App A - FSC Organization

FSC Manual

Food Stamp Glossary Appendix

Addict/Alcoholic Representative 11/01/98

An individual employed by an alcoholism and/or drug addiction treatment center and appointed by the center to act on behalf of resident households in the process of applying for food stamp benefits.

The representative is also authorized to use food stamp benefits on behalf of the center's resident households.

Addict/Alcoholic Resident 11/01/98

A resident of an institution approved under Public Law 91-616 as an alcoholism and/or drug addiction treatment center.

This includes private, nonprofit centers and certain centers operated by Mental Health.

Administrative Hearing 11/01/98

An administrative procedure during which a claimant and/or a representative of the claimant has an opportunity to present any grievance about an action or proposed action of the DHS County Office or its agents.

The claimant may show why he or she believes the action is not fair and should be corrected. The agency must prove whether the action taken was correct according to policy.

Aged/Disabled Household 11/0102

Aged/disabled households may deduct medical expenses incurred for the aged/ disabled member(s) and are allowed unlimited excess shelter costs.

Aged/disabled households are not subject to the gross income eligibility pretest. Any household, including one person households that contains an aged and/or a disabled individual will be allowed up to $3,000 in countable resources.

An aged/disabled household must contain one of the following:

An individual who is age 60 or older or who turns age 60 in the month of application.
An individual who receives SSI under Title XVI of the Social Security Act or who receives disability or blindness payments under Titles I, II, XIV, or XVI of the Social Security Act.
An individual who receives federally or state-administered supplemental benefits under section 1616 (a) of the Social Security Act if eligibility to receive these benefits is based upon the disability or blindness criteria used under Title XVI of the Social Security Act.
An individual who receives a federal or state-administered supplemental benefit under section 212 (a) of Public Law 93-66, that is commonly called a state supplement.
An individual who receives disability retirement benefits from a governmental agency because of a disability considered permanent under Section 221 (i) of the Social Security Act.
A veteran with a service-connected disability rated by the Veteran's Administration (VA) as total or paid by the VA as total under Title 38 of the United States Code.
A veteran who is considered by the VA to be in need of regular aid and attendance or permanently housebound under Title 38.
A surviving spouse of a veteran if the spouse is considered by the VA to be in need of regular aid and attendance or permanently housebound.
A surviving child of a veteran if the child is considered by the VA to be permanently incapable of self-support under Title 38.
A surviving spouse or child of a veteran if the spouse or child is entitled to a VA payment under Title 38 due to the death of the veteran so long as the spouse or child has a disability considered permanent under Section 221(i) of the Social Security Act. "Entitled" as used in this definition refers to those surviving spouses and children of veterans who are actually receiving such payments or who are entitled to such payments but are not yet receiving them.
An individual who receives an annuity payment under section 2 (a)(1)(iv) of the Railroad Retirement Act of 1974 and is determined to be eligible to receive Medicare by the Railroad Retirement Board.
An individual who receives an annuity payment under section 2 (a)(1)(v) of the Railroad Retirement Act of 1974 and is determined to be disabled based upon the criteria used under Title XVI of the Social Security Act.
Recipients of interim assistance benefits pending the receipt of Supplemental Security Income (SSI).
Recipients of permanent disability-related medical assistance benefits under Title XIX of the Social Security Act. This includes individuals found eligible for Medicaid through a decision of the Medical Review Team but does not include individuals eligible for Medicaid under any category not related to a permanent and total disability.
Recipients of disability-based state general assistance benefits. (There is no disability-based state general assistance program in Arkansas.)

Verification Tables for Disability

Type of Disability	Required Verification
Individual receives SSA disability or SSI.	Proof that the individual is receiving such payments.
Veteran with a service connected disability.	A statement for the VA which clearly indicates that the veteran is receiving benefits for a service-connected disability rated as total or paid at the total rate.
Veteran in need of a regular aid and attendance or housebound.	Proof that the veteran is in receipt of VA disability benefits.
Surviving spouse of veteran if spouse is in need of regular aid and attendance or housebound.	Proof that the individual is in receipt of VA disability benefits.
Surviving child of veteran if child is permanently incapable of self support.	Proof that the individual is in receipt of VA disability benefits.
Surviving spouse or child of veteran if spouse or child is in receipt of death benefits but is actually disabled as defined by the Social Security Act.	None, if the individual obviously has a disability appearing on the Social Security Administration’s most current list of disabilities considered permanent under the Social Security Act. If the disability is not obvious, a statement from the a physician or licensed or certified psychologist stating that the individual has one of the non-obvious disabilities listed will be required.
Recipient of Railroad Retirement disability annuity from the Railroad Retirement Board who is eligible for Medicare.	Proof that the individual receives such benefits and is eligible for Medicare.

