SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) SOURCE BOOK

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1 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) SOURCE BOOK New York State Office of Temporary and Disability Assistance Center for Employment and Economic Supports Chapters 1-4, 8, 10, and 18 of the SNAP Source Book have been updated. As other sections are updated, we will notify district staff. For SNAP questions please contact the SNAP Bureau at , extension

2 FSSB 7/6/11 TABLE OF CONTENTS TABLE OF CONTENTS SECTION: 1 Foreword/Notice SECTION 2: Food Stamp Program A. General Introduction B. Overview of the Foot Stamp Program C. Acronym/Terminology Listing SECTION 3: Responsibility of LDSS A. General Introduction B. Personnel C. Certification Responsibilities D. Information E. Records F. Securing, Control & Processing of CBICs, PINS, or State Approved Local Equivalents & State Approved Local District Notice of Change Form G. Disaster/Emergency Preparedness SECTION 4: Application Processing Definitions Right to Apply Authorized Representative Date of Application Applicant Interview Required Use of State-Prescribed Application Form(s) Required Application Information Delays In Processing Action on Delays Caused By The Household Action on Delays Caused By The Local District Application For Expedited Processing Service Mixed Households & Pure SSI Households SSI/Food Stamps Joint Application Processing (Joint Processing Procedures) Eligibility Households Ineligible For Joint Processing Certification Prescreening For Application Processing Services Verification of Information Recertification Changes in Circumstance Waiver of Work Registration Requirements SECTION 5: Initial Eligibility Determination Household Concept New York State Office of Temporary & Disability Assistance ToC - 1

3 FSSB 7/6/11 TABLE OF CONTENTS Special Household Definition Non-Households Members Ineligible Individuals Boarders Elderly/Disabled Members Household Types Head of Household Non-Financial Eligibility Standards Residency Citizenship and Alien Status Students Employment Registration Voluntary Employment Quit Social Security Numbers Validation of Social Security Number Transfer of Resources Household Cooperation Financial Eligibility Standards Resources Institutions Local District Responsibility Institutional Responsibility Verification Questionable Information Types of Verification Expedited Verification For Residents Of Group Living Arrangements Strikers Reporting Changes Qualifications For Expedited Service Identification Cards and Pins Front End Detection System SECTION 6: Continuing Eligibility Recertification Changes During the Recertification Period Local District Action Public Assistance Households Mixed Households Reconstituted Households Mass Changes Verification At Recertification Reduction/Termination Of Benefits Of Households Containing Ineligible/Disqualified Individuals New York State Office of Temporary & Disability Assistance ToC - 2

4 FSSB 7/6/11 TABLE OF CONTENTS Disqualification for Intentional Program Violation Definitions Responsibilities Referral To Prosecuting Authorities Commencement Of The Administrative Disqualification Hearing Process Notification Of Administrative Disqualification Hearing Administrative Disqualification Hearings Waiver Of An Administrative Disqualification Hearing Penalties Notice of Disqualification Ineligible Alien Disqualification For Failure To Provide Or Apply For a Social Security Number Other Disqualifications SECTION 7: Discontinuing Eligibility SECTION 8: Notice of Agency Decision Client Notices System (CNS A. Definitions B. Adequate Notice C. Action Taken Notice D. Adverse Action Notice E. Expiration Notice F. Exemptions From Adverse Action Notice G. Mass Changes H. Factors Common To All Notices I. Combined Manual Notices J. Food Stamp Only Notices K. ABEL Budget Narratives SECTION 9: Recipient / Applicant Rights Right To Privacy Complaint Procedures FAIR HEARINGS RIGHT TO A FAIR HEARING PRIORITY HEARINGS APPELLANT RIGHTS REQUESTS AID CONTINUING EXAMINATION OF CASE RECORD AUTHORIZATION REPRESENTATIVE LOCAL DISTRICT RESPONSIBILITIES DEPARTMENT RESPONSIBILITIES DECISION AND COMPLIANCE New York State Office of Temporary & Disability Assistance ToC - 3

