Application Processing 430-05-20

 

Opportunity to Participate 430-05-20-05

(Revised 01/01/04 ML2893)

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IM 4986

 

For any household that is entitled to expedited services the household must be afforded an opportunity to participate within the expedited timeframes.  Federal regulations just received in our office require that households who do not have an EBT card because the application was mailed in or the applicant is unable to stay for the screening process must:

  1. have their application processed postponing the interview and verification if necessary, and
  2. receive the notice of eligibility within the 7 day timeframe allowing two days mailing time, and
  3. receive F012 “EBT Client Training and Schedule Notice” allowing two days mailing time and allowing the household at least 24 hours within the 7 day timeframe to obtain an EBT card.

 

PLEASE NOTE: Items 1 through 3 MUST all be completed within 7 days after the date of application (taking into account holidays, weekends, and the fact that any notice generated on a Friday is not mailed until the next working day).

 

When the household comes in for EBT training and card issuance, the county must ensure that the EBT account is reactivated, if necessary.

Examples:

  1. A household requests an application on November 24, 2003, is screened, identity is obtained, an EBT card is issued and an interview is scheduled for November 28, 2003.  The household fails to keep the scheduled interview on November 28, 2003.  The worker must send F018 – Notice of Missed Interview and process the application November 28, 2003 postponing the interview and verifications as the household must have benefits no later than December 1, 2003.   The household is assigned a certification period of two months (November and December 2003).  Benefits for the month of December 2003 are not issued until the household completes the interview and provides the postponed verifications.
  2. The county receives an application in the mail on November 5, 2003.   The household has no phone so the county sends a notice of a scheduled interview for November 10, 2003.  At the interview verification of identity is obtained, an EBT card is issued and it is determined that the household is entitled to expedited service.   The county must process the application by November 14, 2003 as the 6th day is November 15, 2003 which is a Saturday.

 

In this example if based on the information on the application it appears the household is entitled to expedited service, verification of identity is already on file and the household indicated on the application that they do not have an EBT card the county must process the application by November 6, 2003.  The notice of eligibility and the F012 must be sent that day and are dated November 7, 2003. This ensures that the household receives the notice of eligibility and the notice of training for EBT by November 10, 2003.  November 11, 2003 is a holiday and the household must have 24 hours (November 12, 2003) to come in, be trained and received the EBT card.

  1. A household drops off an application on November 13, 2003, provides verification of identity, but is unable to stay for the screening and EBT training.  The county attempts to contact the household by phone and is unsuccessful.  Based on the information contained on the application, it appears the household is entitled to expedited services.  The county sends a notice of a scheduled interview for November 17, 2003.   The household fails to keep the scheduled interview.   The county sends F018 Notice of Missed Interview and must process the application that day.  The notice of eligibility and the F012 must be sent that day and are dated November 18, 2003.  This ensures that the household receives the notice of eligibility and the notice of training for EBT by November 19, 2003.  The household has November 20, 2003 to come in, be trained and receive the EBT card.

Households initially applying that are not entitled to expedited service that have an EBT card, the household must be provided benefits if eligible, prior to the 30th day.

 

Households initially applying that are not entitled to expedited service that do not have an EBT card must receive the notice of eligibility and the F012 - EBT Client Training and Schedule Notice prior to the 27th day to ensure that the household has an opportunity to participate by the 30th day.

 

Ongoing cases must be authorized by the last day of the month so benefits are available to the household by the 1st day of each month.