Alcoholism and/or Drug Addiction Treatment and Rehabilitation Program 11/01/98

Any drug addiction or alcoholic treatment rehabilitation program conducted by a private, nonprofit organization or institution, or a publicly operated community mental health center, under part B of Title XIX of the Public Health Service Act (42 U.S.C. 300x et seq.).

Private, nonprofit organizations who choose to use food stamp benefits at a retail store must receive authorization from the Office of Alcohol and Drug Abuse Prevention. Community mental health centers and private nonprofit organizations who use a point of sale device at the center to access food stamp benefits must receive authorization from FNS.

Application Form (DCO-220) 11/01/98

A form used to make application to participate in the Food Stamp Program. The application form must be completed by the casehead, a responsible household member or an authorized representative and submitted to a DHS county office.

Attendant 11/01/98

An individual who is necessary for medical, housekeeping, or child care reasons but who is not part of the household.

Authorized Representative (AR) 11/01/98

A person designated by the casehead, spouse, or another responsible household member to make application for food stamp benefits or to use food stamp benefits on the household's behalf.

Drug addicts or alcoholics participating in a nonprofit residential treatment or rehabilitation program will be represented by an employee of the facility. A resident of nonprofit group living arrangements may be represented by an employee of the facility or an AR of their own designation.

Boarder 11/01/98

A person to whom a household furnishes lodging and meals for compensation. Boarders may not participate in the Food Stamp Program.

Boarding House (Commercial) 11/01/98

A commercial establishment that offers meals and lodging for compensation with the intention of making a profit.

The statement of the proprietor or owner will be sufficient to determine that an establishment does or does not fit this definition.

Capital Gains 11/01/98

Proceeds from the sale of capital goods or equipment in a self employment enterprise.

Casehead 11/01/98

The household member in whose name the case record will be maintained.

The case will be filed in the county office under the name of the casehead and all notices will be sent to the casehead.

Categorically Eligible Household 11/01/00

A categorically eligible household is any household in which all members receive (or are certified to receive) Supplemental Security Income (SSI) or at least one member receives (or is certified to receive) one of the following Transitional Employment Assistance (TEA) benefits:

Child-care assistance – This is limited to child-care assistance paid to current TEA cash assistance recipients and child care assistance paid to former TEA cash assistance recipients through extended support services.

TEA cash assistance – These monthly payments are available to help meet the family’s basic needs while the parent or other adult relative works toward increasing his or her earning potential. An eligible family may receive cash assistance for no longer than 24 months. TEA cash assistance is also available to help meet the needs of children who are being cared for by adult relatives other than a parent. Assistance to such relatives is available without regard to a specified time limit.

Mentoring services – This service is designed to provide clients with the support needed to move from welfare to work. Mentoring services will be provided as long as it is deemed appropriate by the worker, coordinator and mentee. If the TEA case closes due to employment, these services may be provided for up to six months after the date of closure.

Case management services and extended case management services – Case management is the process of coordinating and brokering the multiple services needed to achieve progress towards self-sufficiency. Case Managers serve as a point of contact for the client and a point of accountability for the agency. Case management services will be provided to those individuals who need assistance before and after accepting employment. This service will be provided as long as the client is eligible. Extended case management may be provided for up to 12 months after cash assistance has been terminated due to employment.

Employment Bonus – An Employment Bonus cash payment will be made to any family that becomes income ineligible due to employment or who requests the cash assistance case be closed due to employment. Only one Employment Bonus may be authorized to a family within a 12-month period.

Transportation assistance – When a TEA case closes due to employment (by agency determination or at the family’s request), the family is automatically eligible to receive two months of Extended Support Services (ESS) Transportation assistance. There is no limit to the number of times a family may receive ESS Transportation assistance.

Job retention payments – When a TEA case closes due to employment, the family may receive, during the 12-month period following case closure, a cash payment for the purpose of enabling the adult to retain his or her job. The amount of payment will be the actual amount needed to resolve the job-related need.

