When an eligible household reapplies for continued participation in the Food Stamp Program within 30 days of the last day of the month in which the household’s certification period expired, the application is classified as a recertification.  

Example:    A household's certification period expires in September.  If the household submits another Food Stamp Application before October 30, the application will be classified as an application for recertification. 

To begin the recertification process, a system-generated packet containing an Application for Recertification (DCO-268) and the notice of expiration will be mailed directly to the household.  The recertification packet will also supply the household with the information about their rights and responsibilities and will contain a list of information the household should submit with the application.  If the household wishes to reapply, the DCO-268 must be submitted to the DHHS county office. 

When a Recertification Application (DCO-268) is received in the DHHS county office, a DHHS county office worker will analyze the information sent by the household and schedule an appointment – face-to-face or telephone – using a Notice of Appointment (DCO-286).  Also, a DHHS county office worker will look over the information provided with the application and request additional information if not supplied by the household – e.g., if income verification was not supplied, the worker will send an earned income verification statement to the household.  A DCO-286 will be attached if additional information is needed and a BRM envelope will be supplied for the household to return information. 

A DHHS county office worker will conduct an interview, telephone or face-to-face.  During the interview, the worker requests any additional information needed to complete the application.

If the household doesn’t appear for an appointment or is not available at the appointed time for the telephone interview, the DHHS county office worker will issue a notice of missed appointment to the household.  If the household does not request another appointment for an interview, the Application for Recertification (DCO-268) will be denied.

If the household is interviewed, the worker will either determine eligibility or will request additional information via the DCO-191, Request for Information.

All currently certified households, including PA households, will be issued a recertification packet so that the packet will be received by the household during the next-to-last month in the household's certification period. 

Households certified for one month or for two months in the second month of the application processing period must be manually provided with a recertification packet at the time of certification.  The packet will be accompanied by a Notice of Appointment (DCO-286) scheduling the household’s next telephone or face to face interview.

The recertification packet will provide the following information:

• The case number.

• The date the current certification period ends.

• The name of the head of household and the household's address.

• The address of the office where the application must be filed.

• A statement that in order to receive uninterrupted benefits the household must return the application by the specified date, participate in any scheduled interview (telephone or face-to-face) scheduled on or after the date by which the application must be timely filed, must complete the processing steps, and must provide all required verification.

• An explanation that the household may submit the Application for Recertification (DCO-268) by mail, in person or electronically via a fax machine. 

• A statement of the household's right to have an application accepted as long as it is signed and contains a legible name and address.

• An explanation of the interview requirement and the household’s option to request a face-to-face interview instead of a telephone interview. 

• An explanation of the consequences of failure to comply with the notice of expiration.

• An explanation of the household's right to request an administrative hearing.

• An explanation that any household consisting only of Supplemental Security Income (SSI) applicants or recipients may apply for recertification at a Social Security Office.  See FSC 8920.

The recertification packets will be system generated on the fifteenth day of household's next-to-last month of certification and will be mailed directly to the households from the Central Office on the sixteenth day.

The following information will be printed on the Application for Recertification (DCO-268):   

• Casehead name and social security number

• Household’s address

• County office name, address, telephone number

• Date eligibility ends (last day of last month of certification period)

• Due date (first day of last month of certification period)

• Date by which the household must timely reapply (15^th day of month)

 All contents of the recertification packet (Application for Recertification (DCO-268), notice of expiration, and explanation of rights and responsibilities) will be available on DHHS Gold.

 A recertification packet must be manually prepared and issued to the household when:

• The household is certified for one month or for two months in the second month of the application period; or

• When the household is certified for two or four months and the date of certification occurs too late for a recertification packet to be automatically generated for the household.

 Any manually prepared recertification packet must contain the same information as a system generated recertification packet –Application for Recertification (DCO-268), notice of expiration, and explanation of rights and responsibilities.  Households certified for one or two months and given a manually prepared recertification packet will also be issued a Notice of Appointment (DCO-286) scheduling a date and time for a telephone or face to face interview with the recertification packet.  See FSC 10510.

