• When the agency that administers the other program will not cooperate in providing the necessary information.

The Arkansas Transitional Employment Assistance (TEA) Program is a means-tested State public assistance program. Therefore, the provisions in [FSC 12110] apply to any intentional failure to comply with the TEA Program including failure to comply with the TEA Program work activities.

Whenever a TEA case is closed or a TEA Cash Assistance grant is reduced for failure to comply with a TEA Program requirement, the county office worker must insure the household's food stamp benefits do not increase. To do so, an amount equal to the reduction in TEA benefits must continue to be counted in the food stamp budget. If the TEA case is closed, the TEA grant will continue to be shown in the food stamp budget. See [FSC 12110] for instructions.

Whenever a TEA or SSI reduction in benefits, case closure or suspension of benefits is reported to the DCO county worker, the worker must determine if the reduction was due to an intentional failure to comply with a program requirement. If so, the household's food stamp benefits will not be increased as a result. See [FSC 12110] for additional information on getting information about adverse changes to SSI benefits.

Changes in the household's circumstances unrelated to the sanction must be reflected in the food stamp budget. This includes changes in the assistance payment not related to a sanction.  When TEA or SSI payments are suspended or a case is closed due to an intentional failure to comply with a program requirement, the payment the household was authorized to receive immediately prior to case closure/suspension will continue to be counted in the food stamp budget as other income

If a TEA or SSI sanction is expected to end before the household's current certification period expires, the case must be adjusted to reflect this change.

The documentation should appear on a separate sheet of paper and should be moved forward to the current case action.

When a member of a TEA household who is not exempt from the work registration requirements for reasons other than receipt of TEA benefits fails to comply with a TEA work requirement, that household member may be disqualified under the provisions in [FSC 3414]. For the purposes of determining if a member should be disqualified, the TEA work requirements are:

FSC MANUAL

04/01/05

See [FSC 6600]- 6627 for a full explanation of allowable shelter costs.

12211.1     New Residence County   

Food stamp cases will be transferred from county to county in an “open” status.  When a household moves within the State from one county to another, the county of residence must be changed on ANSWER.  This will trigger certain actions on ANSWER and certain actions that the DHS county office must complete. 

NOTE:       Even if a household has chosen an alternate service county, the county must complete the actions stated in this section of policy since an address change has been reported.

When a household reports a new address that indicates that the household has actually moved into a county other than its current county of residence, a worker in the county to which the household has reported the change must submit a budget changing the county of residence on ANSWER.  If the household’s new address is known, the new address must be entered.  If the new address is not yet known, no change will be made to the address currently appearing on ANSWER.  When the budget is submitted, an automated notice will be generated to the household and a task will be created on the to-do list.  (If the household has not selected an alternate county of service, the task will appear on the new residence county’s to-do list.  If the household has selected an alternate service county, the task will appear on the service county’s to-do list.  See FSC 1300 for information about selecting an alternate service county.)

The notice will be sent to the address that currently appears on ANSWER.  The notice will serve as a request for contact and will meet all of the requirements of FSC 12400.  The notice will advise the household that a reported address change indicates that the household has moved to a new county of residence and that the household must contact the new county of residence.  At the time of the contact, the household must (if it has not already done so) report:

• New shelter costs;
• Changes in household composition if any have occurred;
• Income changes if any have occurred; and
• Any other changes related to the move.

The address and telephone number of the new county of residence or the current service county will be displayed on the request for contact.  The household will be given 10 days beginning with the date of issue to contact the new county of residence or the service county. 

The text of the automated notice is:

If the household responds to the request for contact, a DHS county office worker will determine the impact of the move on the household’s benefit level – increase, decrease, or no change - and will properly notify the household.  A notice must be sent even if there is no change in the household’s eligibility or benefit amount.

If the household responds to the request for contact but doesn’t provide all the information needed to determine its current eligibility, the manual advance notice of adverse action will specify the missing information and will advise the household that the food stamp case will be closed unless the missing information is provided within the specified time period.

If the household doesn’t respond to the request for contact, a DHS county office worker must issue a manual advance notice of adverse action.  The advance notice of adverse action, which must meet the requirements specified in FSC 12400, will state:

• The food stamp case will be closed unless the household responds to the request for contact; and
• That (if not already furnished) the household must furnish information about their new shelter costs and any other changes that occurred as a result of the move; and
• That if the food stamp case is closed, the household must submit a new application to continue participating in the Food Stamp Program.

NOTE:       If a household does not respond to the request for contact but had previously provided all the information needed to determine current eligibility, the case will not be closed.  Instead the DHS county office will determine the impact of the move on the household’s food stamp case and will notify the household of the result – increase, decrease or no change.

