Procedure # 4 - Procedures for Processing Reported Changes Public Assistance (PA) AGS

March 2002

(REFERENCE RULES 5101:4-6-17 and 5101:4-7-01)

1.AG reports required or voluntary information regarding changes to the eligibility worker, via fax, telephone, electronically 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 household's eligibility or allotment. NOTE: Changes having no effect must be documented to reflect this.

For no change in benefits, go to step 3.

For increases due to reduction or termination of PA benefits, go to step 4.

For other increases, go to step 5.

For decreases which are also PA benefit decreases or terminations, go to step 11.

For other decreases, go to step 12.

If unable to determine food stamp eligibility or benefit amount, go to step 14.

3.When the reported change does not affect the AG's eligibility or benefits, complete the "change" portion of JFS 07401 Action Taken on Your Food Stamp Case or its CRIS-E equivalent, indicating that the benefit is unchanged, and mail to the AG. Include a new JFS 07443Change 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 food stamp benefits due to a reduction or termination in PA benefits, complete and mail the PA notice of adverse action JFS 04065 Important Notice About Your Welfare Benefits or its CRIS-E equivalent for the PA change. Do not increase food stamp benefits until the notice of adverse action period expires (15 days). If AG appeals, both PA and food stamp benefits are continued at original level. If AG does not appeal, go to step 6.

5.When the reported change results in an increase in food stamp benefits and in PA benefits, go to step 6.

6.Complete the "change" portion of JFS 07401 Action Taken on Your Food Stamp Case or its CRIS-E equivalent, indicating that the benefit will be increased, along with the amount of the new benefit, the date it will begin and the 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 verification must be received (10 days from the date the change was reported).

7.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 INCREASE IN BENEFITS.) The time period should begin with the date the change was reported. Go to step 9.

8.If the AG does not provide the mandatory verification within the ten-day period but does provide it at a 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 9.

9.Mail notification from (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.

10.If it is determined that the AG has refused to provide the mandatory verification, complete and mail a notice of adverse action (JFS 04065) indicating the effective date and reason for the termination. If AG appeals, benefits are continued at original level. If AG does not appeal, go to step 13. 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.

11.When the reported change results in a decrease or termination in food stamp benefits and a decrease or termination in PA benefits, complete and mail a single notice of adverse action (JFS 04065 or its CRIS-E equivalent) indicating the amount of the reduced benefit amount, the effective date of the reduction or termination, and the reason. If AG appeals, both PA and food stamp benefits are continued at original level. If AG does not appeal, go to step 13.

12.When the reported change results in a decrease in food stamp benefits and does not result in a decrease in PA benefits, complete and mail a notice of adverse action (JFS 04065 or its CRIS-E equivalent) indicating the amount of the reduced benefit amount, the effective date of the reduction, and the reason. If AG appeals, benefits are continued at original level. If AG does not appeal, go to step 13.

13.If AG does not request a hearing, authorize reduction or termination of benefits as appropriate, in time to affect the first benefits issued the month after expiration of the notice of adverse action. No further action is necessary.

14.When the change results in a termination of PA benefits within the food stamp certification period, but food stamp eligibility or benefit level cannot be determined due to insufficient information, issue a notice of adverse action (JFS 04065 or its CRIS-E equivalent) for the PA termination and a Request for Contact (RFC) stating what information is needed to determine food stamp eligibility. Do not take any action to affect food stamp benefits until the PA notice of adverse action period expires. If the AG appeals, both PA and food stamp benefits are continued at original level. If AG does not appeal, go to step 15.

15.If the AG does not request a hearing, complete a request verification and allow ten days to provide, if verification not provided, issue an adverse notice and take appropriate action.

16.If verification is provided with ten days, act on the change as appropriate.