Retention of Records 430-05-05-45

(Revised 01/01/04 ML2893)

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SNAP records and reports, including all certification records, must be available for audit and review for a period of three years from the month of origin of each record.

 

Certification records must include applications for assistance or subsequent reviews, including:

• All required forms.
• Worksheets used in the computation of income for eligibility and the basis of issuance.
• Documentation including verification techniques employed by eligibility determination personnel.
• Copies of forms sent to the issuance unit authorizing or changing participation or basis of issuance.
• Copies of notices of adverse action and other notices sent to the client.
• Documentation related to the fair hearing process.
• Fiscal adjustments including claims, refunds and credits for lost benefits.
• Any other data which affects a household's eligibility or basis of issuance.

 

The North Dakota Century Code was amended by the 1993 Legislature to provide for a record retention period consistent with federal retention requirements. Casefiles, including all documents pertinent to determining eligibility and benefit amount, must be retained for three years after a case is closed or denied. Subsequent reopening of cases does not alter the allowable destruction of materials for the prior period of eligibility once the three years have lapsed. The closed casefiles may, at county option, be destroyed. Verification materials such as alien status, SSNs, etc. required for the current open case must be retained.

 

Example:

A SNAP case is closed 12-31-1997. A household reapplies and is eligible in 01-1999.  At county option on or after 01-01-2001 (three years has lapsed) the case materials for the period of eligibility ending 12-31-1997 may be destroyed.

 

If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the three year period, the records must be retained until completion of the action and resolution of all issues or until the end of the regular three year period, whichever is later.