If a move to a new county of residence is reported on a semi-annual report, midpoint review, or at recertification, the needed information will be obtained as part of the required case action. When the information is reported on a Semi-Annual Report or a Midpoint Review, the original county of residence will complete the change before the case transfer occurs and will properly notify the household of the change and the case transfer. (When the transfer is keyed, a request for contact will automatically be issued. The Household will be advised via a manual notice that the request for contact may be disregarded). When the information is reported at recertification, the application will be transferred to the new county of residence. See FSC 8142.

If a household has moved to a new county of residence and that county office will be the household’s service county, the household’s case record must be transferred to the new county of residence.  If the household selects a new service county as part of the move to the new residence county, the household’s case record must be transferred to the new service county. 

In Pulaski County and other counties with more than DHS county office, a move between the various offices within the county will be considered a change of “service county.”  No request for contact will be issued.  The reported change of address will be handled in the same manner as any other change of address except that the case will be transferred in accordance with the local office procedures.

New members must meet the citizenship requirements specified in [FSC 1621]. Individuals who do not meet these requirements will be considered ineligible aliens. See [FSC 1621].3 for instructions on handling the income and resources of an ineligible alien. Except for newborns, each new member who has not previously complied with the SSN requirement must do so before he or she can be added to the household as an eligible member. See [FSC 2220] - 2223.

See the chart in [FSC 12223] for instructions on handling new members who are currently disqualified from participating in the Food Stamp Program.

See [FSC 4430] for information about excluded vehicles.

See [FSC 4821] for instructions on determining the countable value of a vehicle.

See [FSC 4950] for an explanation of the procedures for handling lump sum payments.

Vehicles

1. Determine the countable value of the new vehicle. See [FSC 4800] - 4841.
2. If the vehicle has any countable value, add this figure to the existing resources. If applicable, subtract the countable value of the vehicle used as the "trade-in."
3. Compare the household's total countable resources to the applicable resource limits. See [FSC 4300] - 4310.
4. If the household's total countable resources are less than the limits, the household continues to be eligible. If not, close the case.

1. Loss of earnings by an eligible student may change student status from eligible to ineligible. See [FSC 1622.2].
2. An individual who is terminated or laid off from a job may get unemployment compensation.
3. An individual who loses earnings due to illness, injury, or pregnancy may get worker's compensation, sick pay, or maternity benefits.
4. A voluntary quit may have occurred. See [FSC 3401.1].
5. An individual who becomes entitled to SSA, SSI or VA may receive a lump sum payment. See [FSC 4950] - 4951.
6. Receipt of SSA or VA by an individual with dependents in the home may mean the dependents also have income.
7. Loss of income may result in receipt of loans or contributions if the household no longer has the income necessary to meet its expenses.

In these instances, for occasional reporters, the worker will use the procedures in [FSC 12400].  Semi-annual reporters will be asked to explain these circumstances before the semi-annual report form is processed. See [FSC 11550].

At the time of a reported change, income will be budgeted prospectively. A prospective budget must anticipate the household's income for the remainder of the certification period. Or, in the case of quarterly reporting households, the prospective budget must anticipate the household's income for the upcoming quarter. See [FSC 7512] - 7524.1 for a full explanation of prospective budgeting and anticipating income.

04/01/05

FSC Section 12250 Deleted

There is no requirement to report changes in medical expenses unless a household is submitting a midpoint review. See [FSC 11640] for instructions on processing medical expenses at the time of the midpoint review. See FSC 12510 for instructions on handling changes in medical expenses reported to a Medicaid worker.

Households eligible to receive a medical deduction as per [FSC 6500] may choose to report a change in medical expenses at any time. Reported changes in medical expenses will be processed.

1. The reported medical expense was incurred by an aged or disabled member as defined in the "Glossary"; and
2. The expense was incurred during the six-month report semi-annual period or during the report month prior to submission of the report; and
3. The reported medical expense is allowable as per [FSC 6510].

No past due medical expenses will be allowed. See [FSC 6523].

Child support is deductible only if legally obligated and paid by a household member to an individual who is not a household member. See [FSC 6550].

Other than at certification or recertification, households have no requirement to report changes in child support obligations or deductions. However, if a household does voluntarily report a change in its child support obligation and/or deduction, the change will be processed.

Verification is required for all changes reported in child support. See [FSC 6552].

See [FSC 11420] for an explanation of the verification requirements to be allied when an occasional reporting household reports a change.

See [FSC 11550] for an explanation of the verification requirements to be applied when a semi-annual reporting household reports a change.