This list is all-inclusive. Other benefits funded in whole or in part by TANF funds will not confer categorical eligibility. This definition applies to a finding of eligibility by the county office. This means a household cannot be considered categorically eligible under these rules unless at least one household member made application to receive some type of TEA benefit provided through the DHS county office and was found eligible to receive such benefits.

There are two exceptions to the categorically eligible rules:

Exception 1 - The entire household is institutionalized and the institution is not listed at [FSC 1800] as an institution where residents may participate in the Food Stamp Program.
Exception 2 - The entire household is disqualified from receiving food stamp benefits.

Certification 11/01/98

Authorization of eligibility for a household to participate in the Food Stamp Program.

Certification Period 11/01/98

Length of time in calendar months a household is eligible to receive food stamp benefits.

Certification Date 11/01/98

The date the county office worker completes and signs the document authorizing a household to participate in the Food Stamp Program.

Collateral Contact 06/01/01

A person or agency designated to provide oral or written verification of information provided by a household.

The household normally designates the collateral contact. The county office worker will designate a collateral contact if:

The household fails to designate a collateral contact; or
Designates a collateral contact that is not acceptable.

An acceptable collateral contact can be expected to provide accurate, unbiased verification of the household's statements or circumstances. Examples of acceptable collateral contacts who might be expected to provide accurate, unbiased third-party information may include employers, landlords, social service agencies, migrant service agencies, and neighbors of the household.

If the worker chooses to designate the collateral contact, the household will be given prior written or oral notice. The household will be advised of three options:

To consent to the contact;
To provide acceptable verification in another form; or
To withdraw the application.

If the household refuses to select one of these options, the application will be denied or the household's case will be closed for failure to cooperate.

When advising a household of the designation of a collateral contact, the worker need not name a specific individual. A general designation such as "one of your neighbors" may be used.

NOTE: The worker may use records such as Bendex, SDX, or the ESD online screens without the household's consent. The records of other agencies are not considered collateral contacts when a routine access agreement exists.

When talking with an individual designated as a collateral contact, the county office worker should disclose only the information that is absolutely necessary to get the information being sought. Workers should avoid disclosing that the household has applied for food stamp benefits and should not disclose any information supplied by the household especially if the information is protected under [FSC 530], "Disclosure of Information From the Case Record." When talking to a collateral contact, workers should not suggest that a household is suspected of any wrong-doing.

Communal Diner 11/01/98

An aged individual or SSI recipient who lives alone or only with a spouse and who uses food stamp benefits to purchase meals prepared at communal dining facilities authorized by FNS.

Communal Dining Facility 11/01/98

Facilities authorized by FNS to accept food stamp benefits for meals prepared at the site and served to eligible communal diners.

Examples of such facilities are:

Senior citizen centers;
Apartment buildings occupied primarily by elderly people;
A public establishment or a nonprofit, tax exempt private establishment that prepares meals especially for elderly persons during special hours; or
A private establishment under contract with a state or local agency to offer concessionally priced meals for the elderly.

Customarily 11/01/98

A majority of the time.

Judgments will be made on a case by case basis when a majority of the time is applicable.

Destitute Household (Expedited Case Action Policy) 11/01/98

A migrant or seasonal farmworker household in the job stream who meets one of the income criteria in [FSC 9200].

Such households are entitled to expedited application processing.

Disability 11/01/98

Inability to engage in any substantially gainful activity by reason of a medically determinable physical or mental impairment.

Documentation 11/01/98

Written statements entered in the food stamp case record to substantiate the action taken.

For example, documentation of verification obtained will be entered in the case record. Each case action should be documented so a reviewer can determine the reason for each action taken.

Documentary Evidence 10/01/08

Written confirmation of a household's circumstances.

Some examples of documentary evidence include wage stubs, rent receipts, utility bills, dependent care costs receipts, recent award letters, and letters from employers confirming wages. Acceptable documentary verification will not be limited to any single type of document. Any reasonable documentary evidence will be accepted as long as it provides adequate confirmation of the household's circumstances. The household may provide the required documentary evidence or the County Office may obtain the evidence through other sources.

Example - If residency is verified through utility bills or rent receipts provided by the household as proof of shelter costs, no additional documentary evidence to confirm residency is necessary.