5 FSSB 7/6/11 TABLE OF CONTENTS AGENCY CONFERENCES RIGHT TO USE FOOD STAMPS TO PURCHASE DELIVERED MEALS RIGHT TO USE FOOD STAMPS AT COMMUNAL DINING FOOD STAMP RESTAURANT MEALS PROGRAM FOR THE ELDERLY, DISABLED & HOMELESS HOMELESS MEAL PROVIDER PROGRAM SECTION 10: Employment/Work Requirements SECTION 11: Budgetary Method Determining Income Eligibility and Benefit Levels Budgeting Residents of Facilities Transitional Housing Benefits for Homeless and Domestic Violence Shelter Residents Budgeting Essential Person (EPS) Determining Deductions Proration Methodology Reductions/Suspension/Cancellation Replacements Of Food Restoration Of Lost Benefits SECTION 12: Standards and Deductions A. Income Eligibility Standards B. THRIFTY FOOD PLAN C. INCOME DEDUCTIONS D. MEDICAL DEDUCTIONS E.DISALLOWED EXPENSES F. DEPENDENT CARE DEDUCTIONS G. SHELTER DEDUCTIONS H. PAYMENTS OF CHILD SUPPORT I. SIX MONTH REPORTING J. SYSTEM IMPLICATIONS K. STANDARD ALLOWANCES FOR HEATING/ COOLING, UTILITIESAND TELEPHONE L. TELEPHONE DISCOUNT: THE LIFE LINE PROGRAM SECTION 13: Determining Income Definition EARNED INCOME UNEARNED INCOME INCOME OF INELIGIBLE INDIVIDUALS SPONSORED ALIENS AND INCOME DEEMING NON-HOUSEHOLD INDIVIDUALS INCOME EXCLUSIONS Self-Employment Other Than Farming SELF-EMPLOYMENT FARMING New York State Office of Temporary & Disability Assistance ToC - 4

6 FSSB 7/6/11 TABLE OF CONTENTS BOARDERS EDUCATIONAL INCOME ANTICIPATED INCOME INCOME ONLY IN MONTH RECEIVED INCOME AVERAGING SECTION 14: Rules for Reporting Changes Six Month Reporting Rules Six Month Reporting Systems Implications SECTION 15: Certification Periods / Issuing Benefits Certification Periods Issuing Benefits Electronic Benefit Transfer SECTION 16: Claims Against Households A. Responsibility for Recovering Overpayments B. Definitions C. Discrepant Information Assessment D. Tracking Claim Establishment E. Claim Calculation F. Collecting the Claim Repayment Methods G. Establishing The Claim H. Compromising Claim Amounts I. Terminating Claims J. Notices K. Documentation L. Systems Implications SECTION 17: Resources A. Description B. Resource Limits C. Excluded Resources D. Licensed Vehicles E. Transfer Of Resources F. Deeming Of A Sponsor s Resources SECTION 18: Food Stamp Record Retention/Documentation A. Introduction B. Purpose C. Documentation of Records SECTION 19: NYSNIP New York State Office of Temporary & Disability Assistance ToC - 5

7 FSSB 7/6/11 TABLE OF CONTENTS SECTION 20: Glossary A - J L - Z New York State Office of Temporary & Disability Assistance ToC - 6

8 SNAPSB 3/18/11 SECTION 1 - FORWARD/NOTICE SECTION 1: FORWARD/NOTICE FORWARD The material contained in this manual provides assistance to local staff by introducing the information necessary for the proper determination of eligibility and by serving as an instructional guide for workers. This manual is the product of many individuals' work. It is the hope of all those involved in preparing the Supplemental Nutrition Program Source Book that you, the reader, will find it useful. NOTICE Supplemental Nutrition Program Source Book is intended simply to express Department policies and regulations which have been formulated in Book 18, The Official Compilation, Rules and Regulations of the State of New York. The final authority on Department Regulations is Book 18. NOTE: In the event there is a conflict between the Regulations in Book 18 and the Material in the Supplemental Nutrition Program Source Book, users should contact either the Supplemental Nutrition Program Source Book contact person or the Center for Employment and Economic Supports Supplemental Nutrition Program Bureau staff. New York State Office of Temporary & Disability Assistance 1-1

