Procedure # 3 - Procedures for Processing Reported Changes Nonpublic Assistance (NA) AGS

March 2002

(REFERENCE RULE 5101:4-7-01)

1.AG reports required or voluntary information changes to the eligibility worker, via fax, telephone, electronically, in person, by the JFS 07443 Change Report form or through other means.

2.Eligibility worker obtains JFS 07402WS Application Worksheet from case record and documents or documents in CRIS-E:

  • Date change was reported.
  • The reported change.
  • Any computations required by the change.
  • The effect of the reported change on the AG's eligibility or allotment. NOTE: Changes having NO effect must be documented to reflect this.
  • Signature of eligibility worker and date.

For no change in benefits, go to step 3. For increases, go to step 4. For decreases go to step 9.

3.When the reported change does not affect the AG's eligibility or benefits, complete the "change" portion of the JFS 07401 Action Taken on Your Food Stamp Case or its CRIS-E equivalent indicating that the benefit amount is unchanged, and mail to the AG. Include a new JFS 07443 Change Report form and return envelope when needed. No further action by the eligibility worker is necessary.

4.When the reported change results in an increase in benefits complete the "change" portion of JFS 07401Action Taken on Your Food Stamp Case or its CRIS-E equivalent, indicating that the allotment will be increased along with the amount of the new allotment, date it will begin, and current certification period. If mandatory verification is needed, specify what needs to be verified on the JFS 04219, "Request for Contact" (RFC) which specifies the date that verification must be received (10 days from the date the change was reported). Go to next step.

5.If the AG provides the mandatory verification within the ten-day period, authorize benefits in compliance with timeliness standard which applies to the type of change reported. (See Chart #2, TIMELINESS STANDARDS FOR INCREASES IN BENEFITS.) The time period should begin with the date the change was reported. Go to step 7.

6.If the AG does not provide the mandatory verification within the ten-day period but does provide it at later date, authorize benefits in compliance with timeliness standard which applies to the type of change reported. The time period should begin with the date the verification is provided. Go to step 7.

7.Mail notification form (JFS 07401Action Taken on Your Food Stamp Case or its CRIS-E equivalent) and include a new JFS 07443 Change Report form and return envelope when needed. No further action is necessary.

8.If it is determined that the AG has refused to provide the mandatory verification, complete and mail a notice of adverse action indicating the effective date and reason for the termination. If the AG appeals, benefits are continued at original level. If AG does not appeal, go to step 12. Failure to report or verify expenses for shelter costs, utility costs, dependent care expenses, medical expenses, or legally-obligated child support paid to a non-household member will result in the AG's eligibility and benefit level being determined without a deduction for the claimed but unverified expense.

9.When the reported change results in a decrease in benefits, notify the AG of any needed verification on the Request for Contact (RFC) and allow ten days to provide. If no response complete the notice of adverse action to terminate. If no further verification is needed, complete the notice of adverse action, indicate amount of reduced allotment, the effective date, and the reason. Go to next step.

10.Mail notice of adverse action and, when needed, a new Change Report form and return envelope to AG. If AG requests a hearing before expiration of the notice, go to step 11. If not, go to step 12.

11.If AG requests a hearing, continue benefits at original level pending the hearing decision, unless the AG specifically indicates that it wants the change processed. Follow fair hearing procedures in Chapter 5101:6 of the Administrative Code.

12.If AG does not request a hearing, authorize reduction or termination of benefits as appropriate, in time to affect the first allotment issued the month after expiration of the notice of adverse action.