                                        Issuance of the Notice of Expiration

For households certified for one month or for two months, in the last month of the application period an application must be filed within 15 days of the date the recertification packet is manually issued to be considered timely.  See FSC 10210 for instructions. 

                                                        Timely Reapplication

An eligible household that submits a timely Application for Recertification (DCO-268) is entitled to uninterrupted benefits.  A timely filed Application for Recertification (DCO-268) must be approved or denied by the end of the household's current certification period.  If a timely DCO-268 is approved, the food stamp benefit for the first month of the new certification period must be received at the normal time.

An Application for Recertification (DCO-268) received after the household's deadline to timely file but within 30 days of the last day of the month in which the household’s certification period expired is classified as an untimely application.  A household submitting an untimely Application for Recertification (DCO-268) loses the right to uninterrupted benefits.

Food stamp benefits for the first month of the certification period will not be prorated if the household applies before the end of its current certification period and does not cause any delays in the processing of the application.  Benefits will be prorated for eligible households that reapply after their certification period expires even though the application is classified as a recertification.

Households that submit a timely Application for Recertification (DCO-268) must be interviewed before the end of their current certification period.  No appointment for an interview will be scheduled until a household’s DCO-268 is received in the DHHS county office.  Households that submit a DCO-268 will be scheduled a telephone interview; unless the household requests a face-to-face interview or the household does not have a telephone. 

No later than the end of the first workday following the day that a household returns an Application for Recertification (DCO-268), the household will be mailed or handed a Notice of Appointment (DCO-286) scheduling an appointment for a telephone or face-to-face interview. 

Households certified for one or two months and given a manually prepared recertification packet as instructed in FSC 10210 will be manually given a DCO-286 scheduling a date and time for a telephone or a face-to-face interview.  

There is no mandated method for scheduling telephone or face-to-face interviews; however, each DHHS county office must develop a defined method of scheduling interviews.   

As part of the scheduling process, the DHHS county office will evaluate the information provided by the applicant to determine if all required information was submitted with the DCO-268.  If the applicant has not submitted required verification with the application, a DHHS county office worker will complete the DCO-286 indicating the appointment date and time and the specific information that the household needs to supply.

On the day of the scheduled telephone interview, a DHHS county office worker will attempt to reach the household by telephone at the designated interview time.  If no one answers the telephone or if there is a busy signal, a DHHS county office worker will attempt to contact the household two more times within the time allowed for the interview.  For example, if the county had allotted the time from 1:00 p.m. to 1:30 p.m., the worker will, at a minimum, attempt to contact the household three times within that thirty minute period.  The county may make additional attempts to reach the household although this is not required. 

If an automated message indicates that the telephone has been disconnected or is out-of-order, additional attempts are not required.  If someone answers the telephone but indicates that the household member needed to conduct the interview is not available during the interview time allowed, the DHHS county office worker will send a Notice of Missed Appointment (DCO-269).

All attempts to reach the household will be documented in the ANSWER narrative tab. 

The telephone interview may be conducted with the case head, spouse, other responsible household member or authorized representative.  The household, not the DCO worker, will designate the individual to be interviewed.

Telephone interviews must not be conducted in areas where individuals other than DHHS employees can hear the interviews.

Prior to the interview, the DHHS county office worker must have the household’s Application for Recertification (DCO-268) and case record.  The DHHS county office worker must have the household’s case “up” on ANSWER so that information can be updated as the interview is conducted.

 The interview will consist of:

• An introduction including the DHHS county office worker’s name, location, and an explanation of the reason for the interview – e.g., to determine if your household remains eligible to participate in the Food Stamp Program and/or to receive a Medicaid card.

• A brief explanation of the information provided with the Application for Recertification (DCO-268) including the household’s rights and their responsibility to report changes.

• A review of the information provided on the DCO-268.  If the worker adds information to the application based on the household’s responses to questions posed during the interview, this information must be notated in a different color ink and initialed by the worker.