9 SNAPSB SECTION 2 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM 6/9/11 A. General Introduction SECTION 2: SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM A. General Introduction POLICY The Supplemental Nutrition Assistance Program Source Book (SNAPSB) will provide local districts with guidelines to determine eligibility and benefit levels for households and to operate local programs. These include application and notice requirements, and budgeting and resource procedures basic to a determination of financial eligibility for Supplemental Nutrition Assistance Program benefits. At the end of every subject, the reader will find at the bottom of the page, three possible headings or columns - "References," "Related Items," and TA Source Book. References will cite the State Regulations; Related Items will cite other relevant sources; the TASB will cite the appropriate TASB Section(s). To facilitate further access to information, the reader will find a master Table of Contents in the front of the book. Information in the SNAPSB will be revised and updated as needed in order to maintain the continued validity of the Source Book. Notification of the most recent updates will be found in Section 1 in the Notices area. Administrative Directives, Regulations, General Information System (GIS) and Automated Budgeting and Eligibility Logic (ABEL) Transmittals will provide necessary notification of changes affecting Temporary Assistance staff. Wherever a conflict arises between the SNAPSB and Regulations, Social Services Law, Administrative Directives, GIS or an ABEL Transmittal, local district staff should contact the Center for Employment and Economic Supports, Supplemental Nutrition Assistance Program Bureau. New York State Office of Temporary & Disability Assistance 2-1

10 SNAPSB SECTION 2 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM 6/9/11 B. Overview of the Food Stamp Program B. Overview of the Supplemental Nutrition Assistance Program PURPOSE The purpose of the federally funded Supplemental Nutritional Assistance Program (SNAP), formerly known in New York State as the Food Stamp Program, is to reduce hunger and malnutrition by supplementing the food purchasing of eligible low income individuals. LEGAL BASIS The authority to operate the Supplemental Nutrition Assistance Program is based on both Federal and State Laws and Regulations. 1. Federal Law Under the Food Stamp Act of 1977, the Food Security and Rural Investment Act of 2002, and the Food, Conservation and Energy Act of 2008, the United States Department of Agriculture (USDA) administers the Supplemental Nutrition Assistance Program. Within USDA, the Food and Nutrition Service (FNS) has program responsibilities. 2. Federal Regulations 7 CFR Sections 172 through 282 govern the Federal Supplemental Nutrition Assistance Program. 3. State Law Under Sections 95 and 29 of the Social Services Law, the New York State Office of Temporary and Disability Assistance (NYS OTDA) administers the Supplemental Nutrition Assistance Program. a. Under Section 95, NYS OTDA can: (1) Develop the required State plans to utilize the Federal Food Stamp Act of 1977, as amended, (2) Accept a designation which makes supplemental nutrition assistance benefits available to eligible persons, (3) Delegate or assign appropriate functions to other State departments and agencies with the approval of the Governor, b. Under Section 29, NYS OTDA, with the approval of the Governor, can accept a designation from, and act as the agent of the duly authorized Federal Agency in the administration of relief and related activities affecting the welfare of individuals and communities, and the disbursement or expenditure of Federal funds and commodities. 4. State Regulations Part 387 governs the Supplemental Nutrition Assistance Program. New York State Office of Temporary & Disability Assistance 2-2

11 SNAPSB SECTION 2 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM 6/9/11 C. Acronym/Terminology Listing C. ACRONYM/TERMINOLOGY LISTING -A- AABD ABAWD ABE ABEL ACE ACHIEVE ACTUAL A/D ADA ADC ADM AE AFA AFIS AIDS ALE AP APP-TAD APP-REG APP-TAD A/R ASAW AVE Aid to Aged, Blind and Disabled Able Bodied Adult Without Dependents Adult Basic Education Automated Budgeting and Eligibility Logic Active Corps of Executives Another Change Initiative for Education, Vocation or Employment Actual Shelter Cost Aged/Disabled American s with Disabilities Act Aid to Dependent Children Administrative Directive (NYS issued directive) Administrative Error Anticipated Future Action Automated Finger Imaging System Acquired Immune Deficiency Syndrome Adult Literacy Education Absent Parent Application Turnaround Document Application Registration Application Turn Around Document (DSS-3636) Applicant/Recipient Additional Special Agricultural Worker Adolescent Vocational Exploration Program New York State Office of Temporary & Disability Assistance 2-3