Elderly Person 11/01/98

A person 60 years of age or older.

Eligible Foods 11/01/98

Any food or food product intended for human consumption except alcoholic beverages, tobacco, or hot foods and hot food products prepared for immediate consumption.
Seeds and plants to grow foods for the personal consumption of eligible households.
Meals prepared and delivered by an authorized meal delivery service to households eligible to use food stamp benefits to purchase meals.
Meals served by an authorized communal dining facility to households eligible to use food stamps benefits for communal dining.
Meals prepared and served by an alcoholism and/or drug addiction treatment and/or rehabilitation center to eligible households.
Meals prepared and served by a group living arrangement facility to residents who are blind or disabled recipients of benefits under Title II or Title XVI of the Social Security Act.
Meals prepared by and served by a shelter for battered women and children to eligible residents.
Meals prepared and served by an approved homeless meal provider to eligible members of homeless food stamp households.

Eligible Households 11/01/98

Households that meet the Food Stamp Program standards of eligibility are eligible households.

Emancipated Minor 11/01/98

A minor who has been given the right to manage his or her own affairs. The two basic types of emancipation are explained below:

Judicial Emancipation -

A judicially emancipated minor has been given the right by a court to manage his or her own affairs.

Common Law Emancipation -

A minor emancipated through common law has been given the right to manage his or her own affairs by voluntary agreement of parent and child. Common law emancipation may also be implied from acts of conduct which import consent. For example, the establishment of a separate household or, if living in the parent's household, actually paying an equal share of the household expenses of all family members would import consent.

NOTE: A voluntary agreement to emancipation that exists between a parent and a child under age 18 does not impart real emancipation. The child must be actually responsible for and managerial of his or her own affairs as stipulated in the agreement before he or she may be considered emancipated.

Encumbrance 11/01/98

Debt owed on property.

Equity 11/01/98

Fair market value of property, less any encumbrances on the property.

Expedited Services 11/01/98

The provisions under which certain households are entitled to receipt of food stamp benefits within seven calendar days of application if otherwise eligible.

Federal Fiscal Year 11/01/98

A period of 12 calendar months beginning October 1 and ending September 30th of the following calendar year.

Field Investigation 11/01/98

An investigation into a household's circumstances.

A field investigation may be performed by either a county office worker or a field investigator. The investigation may include an unannounced visit to the household's residence and/or collateral contacts such as household's neighbors.

Food and Nutrition Service (FNS) 11/01/98

The division of the U.S. Department of Agriculture (USDA) that administers the Food Stamp Program.

Food Stamp Act 11/01/98

The Food Stamp Act of 1977 (P.L. 95-113), including subsequent amendments.

This law authorizes the Food Stamp Program.

Food Stamp Benefit Amount 11/01/98

The total value of food stamp benefits a household is eligible to receive each month.

Group Living Arrangement 11/01/98

A public or private nonprofit residential setting that serves no more than sixteen (16) residents and that is certified by the appropriate agency or agencies of the State (DDS and FNS.)

To be eligible for food stamp benefits, a resident of such a group living arrangement must be disabled as defined in this Glossary, items 2-15 under "Aged/Disabled Household."

Home Visit 06/01/01

An on-site visit to an applicant's residence by a county office worker during the application process.

The purpose of a home visit is to verify the household's circumstances when documentary evidence cannot be obtained or is insufficient to make a firm determination of eligibility or benefit level. Home visits must be scheduled in advance with the household.

Home visits are to be used on a case-by-case basis where the supplied documentation is insufficient. Fitting a profile that has been determined by the DHS county office staff does not constitute lack of verification. Prior to conducting a home visit the worker must attempt to assist the household in obtaining the needed verification.

Homeless Household 11/01/98

A household composed entirely of homeless individuals.

Homeless Individual 11/01/98

An individual who lacks a fixed and regular nighttime residence or an individual whose primary nighttime residence is:

A supervised shelter designed to provide temporary accommodations - e.g. a welfare hotel or a shelter for the homeless; or
A halfway house or a similar institution that provides temporary accommodations for individuals as an alternative to institutionalization; or
A temporary accommodation in the residence of another individual limited to 90 days; or
A place not designed for, or ordinarily used as a regular sleeping accommodation for human beings. Examples are a hallway, a bus station, a lobby or similar places.

