FSC MANUAL  12/01/03

11100 Summary

Ongoing food stamp eligibility and benefit amounts are based on a household's current situation. To ensure current information about a household is available, reporting requirements are imposed on all households that apply for food stamp benefits and all households that receive food stamp benefits. There are two types of reporting requirements - occasional reporting and limited reporting. Occasional reporters are subject to the regular reporting requirements. This means that the household must report specified changes within 10 days of the date the change becomes known.

Limited reporters are required to report when the household's gross income exceeds the household's gross income limit.  Some limited reporting households are assigned a 4-month certification period. These households have no other reporting requirements. Other limited reporting households are assigned a 12-month certification period. These households must submit a semi-annual report. On the semi-annual report, the household must report and verify all earned income and report changes in residence, household composition, unearned income and resources. See the chart below for additional information about the reporting requirements.

FSC
Manual
06/01/01

11110 Subsequent Reviews 

DHS county offices may not require households to report for an in-office interview during their certification period although they may request households to do so. For example, the DHS county office may not require food stamp households to report for an in-office interview simply to review their case files or for any other reason.

FSC
Manual
06/01/01

11120 Refusal to Cooperate Following Certification 

If a household currently participating in the Food Stamp Program refuses to cooperate in any subsequent eligibility review, the food stamp case will be closed. Subsequent reviews include:

1. Requests for information, verification or compliance with a program requirement following a report of a change by the household.  (See [FSC 11420,] [FSC 11440] and [12400] for instructions.)  Requests for information, verification or compliance with a program requirement following a report from a source other than the household.  (See [FSC 12440] for instructions.)
2. Requests for information, verification or compliance with a program requirement at recertification.  (See [FSC 10550] for instructions.)
3. Requests for an interview and/or information necessary to complete a Quality Assurance review including the household's signature on consents for information needed by the Quality Assurance worker  (See [FSC 801] for instructions.)
4. Requests for the household to participate in any special reviews conducted by the county for targeted households.  (See [FSC 12400] for instructions.)

Any household that refuses to cooperate in a subsequent eligibility review may reapply for food stamp benefits, but will not be found eligible until the household cooperates with the county office. There is one exception.  A household that refuses to cooperate in the Quality Assurance Review process may reapply after the end of the review period and be found eligible. See the [Glossary], definition of "Household Cooperation", for an explanation.

FSC MANUAL  12/01/03

11200 Changes Required to be Reported

The following changes must be reported to the DHS county office:

1. Changes in Residence and/or Address

All changes in residence must be reported. If a change in residence results in a change in the household's shelter cost, the new shelter costs must be reported. For occasional reporters as defined in [FSC 11100], these changes must be reported within 10 days of the date the change becomes known to the household. For semi-annual reporters as defined in [FSC 11100], these changes must be reported on the semi-annual report. (We suggest that households voluntarily report address changes immediately to prevent problems with mail delivery.)

NOTE: If a county office worker verifies through any source that a household has moved from Arkansas to another state, the household's case must be closed. This policy applies across the board to all food stamp households regardless of the household's reporting requirements. No advance notice is required. See [FSC 11450] and [FSC 11571]. If the worker suspects the household has moved from the State but the household's residency has not been verified through a reliable source, a request for contact will be sent as instructed in [FSC 12400].

2. Changes in Household Composition

The addition or loss of any eligible or ineligible household member must be reported. For occasional reporters, this change must be reported within 10 days of the date the change becomes known to the household. For semi-annual reporters, this change must be reported on the semi-annual report.

3. Changes in Resources

The acquisition of any licensed vehicle must be reported. (This includes the acquisition of an additional vehicle or the "trading" of one vehicle for another one.)

Total liquid resources (cash on hand, bank accounts, stocks, bonds, etc.) that reach or exceed $2,000 must be reported.

For occasional reporters, these changes must be reported within 10 days of the date the change becomes known to the household. For semi-annual reporters, these changes must be reported on the semi-annual report.

4. Changes in Income

Limited reporters (including both households with 4-month certification periods and semi-annual reporters) are required to report when the household's gross income exceeds the household's gross income limit. This change must be reported within 10 days of the end of the month in which the change occurred. If the tenth day falls on a weekend or holiday, the reporting time will be extended to the end of the next work day. A Change Report Form (DCO-234) and a CHANGE REPORT ADDENDUM: The Limited Reporting Requirements must be issued to all limited reporting households to be used to report such changes. In addition, all semi-annual reporters must report and verify all earned income when the semi-annual report is submitted. (Exception: Self-employment income that has been annualized need not be reported and verified when the semi-annual report is submitted.) Semi-annual reporters must report and verify changes of more than $50.00 in unearned income and changes in sources of unearned income when the semi-annual report is submitted.