• If the household needs additional information before the DCO-268 can be processed, the worker will orally explain to the household the information that is needed, how the household can supply the needed information, and the date by which this information must be supplied.  A Request for Information (DCO-191) will be manually issued to the household. 

• The household will be asked if they need another Change Report Form (DCO-234).  If the household indicates that another form is needed a DCO-234 (for limited reporting households a DCO-234A, Limited Reporting Addendum) will be mailed to the household with a BRM envelope if the application is approved.  (See FSC 10820 for additional information about forms and notices that may be required.)

• If the application is approved or denied during the application interview, the case worker will verbally provide an explanation of the action taken.  An approval or denial notice will be issued.  If the application is approved, the household’s change reporting requirement will be explained. 

The use of a telephone interview must in no way affect the length of the household’s certification period.  See FSC 8710 for instructions on assigning certification periods. 

If a household timely files an application, an appointment will be scheduled.  See FSC 10510.  If a telephone interview is scheduled but the household fails to complete the interview process, or fails to appear for a scheduled face-to-face interview, the application will not be denied at the time of the missed interview.  See FSC 10610 for the processing standards for timely filed applications submitted by households certified for one or two months.  See FSC 10620 for the processing standards for other timely-filed applications for recertification.  See FSC 10700 for the processing standards for untimely filed applications.

Failure to participate in a scheduled telephone interview will include:

• Failure to answer the telephone at the appointment time

• Automated message that indicates that the telephone has been disconnected

• Automated message that indicates that the telephone is out of order

 On the day that the household fails to participate in the telephone or face to face interview, a notice of missed interview will be issued to the household. 

Another interview will be scheduled upon the household's request.  If the rescheduled interview is conducted but additional information is needed, it may be necessary to extend the application-processing period by up to 10 days to allow the household adequate time to provide the information.  See FSC 10630.  To allow households time to request a second interview, all telephone and face-to-face interviews for recertification should be scheduled as early in the month as possible.  If another interview is not requested, the application will be denied on the last day of the household's current certification period or the first work day following the last day of the certification period. 

Deleted 07-01-06.

Deleted 07-01-06.

10550 Verification at Recertification

When either a timely or an untimely application for recertification is processed, the county office worker must verify changes in income if the source has changed or the amount has changed by more than $25.  Previously unreported medical expenses and the total of non-recurring medical expenses that have changed by more than $25 must also be verified.  The county office worker must verify changes in dependent care costs when the household reports a change in amount paid or change in provider.  Previously unreported dependent care costs must be verified.

Income, total medical expenses, or actual utility expenses that the household claims have changed by $25 or less need not be verified unless this information is incomplete, inaccurate, inconsistent, or outdated.  (See the Glossary, definition of “Verification” for an explanation of these terms.) 

Alien status and residency will be verified if there has been a change.  For example, if an ineligible alien claimed qualified status, that member would be required to furnish verification of his or her SSN in compliance with FSC 2200.  Unchanged information will not be verified unless the reported information is incomplete, inaccurate, inconsistent, or outdated as defined in the Glossary.

The county office worker should assist the household in obtaining such verification if assistance is needed.

At recertification, eligibility will be determined prospectively for all households. See [FSC 7100] for full instructions on determining eligibility prospectively.

A timely filed Application for Recertification (DCO-268),  as defined in [FSC 10300], will be processed in accordance with the standards specified in [FSC 10610 - FSC 10640].

A timely filed application from a household that was certified for one or two months and provided with a recertification packet at the time of certification (see [FSC 10200]) must be processed within 30 days of the date the household's last food stamp benefits were issued.

Processing includes the following items. 

1.      Scheduling an appointment for an interview if so requested. 

2.      Reviewing the application and determining if the household supplied all needed information.   

3.      Conducting the interview. 

4.      Determining the household's eligibility or ineligibility.  See the Glossary, definition of verification, for the items that must be verified at recertification.  (If the household must supply verification, the county office worker will issue a Request for Information [DCO-191].  If the household needs assistance in obtaining the needed information, the worker will provide this assistance.) 