Changes reported to a TEA worker are considered to have been reported for food stamp purposes. Changes reported by either occasional reporting or limited reporting households to the TEA worker must be reflected in the food stamp case within 10 days of the date reported.

TEA recipients are not required to report changes in the TEA Cash Assistance. These changes must always be reflected in the food stamp case.

If TEA workers in any county do not handle the household's food stamp case, the county must devise a system for transmitting changes to the appropriate food stamp worker. No particular type of system is mandated; however, any system used must ensure information is transmitted in writing from one worker to the other in a timely manner. The day after the household reports the change to the PA worker is considered day one of the change processing period.

Changes reported by TEA recipients are processed using the same verification standards and budgeting methods as any other change. Verification presented to the TEA worker will be used whenever possible.

See [FSC 12310] - 12340 for special instructions.

The DCO-1 will serve as an advance notice of adverse action. See [FSC 11440] for instructions. It will specify the effect of the change on both the TEA cash assistance and the food stamp benefit amount.

If no request for an administrative hearing has been received by the end of the TEA adverse action period, the food stamp benefit amount will be adjusted within 10 days. The 10-day period will be calculated from the date the TEA notice of adverse action expired. An adequate notice (See [FSC 11440]) must be issued to advise the household of the increase in food stamp benefits.

If the household submits a request for an administrative hearing and continuation of benefits (see [FSC 16514]), the food stamp benefits will not be changed until the hearing decision has been rendered. If the next scheduled recertification occurs prior to the decision, the case will be adjusted at recertification.

IIf the household does not appeal within the advance notice period or if the household does appeal but continued benefits are not requested, the household will be issued a request for contact as instructed in [FSC 12400] unless a semi-annual report is currently being processed or is due to be submitted within the current month. If a semi-annual report is currently being processed or is due to be submitted within the current month, the household will be asked to provide all needed information when the semi-annual report is processed.

During a household’s certification period, a county office worker may become aware of changes in a household’s circumstances and yet not be able to determine the effect of the changes on the household’s eligibility and/or food stamp benefit amount. Such unclear information may come from a third party or from the household itself.  (NOTE:  See [FSC 12440] for instructions on handling changes reported by field investigators.)

The worker must attempt to clarify and, if necessary, verify the household’s current circumstances using the following procedure:

1. Using a Notice of Action (DCO-1), manually issue a request for contact.  The manually issued DCO-1 must clearly advises the household of the information that must be provided or the actions that the household must take to clarify its situation and that failure to respond to the Notice of Action may result in case closure.
2. Allow the household at least 10 days to respond to the manually issued request for contact, and clarify its situation. (The household may contact the worker by telephone or in person or by letter to explain its current situation. Or, the household may be directed to provide written documentation to verify the questionable information.)

Once a household has contacted the DHS county office in response to a request for contact, the household must refuse to cooperate with the requests to clarify its situation before the case can be closed. (Exception: If the household has become ineligible, the case will be closed.) If the household responds to the manually issued request for contact but cannot provide the needed verification, the worker must assist the household in obtaining the needed information. See the [Glossary], definition of "Verification."

The following chart explains the actions to be taken after the RFC has been issued to the household.

[FSC 12410 through FSC 12460] contains instructions for processing changes reported to the food stamp worker by someone other than a household member. 

Changes reported to Medicaid workers that become known to the food stamp worker will be processed within 10 days of the date the change became known. 

This applies to both occasional reporting and limited reporting households. If the change reported to the Medicaid worker is a change in medical expenses, the food stamp worker may not contact the household for additional verification of medical expenses.  See [FSC 6526].

When a husband and wife have been receiving social security and/or SSI and only one of them enters a nursing home, there may be several adjustments in the couple's SSI and/or social security checks. The food stamp case should be monitored closely for several months to determine the effect of these changes.  If the effect of the changes cannot be determined, the worker will use the procedures in [FSC 12400] to clarify the household's situation. 

When the DCO county office worker becomes aware that a child has entered or left foster care, the proper adjustments must be made to any food stamp cases involved. Should a DCFS worker report a foster child has left a home the food stamp case will be adjusted to reflect the change within 10 days of the date the change becomes known to the DCO worker. Should a DCFS worker report a foster child has been placed in a home, the food stamp case will be adjusted to reflect the change within 10 days of the date the change becomes known to the DCO worker. These instructions apply to both occasional reporters and limited reporters. See [FSC 1624] and [FSC 5708] for instructions.

Other changes that may be reported by DCFS workers (e.g., a household member has gone to work) will be handled in the same manner as changes reported by the public. See [FSC 12450].