Homeless Meal Provider 11/01/98

A public or private nonprofit establishment such as a soup kitchen or a temporary shelter that feeds homeless persons.

Homeless meal providers may accept food stamp benefits in payment for meals served to homeless persons if the provider has received approval through the Department of Human Services and the U.S. Department of Agriculture.

Household 11/01/98

Individuals or groups of individuals determined to be a household for purposes of applying for and/or receiving food stamp benefits. See [FSC 1630] for a full explanation.

Household Cooperation 11/01/98

Willingness of the household to work with the Agency in establishing eligibility for the program at application or during any subsequent case review.

At application, the application form must be completed and signed, the house- hold or the authorized representative must be interviewed, certain information must be verified, and the household must comply with any applicable work registration requirements. If a household refuses to cooperate with the county office in completing this process, the application will be denied at the time of the refusal. Before a determination of refusal can be made, a household must be able to cooperate but clearly demonstrate that no member will take the required actions. If there is a question about whether a household has refused or failed to cooperate, the household's application will not be denied.

Example: To be denied for refusal to be interviewed, a household must clearly refuse to be interviewed rather than simply fail to appear at the scheduled time.

No household will be denied food stamp benefits solely because someone outside the household failed to cooperate with a request for verification. The term "outside the household" will not apply to ineligible students, ineligible aliens, or to individuals disqualified for one of the following reasons: a) intentional program violation; b) failure to provide a social security number; c) noncompliance with the work registration requirements; d) noncompliance with the workforce requirements; or failure to comply with the requirement to work.

A household's case will be closed if the household refuses to cooperate during any subsequent eligibility reviews including any review generated by a reported change, field investigation or recertification.

Once denied or terminated for refusal to cooperate, a household cannot be determined eligible until the household does cooperate in the process of determining eligibility.

Immigrant 11/01/98

A lawfully admitted alien who entered the U.S. with the expressed intention of establishing permanent residence.

Immigration and Naturalization Service (INS) 11/01/98

A division of the U.S. Department of Justice.

Ineligible Alien 11/01/98

An alien who does not meet the eligible alien status requirement.

Institution of Higher Education 11/01/98

Any public or private institution that normally requires a high school diploma or equivalency certificate for enrollment.

This includes, but is not limited to, colleges, universities, and vocational or technical schools at the post-high school level. See [FSC 1622.1] for additional information.

Institution of Post Secondary Education 11/01/98

Any public or private educational institution that admits persons beyond the age of compulsory school attendance for the state in which the institution is located.

Such institutions must be legally authorized or recognized by the state to provide an education in the state or must provide a program of training that prepares students for gainful employment.

Meal Delivery Service 11/01/98

A private organization that prepares and delivers meals and is authorized by FNS to accept food stamp benefits in payment for such meals.

Migrant 11/01/98

An individual who travels away from home on a regular basis with a group of laborers to seek employment in an agriculturally related activity.

Mixed Household 10/01/01

Food Stamp households in which at least one, but not all members, receive SSI and/or Transitional Employment Assistance (TEA) benefits.

Mixed households are considered to be "categorically eligible" if at least one household member receives a TEA benefit as described in [FSC 1920].

Narrative 11/01/98

An entry in the case record to explain any situation needing clarification or further documentation.

Net Monthly Income 11/01/98

Gross nonexempt income minus the allowable deductions.

Net monthly income is used to determine eligibility and food stamp benefit amount.

Nonprofit Meal Delivery Service 11/01/98

A political subdivision or a private nonprofit organization that prepares and delivers meals and has been approved by FNS to accept food stamp benefits in payment for meals.

Nonpublic Assistance (NA) Household 11/01/98

Any household that does not meet the definition of a PA (Public Assistance) household.

This includes households composed of a single SSI member or SSI recipients and essential person.

Notice of Action 11/01/98

Any notice issued to advise a household of an action or impending action on the food stamp case. Notices of action are issued:

At approval or denial of an application;
To notify a household of an impending increase or decrease in food stamp benefits;
To notify a household of an impending case closure;
To notify a household of information that must be supplied or of a requirement that must be met in order for the household to continue participating in the Program; or
To notify a household of entitlement to restored or supplemental benefits.

Notices of action are automatically issued in most instances when approval or denial of an application occurs or when supplemental benefits are issued. See FACTS Data Element Codes Appendix for information about when automated notices are sent.