Occasional reporters must report the following changes in both earned and unearned income within 10 days of the date the change becomes known to the household.

• Changes in a source of income. This includes new income from any source or income from any source that has stopped.
• Changes of more than $50 in the household's total gross monthly income. This includes both increases and decreases in income.

Neither changes in TEA cash assistance payments nor the receipt of child support refunds paid to TEA recipients need be reported by either limited reporters (including those limited reporters subject to semi-annual reporting) or occasional reporters. These changes must be reflected in the household's food stamp benefit amount. See [FSC 12410] - 12420 for an explanation of the requirement to process changes in TEA cash assistance when they occur. (This applies to both limited reporters and occasional reporters.) See [FSC 5704.1] for instructions on handling child support refunds.

5. Changes in Deductions

Limited reporters with 4-month certification periods do not have to report changes in deductions until recertification. Limited reporters who must submit a semi-annual report must report and verify child support payments when the semi-annual report is submitted if these payments are to continue to be deducted. Both occasional reporting and semi-annual reporting households are allowed, but not required to report changes in shelter costs (see item 1 above for an exception), dependent care costs and medical costs.

FSC MANUAL  010/01/03

11300 Reporting Requirements

11310 Applicant Households

During the application interview, all applicants must report changes that occur after the application is prepared. After the application interview occasional reporters must report changes that occur after the interview but before the application is approved within 10 days of the date of the approval notice. (NOTE: Limited reporting households do not have to report changes that occur after the interview but before the application is approved. Limited reporters must report only report changes as described in [FSC 11340].)

FSC MANUAL  10/01/03

11320 Categorically Eligible Households

Categorical eligibility is explained in [FSC 1920]. Categorically eligible households have the same reporting requirements as any other household. If a categorically eligible household reports a change and as a result is no longer categorically eligible, the household becomes subject to applicable income and resource limitations. The case will be closed if necessary. If a regular or aged/disabled household reports a change and as a result becomes categorically eligible, the income and resource limitations will no longer apply.

FSC MANUAL  12/01/03

11340 Limited Reporting Households                                                                  12/01/03

Limited reporting households are required to report:

1. When the household's gross income exceeds the household's gross income limit.
2. In counties without a waiver of the requirement to work, when household members subject to this requirement begin to work less than 20 hours per week.

This change must be reported within 10 days of the end of the month in which the change occurred. If the tenth day falls on a weekend or holiday, the reporting time will be extended to the end of the next work day. A Change Report Form (DCO-234) and a CHANGE REPORT ADDENDUM: The Limited Reporting Requirements must be issued to all limited reporting households at certification and recertification.

Two different categories of households are subject to the limited reporting requirements - households certified for four months (see FSC 11331) and households subject to semi-annual reporting (see FSC 11332).

FSC
MANUAL
10/01/03

11341  Households Certified for Four Months

The following households may be assigned a four-month certification period as explained in [FSC 8710]:

• Homeless households
• Households with members who are on strike
• Certain self-employed households
• Migrant and seasonal farmworker households who expect to remain in the state

Households assigned a four-month certification period have no additional reporting requirements. All changes in the household's circumstances must be reported at the household's next certification or recertification. Changes reported before the household's next recertification will be processed according to the standards in [FSC 11410]. Any action taken in a TEA and/or Medicaid case must also be reflected in the food stamp case. This includes changes reported to a TEA and/or Medicaid worker under that Program's rules.

FSC
MANUAL
10/01/03

11342  Semi-Annual Reporting Households

In addition to the reporting requirements in FSC 11330, semi-annual reporting households as defined in [FSC 11100] must report and verify earned income when the semi-annual report is submitted. Other changes as specified in [FSC 11200] must be reported only when the semi-annual form is submitted.

Changes reported independent of the semi-annual reporting system will be processed according to the standards in [FSC 11410]. Any action taken in a TEA and/or Medicaid case must also be reflected in the food stamp case. This includes changes reported to a TEA and/or Medicaid worker under that Program's rules. Changes in the amount of TEA cash assistance must be reflected in the food stamp case. This applies to both limited reporting and/or semi-annual reporting households and to occasional reporting households. See [FSC 12410]-12420 for additional information.

A semi-annual reporting household that fails to report a change on a semi-annual report form issued after the household becomes aware of the change but before the next recertification or initial application is considered to be at fault for any resulting over issuances or under issuances of food stamp benefits. If an under issuance occurs because the household failed to report a change on the semi-annual reporting form, no restored benefits will be issued to the household. See [FSC 13000]. If an over issuance occurs, an overpayment will be prepared as instructed in [FSC 15400].