5.      Notifying the household via a Notice of Action, of the county’s determination that the household is eligible or ineligible.  (In most instances, the DHHS system notice will be generated.  If a manual notice is needed, the county office worker must use a DCO-1.) 

Example:    A household applied on June 26th and was approved on July 23rd for June and July.  The date by which the household must submit a timely reapplication is August 7th.  The household submitted its Application for Recertification (DCO-268) on August 6th.  The application for recertification must either be approved or denied by August 22nd. 

NOTE:       The application must not be denied before the 30^th day unless the household is determined to be ineligible.  The household must be given the full 30 days to provide needed information.

When a household timely files an application by the 15th day of the last month of its certification period, the application must be approved or denied by the end of the certification period unless the household must be allowed additional time to provide information. See [FSC 10630].

Processing includes the following actions: 

1.      Reviewing the application and determining if the household supplied all needed information.   

2.      Scheduling an appointment for an interview if the has so requested. 

3.      Conducting the interview. 

4.      Determining the household's eligibility or ineligibility.  See the Glossary, definition of verification, for the items that must be verified at recertification.  (If the household must supply verification, the county office worker will issue a Request for Information [DCO-191].  If the household needs assistance in obtaining the needed information, the worker will provide this assistance.) 

5.      Notifying the household via Notice of Action (DCO-1), of the county’s determination that the household is eligible or ineligible.  DCO-1's are automatically issued at recertification for most approvals and denials. 

NOTE: The application must not be denied before the last day of the last month of the current certification period unless the household has been determined to be ineligible.  The household must be given at least until the last day of the last month of the current certification period to provide needed information.  If holding the application until the last day of the last month of the current certification period will not give the household 10 days to provide the needed information, the household's application processing time must be extended. See [FSC 10630].

If the household must supply verification, the county office worker will issue a Request for Verification (DCO-191).  A household submitting a timely filed Application for Recertification (DCO-268) will normally have until the last day of their current certification period to provide all required verification.  If there is less than 10 days between the date of the interview (including rescheduled interviews) and the end of the household's current certification period, the application processing time must be extended.  For example, if a household is interviewed on June 26^th and must supply additional verification, the application processing period will be extended until July 6^th or if the 6^th occurs on a holiday or weekend, the first work day following the 6^th.

If the deadline for providing missing verification occurs after the end of a household's current certification period and the verification is provided by the deadline, the recertification must be completed within 3 days of receipt of the verification.  Food stamp benefits must be issued to an eligible household no later than the 5th day after the date the verification was supplied.  The household’s benefits will not be prorated. 

Example     A household timely submits its Application for Recertification (DCO-268) and is interviewed on July 26th.  Verification of income is requested.  The household's deadline for providing the verification is August 5th.  Verification is provided August 1st.  The application is approved on August 4th, and the household’s food stamp benefits are available on August 6th. 

If a household does not supply the missing verification on or before the extended deadline, the application will be denied.  However, if the household submits the needed information within 30 days of the last day of the end of the household’s last month of certification, the application will be reinstated. See [FSC 10650].

A timely filed application from a household certified for one month or two months is one that was submitted within 15 days after the date that the recertification packet was issued.  A timely filed application from a household certified for four months or longer is one that was submitted before the 15^th day of the last month of the certification period. 

NOTE:    Timely filed applications must not be denied before the end of the application processing period unless the household has been determined to be ineligible.  The application must be held until the end of the application processing period if the household does not provide requested verification. 

All timely filed applications not approved or denied by the end of the household’s current certification period must be assessed to determine if the household or the county office was at fault for the delay in processing.  FSC 10800 provides information about determining fault when there is a delay in processing. 

If the county is at fault for the delay in processing a timely filed application, the household's food stamp benefits will be authorized as soon as possible.  Benefits for the first month of the new certification period will not be prorated.  If the household is at fault for the delay in processing, the application will be denied.