Notices of action must be manually issued in all other instances using a Notice of Action (DCO-1). The DCO-1 will either be an advance notice or an adequate notice.

An advance notice is issued at least ten days before the effective date of the action. Day one of the advance notice period is the date after the notice is issued. Advance notices are used when an adverse action such as case closure or reduction in benefits is going to occur. For this reason, such DCO-1's are referred to as an advance notice of adverse action.

Advance notices of adverse action must be issued when:

The county office is acting on a change in circumstances not reported by the household;
The household reported the change but all conditions in [FSC 11440] were not met; or
The household must provide some information or meet a requirement in order to continue participating in the Program.

No action may be taken until the notice has expired. The household may elect to continue receiving benefits at the same level if an administrative hearing is requested during this ten day period.

An adequate notice is issued to be received on or before the date the household's food stamp benefits became available.

An adequate notice will be manually issued:

To notify any household of an impending increase in benefits; or
To notify any household of entitlement to a restoration.

An adequate notice may serve as a notice of adverse action when a household has reported the information resulting in a decrease in benefits or case closure and all conditions in [FSC 11440] are met. When an adequate notice is issued as a notice of adverse action, the household retains the right to continue receiving benefits at the same level if the adverse action is appealed within ten days of the date of issuance of the notice.

Neither an advance nor an adequate notice is required when:

All household members die;
A household moves from the county or state;
The food stamp benefit amount decreases because all installments of a restoration have been authorized;
A household was notified at certification of an expected decrease in benefits; or
A household requests case closure.

The county office may always issue an adequate notice as a courtesy or when requested by the household.

Specific information about the issuance and contents of notices of action appear in individual sections of policy.

Occasional Reporting 11/01/98

Food stamp households not subject to quarterly reporting are required to report changes within 10 days of the date the change becomes known to the household.

This method of reporting changes is called occasional reporting.

Outreach Notice 11/01/98

Any communicative effort performed cooperatively or singularly by Federal, State or local agencies and organizations, or by individuals, to inform low-income households of the availability of the Food Stamp Program and to encourage the participation of eligible households.

Overissuance 11/01/98

The amount by which food stamp benefits issued to a household exceed the amount the household was actually eligible to receive.

Program 11/01/98

The Food Stamp Program as conducted under the Food Stamp Act and regulations.

Prospective Budgeting 11/01/98

The process of calculating a food stamp budget based on a household's anticipated monthly income and expenses for the upcoming budgeting period.

Prospective Eligibility 11/01/98

Determining eligibility based on a household's anticipated circumstances.

Public Assistance (PA) 11/01/98

Transitional Employment Assistance (TEA) as authorized by the Social Security Act of 1935, as amended.

Public Assistance (PA) Household 11/01/98

A household in which all members are receiving TEA Cash Assistance and/or SSI benefits.

Households receiving public assistance from other states will be classified as nonpublic assistance (NA) until the household either applies for or begins receiving TEA Cash Assistance from Arkansas.

Quality Assurance Reviews 11/01/98

An administrative tool used to identify deficiencies in the eligibility process.

Quarterly Reporting 11/01/98

Households that are given a 12 month certification period and required to submit a report every third month during the certification period.

Other reporting requirements are waived for these households.

Reasonable Compensation 11/01/98

Boarder payments made to food stamp households that meet the minimum payment requirements specified by policy.

Recipient 11/01/98

A member of a household that receives food stamp benefits.

Refugee 11/01/98

A lawfully admitted alien granted conditional entry into the U.S. because he or she has fled a foreign country due to persecution or fear of persecution on account of race, religion or political opinions; or a natural disaster.

Report Month 11/01/98

The month during which a quarterly report is submitted to and processed by the county office to affect the food stamp benefit amount for the following quarter.

Restored Benefits 11/01/98

Food stamp benefits a household should have received in a previous month that were not issued due to an agency error.

Residency 11/01/98

Residing within the county. Does not include persons in the county solely for vacation purposes.

Retail Food Store 11/01/98

An establishment approved by FNS to accept food stamp benefits for eligible foods to be used for home consumption.

