAP. Page 3 of 10

4 1) Payment Month - Always check the first and second months on a case. 2) Household Size - The number of eligible HH members. If your HH size is wrong: Review the Display Individual Eligibility Summary page to see the reason why HH members are denied or disqualified which can tell you what data entry to review next. 3) Gross income Total - The total amount of income that the household has counting towards eligibility. This amount consists of all earned, unearned, and any prorated income in the HH. If the income you anticipated is not correct: Use the Individual Details button to identify the income that is incorrect. Be aware that the Child Support Expense deduction would reduce this amount. 4) Gross Income Standard If your HH size is right, then this amount will be correct. This is the monthly gross income limit based on the 130% or 200% Federal Poverty Limit (FPL). If you see $150 in this field, it is reflecting the income limit to determine Expedite benefits. 5) Categorical Eligibility - Most households should fall under ECE (Expanded Categorical Eligibility). This entry identifies which set of Categorical Eligibility rules was applied to a household. If you see SE (Standard Eligibility) listed here, it indicates that this household has a resource limit for Food Assistance. Note: If a HH declares they are over the gross income limit, the case will be denied based on client statement. Complete the data entry based on the customer s declaration, run EDBC, and authorize the denial. While a VCL will not be generated but if the HH provides verification after the authorization, determine if the case needs to be rescinded or if a new AI is needed. If a household is over the gross income standard only generate a VCL if you feel the household would be potentially eligible for FA or if information is questionable. Page 4 of 10

5 Display Individual Countable Income Eligibility Results page This page is accessed through either the Gross Income Test tab or Adjusted Income tab. This page shows the income each HH member has and if the income is used in eligibility. 1) Individual Name - Highlight each individual in this group to review the income they may have. 2) Summary - This section shows the income that was entered for each individual. This information carries to the Gross Income Test and Adjusted Income Test tabs. If an individual s income is incorrect: Note: For earned income, go to the Employment History page to review the data entry. Volume 4 lists what type of income is For unearned income, go to the Income considered countable or exempt: Details page to review the data entry. Countable Income: and Remember: Check with F1 for guidance on Exempt Income: Effective Begin Dates (EBD) and Effective End Dates (EED) and keep an eye on the Date Reported and Date Verified fields. 3) Detail - This section shows where the countable income for an individual is coming from and whether it is considered exempt for SNAP. Page 5 of 10

6 Adjusted Income tab This tab uses several deductions to reduce a HH s gross income in preparation for the second income test. This tab is your second opportunity to review the HH income. 1) Gross Earned Income Total The HH s total countable earned income. If this amount is incorrect: Use the Individual Details button to find the income that is incorrect. 2) Unearned Income The total countable unearned income. Be aware that cash benefits will also be included in this total. 3) Cash Benefit Amount - If the HH is receiving CW or AF that amount is listed here. Page 6 of 10

7 Adjusted Income tab (Continued) 4) Disregards/Deductions - These fields reduce a HH s countable income. Some fields are automatically entered by CBMS while others are manually entered. Always review all deductions. Earned Income Disregard: Programmed into CBMS and determined by program rules. If the Gross Earned Income is correct, and the income was reported timely, this will be calculated correctly. Standard Disregard: Programmed into CBMS based on HH size and the SNAP Cost of Living Adjustments (COLA) which may change each federal fiscal year. Dependent Care: This amount is entered on the Expense Details page. Remember that verification must be provided by the household or a collateral contact must be obtained. Homeless Shelter Disregard: This standard deduction is for homeless HHs who incur monthly costs for shelter or utilities. This amount is entered on the Shelter Expense page. If a homeless HH pays for shelter (e.g., motel room, campsite, or a phone expense) CBMS compares the homeless disregard amount of $143 to the cost of shelter/utility expenses and allows the greater of the two deductions. Make sure to review this field at RRR. Court Ordered Child Support: Entered on the Expense Details page, based on the verifications provided by the HH. This is the only deduction allowed before the Gross Income Test is applied. Medical Disregard: Entered on the Expense Details page, this field is only for individuals considered either Elderly and/or Disabled with medical expenses exceeding $35 monthly. If an individual only verifies the first $35 of a medical expense they ll receive the Standard Medical Expense Deduction (SMED) of $165. If an individual verifies paying more than $200 in medical expenses, they can receive a medical expense deduction based on the actual expense amount (minus $35). 5) Adjusted Gross Income: The amount of income that is used in the second income test. This information also carries over to the Housing/Shelter tab. Page 7 of 10