12 SNAPSB SECTION 2 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM 6/9/11 C. Acronym/Terminology Listing -B- BASIC BEDS BCIS BDD BEDS BENDEX BICS BOCES BRIA Basic or Personal Allowance Back End Detection System Bureau of Citizen and Immigration Services Formerly INS Bureau of Disability Determinations (NYC) Back End Detection System Beneficiary Data Exchange Benefit Issuance and Control System Boards of Cooperative Educational Services Bureau of Refugee and Immigration Affairs -C- CA CAA CAMS CAP CASE CASE NO CBIC CBO CBVH CCBG CEOSC CFR CHEP CIN CNS COB Number in Case Community Action Agency Cash Management Subsystem Child Assistance Program Case Type Case Number Common Benefit Identification Card Community Based Organization Commission for the Blind and Visually Handicapped Child Care Block Grant Comprehensive Employment Opportunity Support Center Code of Federal Regulations Cuban/Haitian Entrant Program Client Identification Number Client Notices System Close of Business New York State Office of Temporary & Disability Assistance 2-4

13 SNAPSB SECTION 2 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM 6/9/11 C. Acronym/Terminology Listing COLA CSEU CSMS C/THP CWEP Cost of Living Adjustment Child Support Enforcement Unit Child Support Management System Child/Teen Health Plan Community Work Experience Program -D- D/A DAAA DAR DCA DDD DEF DEFRA DOH DMV DPA DSS DVL Drug/Alcohol Division of Alcoholism and Alcohol Abuse Dormant Account Review Disqualification Consent Agreement Division of Disability Determinations Deficit Deficit Reduction Act the Department New York State Department of Social Services Department of Health Department of Motor Vehicles Deferred Payment Agreement Department of Social Services Domestic Violence Liaison -E- EAA EAF EAPP EBICS EBT EDC Emergency Assistance for Adults Emergency Assistance to Families Employment Alternatives Partnership Program Electronic Benefits Issuance Control System Electronic Benefit Transfer Estimated Date of Confinement (date of delivery of newborn) New York State Office of Temporary & Disability Assistance 2-5

14 SNAPSB SECTION 2 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM 6/9/11 C. Acronym/Terminology Listing EHP EHR EITC EID EP ERT ES ESL ESNA EW Enriched Housing Program Emergency Home Relief Earned Income Tax Credit Earned Income Disregard Essential Person Employment Readiness Training Employment Search English-as-a-Second Language Emergency Safety Net Assistance Eligibility Worker -F- FA FAP FDC FEDS FEPS FFR FFY FICA FNP FNS FP FS FSS Family Assistance Food Assistance Program Family Day Care Front End Detection System Family Eviction Preventive Supplement Face-to-Face Recertification Federal Fiscal Year Federal Insurance Contributions Act (Social Security) Indicator Federal Non-Participation Food and Nutrition Service (USDA) Federal Participation Food Stamps Family Self-Sufficiency Program -G- GA General Assistance New York State Office of Temporary & Disability Assistance 2-6

15 SNAPSB SECTION 2 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM 6/9/11 C. Acronym/Terminology Listing GAGD GED GFDC GIS GIT Grants of Assistance for Guide Dogs General Educational Development Group Family Day Care General Information System Gross Income Test -H- HAP HEA HEAP HEFPA HH HHS HIV HMO HR HRA HSP HUD Housing Assistance Payment Home Energy Allowance Home Energy Assistance Program Home Energy Fair Practices Act Household U.S. Department of Health and Human Services Human Immunodeficiency Virus Health Maintenance Organization Home Relief NYC Human Resources Administration Housing Supplement Program Housing and Urban Development -I- IAR IDA IHE INF INS IPV IRAP Interim Assistance Reimbursement Individual Development Account Inadvertent Household Error (unintentional client error) Informational Letter Immigration and Naturalization Service Intentional Program Violation Indochinese Refugee Assistance Program New York State Office of Temporary & Disability Assistance 2-7

