Retention of Records 430-05-05-45

(Revised 09/01/2020 ML3587)

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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 three years or three years from the completion date of the action.

 

The State SNAP Office shall retain fiscal records and accountable documents for three years from the date of fiscal or administrative closure. Fiscal records and accountable documents include, but are not limited to, claims and documentation of lost benefits.

• Fiscal closure means that obligations for or against the Federal government have been liquidated.
  
  
• Administrative closure means that the State agency has determined and documented that no further action to liquidate the obligation is appropriate.
  
  

The State SNAP office shall retain all records relating to intentional program violation disqualifications and related notices to the household shall be retained indefinitely until the State SNAP office obtains reliable information that the client has died or until indicated via the disqualified recipient database system (eDRS) that all records associated with the client, including the disqualified recipient database record, may be permanently removed from eDRS because of the client's 80th birthday.

Disqualification records submitted to eDRS must be purged by the State SNAP office when the supporting documents are no longer accurate, relevant, or complete.