FSC MANUAL  10/01/03

11350 Occasional Reporters

Currently, households classified as occasional reporters as explained in [FSC 11100] must report the changes specified in [FSC 11200] within 10 days of the date the change becomes known to the household. Occasional reporters may report changes on a Change Report Form (DCO-234) or may send a letter describing the change. Changes may also be reported by telephone or in person. Changes submitted by telephone or in person will be recorded by the county worker on a Telephone Report (DCO-271).

An occasional reporting household that fails to timely report a change is considered to be at fault for any resulting over issuances or under issuances of food stamp benefits. If an under issuance occurs because the household failed to timely report a change, no restored benefits will be authorized. If an over issuance occurs, an overpayment will be prepared as instructed in [FSC 15400].

FSC MANUAL  09/01/99

11400 Special Instructions - Occasional Reporters

The following actions must be taken on all changes reported by occasional reporters:

1. Record the change.

Each county must devise a record of changes reported by occasional reporters. The minimum requirements for the record are the name and SSN of the head of the household, the date the change was received and the date the change was completed. Other information may be captured if desired by the county office.

2. Document in the case record the date the change was received.

Any Change Report Form (DCO-234) or letter submitted by a household must be date stamped on the day received. A Telephone Report (DCO-271) must be dated with the date the change was reported.

3. Provide the household with a new DCO-234 and business reply mail (BRM) envelope.
4. Provide the household with a notice. See [FSC 11440] for additional information.

FSC MANUAL  09/01/99

11410 Processing Standards for Occasional Reporters

Any change must be processed within 10 days of the date the change was reported to the county office. Day one of the processing period is the first calendar day after the report was received. The date of receipt must be entered by the county office on all changes including those received in person or by telephone.

An increase in food stamp benefits resulting from the addition of a household member or a decrease of $50 or more in income must be reflected in the household's next regularly scheduled benefit extract. (If a change is reported after current month's benefits have extracted, no change can be made until the following month.) If necessary, a supplemental issuance will be authorized. See [FSC 13200].

Other increases in food stamp benefit amounts must be reflected in the first regularly scheduled extract of food stamp benefits occurring after the allowed processing period.

Example 1 - On July 31, a household reports a member who was earning $200 per week was laid off. Only one pay check will be received from this job in August. This change must be reflected in the household's August food stamp benefit amount.

Example 2 - On August 1, a household reports a member who was earning $200 per week was laid off. Only one pay check will be received from this job in August. This change must be reflected in the household's September food stamp benefit amount.

Unless the reported change meets all the criteria listed in [FSC 11440], a decrease in benefits or a case closure must be effective no later than the month following the month in which the household's notice of adverse action expires.

Example 1 - A change in liquid resources is reported by telephone on July 25, and processed the same day. The household is ineligible. The notice of adverse action expires August 4. The closure is effective for the September food stamp benefit amount.

Example 2 - A change in liquid resources is reported by telephone on July 16, and processed on July 20. The notice of adverse action expires on July 31. The closure is effective for the August food stamp benefit amount. (NOTE: If the household provides verification of its eligibility on the 31st, reinstatement must occur.)

When the household is exempt from the notice of adverse action, the decrease or closure will be effective no later than the month following the month when the change was processed.

Example - A change in liquid resources is reported in writing on July 25, and processed the same day. The household is ineligible. An adequate notice is issued. The closure is effective for August.

FSC MANUAL  10/01/08

11420 Verification for Occasional Reporters

Verification of a change in income will be required in the following situations.

§         A change of more than $50 has been reported. (Verification is not required if the change is $50 or less.)

§         The income is from a new source.

§         Income from any source has stopped.

§         The reported information appears to be inaccurate.

§         The reported information is incomplete.

§         The reported information is inconsistent with information found in the case record.

Resource change:

Reported changes in resources (vehicles or liquid resources) will be verified when the information reported is inaccurate, incomplete or inconsistent with information found in the case record.

Household composition change:

Reported changes in household composition will be verified only when the reported information is inaccurate, incomplete or inconsistent with information found in the case record.

New address:

A new address need not be verified unless the reported information is inaccurate, incomplete, or inconsistent with information found in the case record. However, a change in shelter expense should be explored.  If the household's residency in the county and/or state is in question, verification of residency will be requested.

Deduction change

New costs declared for rent, mortgage, insurance, and/or real estate tax expense would be verified only if questionable.  When an occasional reporting household reports a member is paying dependent care costs the expense will be verified.  Actual utility costs, which exceed the standard and result in a deduction, will be verified if the household has moved or the amount has changed by more than $25.  Both the obligation to pay child support and the amount of payment will be verified when an occasional reporting household claims a member has begun paying child support.