The following establishments may be considered retail food stores:

An establishment, or a recognized department of an establishment, or a house-to-house trade route whose eligible food sales volume is more than 50 percent staple food items for home preparation and consumption;
Public or private communal dining facilities and meal delivery services; private non-profit alcoholism and/or drug addiction treatment and rehabilitation programs; publicly operated community mental health centers that conduct residential programs for drug addicts and/or alcoholics, or an approved public or private non-profit establishment that feeds homeless persons;
Any private non-profit cooperative food purchasing venture, including those whose members pay for food prior to receipt; and
A farmer's market.

Retroactive Benefits 11/01/98

Food stamp benefits due a household as a result of the certification of an application held pending more than one calendar month.

For example, a household applies in June and is approved in July. June benefits are issued as retroactive benefits.

Roomer 11/01/98

A person to whom a household furnishes lodging, but not meals, for compensation.

Seasonal Farmworker 11/01/98

An individual who travels away from home to seek employment in an agriculturally related activity.

Secretary 11/01/98

The Secretary of the U.S. Department of Agriculture.

Self-Employed Individual 11/01/98

An individual who engages in an enterprise to produce income for himself or herself. See [FSC 5610].

Self-Employed Household 11/01/98

A household in which the primary source of income is self-employment.

Shelter for Battered Women and Children 11/01/98

A public or private non-profit residential facility that serves battered women and their children.

If such a facility serves other individuals, a portion of the facility must be set aside on a long-term basis to serve only battered women and children.

Single Language Minority Household 11/01/98

A household in which all members speak the same non-English language and which does not contain an adult fluent in English as a second language.

Sponsored Aliens 11/01/98

Aliens lawfully admitted into the United States for permanent residence who are being sponsored by a U.S. citizen during the period required for the alien to become a permanent resident (3 years from the date of entry).

Spouse 11/01/98

Either of:

Two individuals legally married to each other; or
Two individuals who are living together and holding themselves out to the community as husband and wife by representing themselves as such to relatives, friends, neighbors or trades people.

State 11/01/98

Any one of the 50 states, the District of Columbia, Puerto Rico, Guam and the Virgin Islands of the United States.

Striker 11/01/98

Anyone involved in a strike or unified stoppage of work by employees including a stoppage by reason of the expiration of a collective bargaining agreement.

Any concerted slow down or other concerted interruption of operations by employees is also considered a strike.

Student 11/01/98

A household member who is enrolled in an institution of post secondary education.

This includes household members who are enrolled to take correspondence courses. It does not include household members who are attending a high school or a course of study for a GED.

Supplemental Benefits 11/01/98

An additional issuance of food stamp benefits provided in the same month as the original issuance to correct an agency error or to process a change in a timely fashion.

Thrifty Food Plan 11/01/98

The diet required to feed a family of four persons as determined in accordance with the Secretary's calculations.

The cost of such a diet is the basis for uniform benefits for all households regardless of the actual composition, except that the Secretary shall make household size adjustments in the Thrifty Food Plan taking into account economies of scale.

Transitional Employment Assistance (TEA) 11/01/98

This program, which replaced the AFDC Program in July 1997, helps economically needy families become more responsible for their own support and less dependent on public assistance.

Through employability assessments, employment planning, and the provisions of employment related services, the TEA Program helps recipients recognize their employment possibilities and helps them into jobs as soon as possible.

Unlawful Strike 11/01/98

The definition of unlawful strike is provided in [FSC 1700].

Verification 10/01/08

The use of third party information or documentation to establish the accuracy or validity of information provided by an applicant for food stamp benefits or a recipient of food stamp benefits.

The types of verification are documentary evidence, collateral contact and home visit.

At initial application (See [FSC 8100]), households are required to furnish verification of actual utilities, medical costs, income, dependent care costs, and resources. Alien status and residency will be verified if not previously verified. Household composition, citizenship, utility standard entitlement, dependent care costs, excluded income, and work registration exemption will be verified if questionable.

When processing timely recertifications (See [FSC 10300]) and untimely recertifications (See FSC 10900), changes in income or actual utility expenses will be verified if the source has changed or the amount has changed by more than $25. Previously unreported medical expenses and total unrecurring medical expenses that have changed by more than $25 will also be verified. Dependent care costs must be verified when the household reports a change in amount paid or change in provider. Income, total medical expenses or actual utility expenses that the household claims have changed by $25 or less will not be verified unless this information is incomplete, inaccurate, inconsistent or outdated. Alien status and residency will be verified if there has been a change. Unchanged information will not be verified unless the reported information is incomplete, inaccurate, inconsistent, or outdated.