8 Housing/Shelter tab This tab calculates the HH s shelter disregard that will be used in the second income test. 1) Total Housing Cost - Always review this field to see how much a HH is responsible to pay for shelter, (e.g., Rent/Mortgage, HOA Fees, Property taxes, etc.) This expense can be verified by the HH s declaration. If the wrong amount is listed: Review the data entry on the Shelter Expense Page. Which EBD, Date Reported, and Date Verified were used? Which FA Use Month is CBMS showing? 2) Total Utility Cost Always review this field to see which Utility Allowance the HH is receiving. If the Utility Allowance is incorrect: Go to the Shelter Expense page to review the data entry. Note: For Allowable Shelter Costs, refer to E The utility allowance is determined by the type of utilities a HH is responsible for. Utility expenses can be verified by the HH s declaration. 3) Total of Housing and Utility Cost - The sum of fields 1 and 2. 4) Allowable Shelter Cost CBMS determines this amount using the Adjusted Gross Income for the HH. This amount is the baseline to determine the allowable shelter disregard a HH may receive. 5) Excess Shelter Cost The amount of the total housing and utility cost minus the allowable shelter cost. CBMS calculates this field by subtracting field 4 from field 3. 6) Maximum Shelter Cost For all HHs, except those that contain an elderly or disabled household member, there is a cap on the Shelter Disregard that can be used in the Net Income Test. For HHs considered Elderly/Disabled, no cap is applied. This field is automatically populated based on the data entry. 7) Allowable Shelter Disregard The amount of shelter costs that will be used in the Net Income Test. For most HHs this is usually the amount listed in field 6. For HHs considered Elderly/Disabled this is usually the amount listed in field 5. Page 8 of 10

9 The 2 nd Income Test Budget tab This tab displays the results of the second income test. Many HHs must pass both the Gross Income Test and Net Income Test before receiving an allotment. Elderly/Disabled HHs under the 200% FPL have to meet only the Net Income Test. 1) Total Adjusted Gross Income This number comes from field 5 on the Adjusted Income tab. 2) Allowable Shelter Disregard This number is the final disregard applied to a HH s income. The number comes from field 7 on the Housing/Shelter tab. 3) Total Net Income - This income will be used in the Net Income Test. This is the result of field 2 being subtracted from field 1. 4) Household Size - The number of eligible HH members. If this number is wrong: Go to the Display Individual Eligibility Summary page to review the results. 5) Net Income Standard If the HH size is right, this number will be correct. This amount is the HH s monthly net income limit based on the 100% FPL. CBMS compares this field to the amount listed in field 3. If the HH s net income is below the net income limit, they will receive an allotment. If the household fails the Net Income Test, review the Adjusted Income tab to make sure all allowable disregards are correct. Did you forget to ask the HH about their expenses? Can you use a Collateral Contact or Interface to verify medical and dependent care expenses? 6) Thrifty Food Plan The maximum allotment based on the HH size. 7) Adjusted Net Income CBMS calculates this number based on what is listed in field 3. SNAP uses only 30% of a HH s net income to determine their allotment. 8) Allotment Amount - The HH s benefit for the payment month. Check multiple months as the amount may differ. Things to remember: Did the allotment prorate for the initial application month? The minimum allotment for a one- or two-person HH is $16. Page 9 of 10

10 Resource Test Tab Many SNAP HHs are not held to a resource test for eligibility purposes. HHs that have eligibility determined under Standard Eligibility rules, (4.206.C.3) will have household resources weighed against the resource limit. HHs screened for Expedited Food Assistance benefits cannot have liquid resources that exceed $100. 1) Resource Details - These fields display the details of all resource information that is entered on the Resource Summary page in CBMS. While most SNAP HHs do not consider resources, and resources may not affect eligibility, it is best practice that all resources be entered on a case. 2) Maximum Resource Standard This will be blank unless the HH falls into Standard Eligibility criteria. Remember that resources count for Expedited SNAP: The Resource limit for Standard Eligible HHs: (i) For HHs not considered either Elderly and/or Disabled: $2000 (ii) For HHs considered either Elderly and/or Disabled: $3250 The resource limit for Expedited FA: $100 Page 10 of 10