16 SNAPSB SECTION 2 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM 6/9/11 C. Acronym/Terminology Listing IRCA Immigration Reform and Control Act of 1986 IRS IV-D Internal Revenue Service Title IV-D Amendment to the Social Security Act (CSE) -J- J/O JOBS JOS JTPA JTPC Job Opportunity Program Job Opportunities and Basic Skills Training Program Job Opportunity Specialist (NYC) Job Training Partnership Act Job Training Partnership Council -L- LCM LDSS LEP LRR LPR LTR Local Commissioners Memorandum Local Department of Social Services Limited English Proficiency Legally Responsible Relative Lawful Permanent Resident (Alien Status) Lawful Temporary Resident -M- MA MARG MOE MRB/A MSS Medical Assistance Medical Assistance Reference Guide Maintenance of Effort Mass Rebudgeting/Reauthorization Mandatory State Supplement -N- NCIC National Crime Information Center NCSTA National and Community Services and Trust Act of 1993 New York State Office of Temporary & Disability Assistance 2-8

17 SNAPSB SECTION 2 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM 6/9/11 C. Acronym/Terminology Listing NDR NPA NTA-FS NYC NYCRR NYS NYSNIP Non-dependent Relative Non-Public Assistance Non-Temporary Assistance Food Stamps New York City New York Codes of Rules and Regulations New York State New York State Nutrition Improvement Project -O- OASAS OASDI OBRA OCFS OHIP OJT OMH OMRDD OOE OPWDD OTDA OVESID Office of Alcohol and Substance Abuse Old-Age, Survivors and Disability Insurance Omnibus Budget Reconciliation Act Office of Children and Family Services Office of Health Insurance Programs On the Job Training Office of Mental Health Office of Mental Retardation/Developmental Disabilities (now known as OPWDD, Office for People with Developmental Disabilities) Order of Exclusion Office for People with Developmental Disabilities Office of Temporary and Disability Assistance Office of Vocational and Educational Services for Individuals with Disabilities -P- PACE PARIS Public Assistance Comprehensive Employment Public Assistance Reporting Information System New York State Office of Temporary & Disability Assistance 2-9

18 SNAPSB SECTION 2 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM 6/9/11 C. Acronym/Terminology Listing PAVE PCAP PHA PIC PIN PIO PNA PROWRA PRUCOL PSC PWA PWP Progressive Adolescent Vocational Exploration Program Prenatal Care Assistance Program Public Housing Authority Private Industry Council Personal Identification Number Public Information Office Personal Needs Allowance Personal Responsibility Work Opportunity Reconciliation Act Permanently Residing in the United States Under Color of Law Public Service Commission Public Works Administration Public Work Project -R- RAP RAW RFI RIN RSDI Refugee Assistance Program Replenishment Agricultural Worker Resource File Integration Recipient Identification Number (NYC) Retirement Survivors Disability Insurance -S- SAVE SAW SCU SDNH SDX SCORE SED Systematic Alien Verification for Entitlements Special Agricultural Worker Support Collection Unit State Directory of New Hires from NYS Tax and Finance State Data Exchange Services Corps of Retired Executives State Education Department New York State Office of Temporary & Disability Assistance 2-10

19 SNAPSB SECTION 2 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM 6/9/11 C. Acronym/Terminology Listing SEMI-TA SFY SHEA SHELT SLIAG SNA SNAP SNAPSB SSA SSDB SSI SSL SSN SSPNA SWE SUA SUR Semi-Monthly Cash Grant Amounts State Fiscal Year Supplemental Home Energy Allowance Shelter State Legalization Impact Assistance Grants Safety Net Assistance Supplemental Nutrition Assistance Program Supplemental Nutrition Assistance Program Source Book Social Security Administration Social Security Disability Benefits Supplemental Security Income Social Services Law Social Security Number State Supplemental Personal Needs Allowance Social Welfare Examiner Standard Utility Allowance Surplus -T- TA TANF TASA TASB TEAP TPHI TPR TRO Temporary Assistance Temporary Assistance for Needy Families Teenage Services Act Temporary Assistance Source Book Training and Employment Assistance Program Third Party Health Insurance Third Party Resource Temporary Restraining Order New York State Office of Temporary & Disability Assistance 2-11