If a household that has submitted a timely-filed application does not complete the application process, the application will be denied.  However, if the household takes the actions needed to complete the application process within 30 days of the last day of the household’s last certification period; the application will be reinstated (re-registered with the date the requested information was received).  See FSC 10800 for additional information.  If the application is denied and is later reinstated but the household was unable to participate in the first month of its new certification period due to an agency-caused delay in processing, restored benefits must be provided to the household for that month.

Any untimely filed Application for Recertification (DCO-268) will be treated as an initial application.  Food stamp benefits must be authorized within 30 days of the date of application for any eligible household that submits an untimely application.  If an application (DCO-268 or DCO-215) is received after the household's certification period has expired but within 30 days after the end of the certification period, the application will be handled as an untimely application for recertification except that the first month's food stamp benefit amount will be prorated.  (Such applications will be handled under the processing standards for initial applications.  See [FSC 8500-8530]  for a full explanation of the processing standards used at initial application.)

Households submitting untimely applications for recertification are subject to the verification guidelines for recertification.  See the [Glossary], definition of “Verification” for an explanation of the verification requirements at recertification.

Processing includes the following actions: 

1.      Reviewing the application and determining if the household supplied all needed information.   

2.      Scheduling an appointment for an interview if so requested. 

3.      Conducting the interview. 

4.      Determining the household's eligibility or ineligibility.  See the Glossary, definition of verification, for the items that must be verified at recertification.  (If the household must supply verification, the county office worker will issue a Request for Information [DCO-191].  If the household needs assistance in obtaining the needed information, the worker will provide this assistance.) 

5.   Notifying the household via a Notice of Action, that the household is eligible or ineligible.  (In most instances, a system notice will be generated.  If a manual notice is required, the county office worker must use a DCO-1.) 

An Application for Recertification (DCO-268) or a Request for Assistance (DCO-215) received after the household's deadline to timely file but within 30 days of the last day of the end of the household’s last certification period are classified as untimely applications. 

Untimely filed applications have the same processing standards as those for initial applications.  See [FSC 8500].  The worker must determine fault for the delay in processing at the end of the 30 day application processing period.   

If the application is approved and the county office was at fault for the delay in processing, benefits for the first month of the new certification period will not be prorated.  If the household was at fault for the delay in processing, benefits will be prorated to the date the household supplied the needed information or otherwise complied with the program requirement.

If the household does not complete the application process, the application will be denied.  However, if the household takes the actions needed to complete the application process within 60 days of the date the untimely Application for Recertification (DCO-268) was filed, the application will be reinstated.  See FSC 10800 for additional information.  

If an application is denied and is later reinstated but the household was unable to participate in the first month of its new certification period due to an agency-caused delay in processing, restored benefits must be provided to the household for that month. 

If the household is no longer eligible to participate in the Food Stamp Program, a denial notice must be issued.  Most denial notices can be issued automatically. 

Each eligible household must be provided with an approval notice.  Most approval notices can be issued automatically.  See FSC 8810 for additional information.   

If an occasional reporting household indicates during the interview that they no longer have a Change Report Form (DCO-234) and a business reply mail (BRM) envelope, a form and envelope will be mailed to the household.  

If any household member is subject to the work registration requirements, a Notification of Work Registration (DCO-260) will be mailed to the household. 

If the household is subject to limited reporting [FSC 11340], both a Change Report Form [DCO-234] and a CHANGE REPORT ADDENDUM: The Limited Reporting Requirements will be mailed to the household to insure that the household has been advised of their correct current reporting requirements. 

If a household becomes subject to the limited reporting and/or semi-annual reporting requirement at recertification, a copy of the pamphlet entitled Semi-Annual Reporting (PUB-360) will be given or mailed to the household.  The county office worker must explain the contents of the pamphlet to the household.)  

Households in which all members receive or have applied for Supplement Security Income (SSI) may submit an application for recertification at the SSA Office.  See FSC 8920.  These applications will be forwarded to the correct county office as instructed in FSC 8930.  Application processing must occur in accordance with FSC 10600 – 10630, if the application was timely submitted SSA.  Untimely submitted applications will be processed in accordance with FSC 10700.