Changes reported during the certification period are subject to the same verification procedures that apply at initial application except that reported income, total medical expenses or actual utility expenses which are unchanged or changed by $25 or less will not be verified unless reported information is incomplete, inaccurate, inconsistent, or outdated.

Previously unreported dependent care costs must be verified, as well as changes in amount and provider.

When a semi-annual report is submitted, households must report and verify all earned income. Otherwise, the verification requirements for reported changes will apply.

When a midpoint review is submitted from a household certified for longer than 12 months, all medical expenses must be reported and verified. Otherwise, the verification requirements for reported changes will apply.

General definitions of the terms incomplete, inaccurate, inconsistent, and outdated appear below.

Incomplete - Information will be considered incomplete when vital dates, names, figures or other information is missing. For example, information about actual utility costs is incomplete if the household has reported costs for gas, lights and water and has only furnished a gas bill as verification of actual utility costs.

Inaccurate - Information will be considered inaccurate when the worker has some reason to question the validity of the household's statements. For example, a household reports that medical expenses are unchanged, yet the worker is aware that the household member with the deductible medical expenses has been approved for SSI and should now be receiving a Medicaid card.

Inconsistent - Information will be considered inconsistent when a review of the case file reveals a conflict between the reported information and the information already documented in the case file. For example, a household reports a $300 per month rent expense. A review of the case record shows that the household has not moved and the last reported rent amount was $50 because the household was receiving rental assistance from HUD.

Outdated - Information about fluctuating earned income is usually considered outdated if a month or more have elapsed since the household last furnished current verification. Information about stable earned income, unearned income received on a weekly or a biweekly basis, actual utility costs and medical expenses is outdated if three months or more have elapsed since the household last submitted current verification. Information about unearned income received on a monthly basis or received periodically is considered outdated if eleven months or more have elapsed since the household last submitted current verification. Information about liquid resources is considered outdated if eleven months or more have elapsed since the household last submitted current verification.

When verification is needed, the household has the primary responsibility for providing documents or other suitable information. The household must also provide the name of a collateral contact if necessary. (See the definition of "Collateral Contact" for additional information.)

The county office worker has the following responsibilities:

Advising the household what must be verified and how it must be verified. Recommended sources of verification may be found in the section of policy dealing with the item to be verified. For example, recommended sources of verification for earned income may be found in [FSC 5514].

The Request for Assistance (DCO-215) contains a general list of items that must be verified. When an interview is scheduled on the Notice of Appointment (DCO-219), the lower portion of the form will be completed to advise the household of the verification requirements. If it is determined at the interview that additional verification is required, the worker will issue to the household a DCO-191 that clearly indicates the information to be provided. If verification is needed from a currently certified household, a Notice of Action (DCO-1) will be issued. See the definition of "Notice of Action" in the Glossary for additional information about the requirements for requesting verification from a currently certified household.

When information from another source contradicts statements made by the household, the household must be so advised and given a reasonable opportunity to resolve the discrepancy.

Assuring that required verification is accomplished and documented. (See FSC 314 for instructions on documentation.) Households may supply documentary evidence in person, through the mail, by facsimile or other electronic device, or through an authorized representative. Households will not be required to present verification in person at the County DHS Office. The worker must accept any reasonable documentary evidence provided by the household and will be primarily concerned with how adequately the verification proves the statements on the application.
Assisting the household when the household is cooperating and it is difficult or impossible for the household to obtain the necessary documentary evidence in a timely manner or when the documentary evidence presented by the household is insufficient. Such assistance may include making a collateral contact or making a home visit. Assistance with the verification process must be provided to any household upon request; however, at any time a worker becomes aware that a household needs help complying with the verification requirements, the worker must assist the household even if such assistance has not been specifically requested.

For example, if a household turns in an income statement that has been improperly completed, the worker would contact the employer directly to verify earnings. If a household turns in an outdated statement to verify SSA benefits, the worker would access the SOLQ screen. In the case of an elderly client, a worker might assist in obtaining verification of medical expenses by contacting providers directly.

NOTE : ASSISTANCE TO HOUSEHOLDS WILL NOT BE LIMITED TO

SITUATIONS THE SAME AS OR SIMILAR TO THESE SITUATIONS.

ASSISTANCE WILL BE PROVIDED WHEN NEEDED.