EXCEPTION - At times a DCFS worker will report a change because the children in the home have been adversely affected by the change and the household requires additional assistance. This type of change will be processed as expeditiously as possible for both occasional reporters and quarterly reporters.

See [FSC 800 through FSC 890] for a full description of the Q.A. process. Q.A. reports may be either informal reports provided to the county during the course of the review or review summaries submitted to the county upon completion of the review. Review summaries reporting case errors require corrective action by the county. The corrective action is reported via the Quality Assurance Error Response (DCO-29). See the DCO-29 for full instructions.

FSC MANUAL

04/01/05

When a household that is currently participating in the Food Stamp Program fails or refuses to cooperate with the field investigator, the field investigator will request that the county office worker issue a request for contact (RFC) to the household. The request for contact must advise the household of actions the household must take to clarify its current situation. (The household may be offered an opportunity to appear for an interview as part of the investigation; however, the notice must clearly state that such an interview is voluntary.) If the household fails or refuses to take the actions specified in the RFC, an advance notice of adverse action will be issued to the household stating that the household’s case will close. See [FSC 12400] for complete instructions.

When the field investigation reveals information not timely reported by the household on a change report form or semi-annual report, the investigator's report will be reviewed to determine if the information has been substantiated by a reliable collateral contact. For example, if earned income has been verified by the employer, that information is substantiated. If information has been substantiated, appropriate action will be taken on the case.

1. The county office worker must first determine if the household has failed to timely report a change.

The reporting requirements for occasional reporters appear in FSC 11330. If the household is subject to occasional reporting, the household must have reported the change within 10 days of the date the change became known.

The reporting requirements for limited reporters appear in [FSC 11340]. The household must report the change on the first semi-annual report or application submitted after the change occurs. If the household is subject to limited reporting and is not yet required to report the change, the field investigator's report will be documented in the case record but no action will be taken until the semi-annual report or next application is submitted.

Example A - A household submits its semi-annual report on July 10 and goes to work on August 1. The field investigation is conducted on August 15. The household is not required to report the change until it submits its next application, so the county would not take any action.

Example B - A household goes to work on July 1. Its semi-annual report is submitted on July 10, but the household does not report the change on the report. The field investigation is conducted on August 15. The county will take action to add the earned income to the household's budget and to prepare an overpayment for August and (if appropriate) September.

If a field investigation is performed as part of processing the semi-annual report (i.e., after the form is received but before it is processed), any information provided by the field investigator will be used when the semi-annual report is processed. Example - A field investigator goes out because a household reported that a household member lost their job and no new income was reported. The investigator determines a household member just went to work. The anticipated earnings must be shown in the household's budget when the semi-annual report is processed.

2. If the household has failed to timely report a change in circumstances, a notice will be issued to the household.

If the household's benefits will decrease as a result of the change, an advance notice of adverse action must be issued. (An advance notice is required since a semi-annual report is not being processed.) If the household's benefits will increase as a result of the change, an adequate notice will be issued to the household. If the household must verify information as a result of the report, an RFC must be issued to the household. See [FSC 12400] for instructions.

3. An overpayment will be prepared for any month in which an overissuance occurred. See FSC 15400 for instructions on preparing overpayments.

If the report is unsubstantiated, the worker will follow the procedures in FSC 12400.

12441       Field Investigators and Out-of-State EBT Transactions            04-01-05

If a field investigator determines that a household has been consistently, and without apparent reason, spending food stamp EBT benefits in a state other than Arkansas, an investigation may be initiated.  (For example, a household that lives in a city situated near a state line may consistently spend their benefits in a grocery store in the neighboring state.  This would not constitute a questionable situation and no investigation would be necessary.)

If the field investigator finds through the investigation that the household has apparently moved from the State, the investigator will seek to verify the move.  If the investigator can verify that the household has moved from Arkansas to another state, he or she will provide the verification to the DHS county office worker along with his or her report.  If not, the investigator will indicate to the county office worker that he or she was unable to verify that the household has moved from Arkansas to another state.

If the field investigator provides verification that a food stamp household has moved from Arkansas to another state, the worker will immediately close the food stamp case.  A notice may be sent to the household’s last known address. 

If the field investigator was not able to verify that a food stamp household has moved from Arkansas to another state, the worker will issue a request for contact to the household’s last known address.  See FSC 12400 for additional instructions.  If the household does not respond to the request for contact, a ten-day advance notice of adverse action must be sent to the household’s last known address before the case can be closed.

An overpayment will be prepared for any months during which an overissuance occurred due to the household's failure to timely report a change in circumstances.