Medical expense change

Verification of medical expenses will be requested if the household reports total medical expenses that have changed by $25 or more.  Verification will also be requested if the household has declared an expense, which may be past due or subject to reimbursement.

Verification requirements

Verification will be requested via a request for contact.  See FSC 12400.  If the household responds to the request for contact and supplies verification, which results in a decrease in benefits or a case closure, an advance notice of adverse action will be issued to advise the household of the effect of the change.  See FSC 11440.

If a household does not submit required verification before the deadline specified on the request for contact (except for verification of child support payments, dependent care costs, medical expenses or actual utilities), the household's case must be closed.  If verification of child support payments, medical expenses, dependent care costs, or actual utility costs is not supplied before the deadline, the expense will be disallowed.  The case will be closed only if the household's income exceeds the limits when the expense is disallowed. 

NOTE: If verification of actual utility costs is not provided, the worker will use the utility standard in the budget if the household is entitled to the standard.  If not, all unverified utility costs will be disallowed.  An advance notice of adverse action must be issued to advise the household of the case closure or decrease in benefits.

FSC MANUAL  10/01/01

06/01/04

11430 Shortening the Certification Period

County office workers may not shorten the certification period of households that are participating in the Food Stamp Program unless the household is ineligible. 

There is one exception.  A 24-month certification may be shortened when a household's circumstances change and the household is no longer eligible for a 24-month certification period.  However, before a certification period can be shortened, an advance notice of adverse action must be issued to the household. See FSC 11660 for full instructions.

FSC MANUAL  09/01/99

11440 Notices to Occasional Reporters

If the household's food stamp benefit amount will not change, the household will be so notified via a manually issued Notice of Action (DCO-1).

When the food stamp benefit amount decreases or the case closes as a result of a reported change, an advance notice of adverse action must be issued unless the report meets all of the following conditions:

• The information was reported in writing via Change Report Form (DCO-234) or a letter signed by the head of the household, spouse, or other responsible household member.
• Based solely on the household's written report, the worker can determine the household is ineligible or the food stamp benefit amount will decrease.
• The household is advised of its right to an administrative hearing and continued benefits if the hearing is requested within 10 days of the date of the notice.
• If continued benefits are requested, the household's previous benefit amount must be reinstated within 5 work days. See [FSC 7310].

If the reported change meets all these conditions, an advance notice of adverse action is not required. However, an adequate notice must be issued to be received by the household before the reduced benefits are authorized. For case closures, the adequate notice must be received by the household before or at about the same time the household's benefits would normally be authorized.

Either the notice of adverse action or the adequate notice must advise the household of:

• The nature of the change (reduction or closure);
• The reason for the change; and
• The effective date of the action.

When the food stamp benefit amount increases as the result of a reported change an adequate notice must be issued. The notice of action must advise the household of:

• The new food stamp benefit amount;
• The reason the benefit increased; and
• The effective date of the increase.

FSC MANUAL  09/01/99

11450 Special Situations/Exemptions From Notice

In the situations listed below, adverse action may be taken on an occasional reporting case without the issuance of a notice.

1. Death of All Household Members - When all household members have died, the case will be closed immediately. No notice will be issued.
2. Move From State - When all household members have moved from the state, the case will be closed immediately. No notice is required; however, one may be provided upon request.
3. Completion of Restoration of Lost Benefits - Some households elect to receive restored benefits in installments. Such households must be notified in writing of the last month restored benefits will be authorized. (See [FSC 13310].) If the household was properly notified at the time the restored benefits were authorized, no notice need be sent after all installments have been authorized.
4. Anticipated Changes in Monthly Benefits - The monthly food stamp benefit amount may vary from month to month due to anticipated changes. See [FSC 14323]. If the household was notified of these variations at certification, no additional notice is required.
5. Case Closed at Household's Request - When a household voluntarily requests case closure in writing, no notice is required. If a verbal request for closure is made by the household in the presence of the county office worker, written confirmation of the closure will be issued via the Notice of Action (DCO-1). The written confirmation will not offer the household the same protection as an adequate notice. (See Food Stamp [Glossary] Appendix, definition of "Notice of Action.") Should the household appeal the action to close the case, benefits will not be continued pending a decision.
6. Addressee Unknown/No Forwarding Address - When mail is returned by the post office with a message from the post office indicating that the addressee is unknown, has moved and left no forwarding address, or that the address provided does not exist, the case may be closed without notice. The worker must insure that a county office error did not cause the mail to return. The county office worker must also insure that the household has not reported an address change which was not processed or was processed incorrectly. The returned mail, including the envelope, must appear in the case record. The action to close the case must be fully documented.

FSC MANUAL 

10/01/08

11460 SUMMARY CHART

OCCASIONAL REPORTING