20 SNAPSB SECTION 2 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM 6/9/11 C. Acronym/Terminology Listing TSP (NYS) Office of Transitional Supports and Policy -U- UIB USCIS USDA Unemployment Insurance Benefits United States Citizenship and Immigration Services United States Department of Agriculture -V- VA VESID VISTA Veterans Administration Vocational Educational Services for Individuals with Disabilities Volunteers In Service To America -W- WIC WMS WRA WRM WRS WSP WTW Women, Infants and Children Welfare Management System Welfare Reform Act (NYS/1997) Worker's Reference Manual Wage Reporting System from NYS Tax and Finance Work Supplementation Program Welfare to Work -Y- YIP YOP YWS Youth Internship Program Youth Opportunity Program Youth Work Skills Program New York State Office of Temporary & Disability Assistance 2-12

21 SNAPSB SECTION 3 RESPONSIBILITY OF LDSS 12/31/10 A. General Introduction SECTION 3: RESPONSIBILITY OF LDSS A. General Introduction POLICY In order to assist needy families and individuals to obtain Supplemental Nutrition Assistance Benefits, each local district shall fulfill its responsibilities to administer the Supplemental Nutrition Assistance Program in accordance with applicable releases of the New York State Office of Temporary & Disability Assistance, including but not limited to the Supplemental Nutrition Assistance Program Source Book. In addition to the responsibilities listed in this Section, local districts shall perform other appropriate functions in accordance with state and federal requirements. OPERATING GUIDELINES Local districts shall operate the Supplemental Nutrition Assistance Program in accordance with the policies and procedures provided to them by the New York State Office of Temporary & Disability Assistance. Accordingly local districts shall submit to NYS OTDA, for approval, all requests for waiver from established policy and all locally developed policy manuals, procedural guides or forms which are intended to be the equivalent of documents which have been provided by NYS OTDA. Such requests shall be submitted in accordance with Department Regulation Reference: Related Item: New York State Office of Temporary & Disability Assistance 3-1

22 SNAPSB SECTION 3 RESPONSIBILITY OF LDSS 12/31/10 B. Personnel B. Personnel POLICY The local district shall undertake the certification of applicant households in accordance with the personnel standards used by the Department in the certification of applicants for benefits under the federally aided public assistance programs. 1. Personnel Requirements a. Merit Personnel - Certification personnel must meet the current New York State Merit System standards. Only merit employees can conduct the application interview. Additionally, access to permanent CBIC and temporary vault cards, and other issuance documents shall be denied to all persons except authorized employees of OTDA, local districts, and the Federal agency involved in the administration of the program. NOTE: Volunteers must not conduct the application interview or certify supplemental nutrition assistance program applicants. Volunteers may engage in activities such as outreach, prescreening, assisting applicants to complete the application, and securing needed verification. A volunteer may officially represent households whose members are unable to go to the certification office. NOTE: Individuals, organizations, and facilities involved in a strike or lockout cannot be used in the certification process except to verify the applicant s information. b. Staffing Standards - To meet the timeliness standards set forth in this manual, local districts must employ sufficient staff to certify accurately and issue benefits to eligible households and to process fair hearing requests within the appropriate timeliness standards. c. Bilingual Requirements Local districts, including those with a seasonal influx of single-language minority households, must provide sufficient bilingual program information and certification materials, and staff or interpreters to meet the needs of single-language minority households. 2. Training With the assistance of the OTDA training coordinator, the local districts must develop a continuing comprehensive training program for all personnel engaged in certification, program informational activities, or prescreening activities. The local districts must designate training coordinators to: a. Implement State training materials and techniques b. Supplement State training programs with sessions designed for local districts, and community partners, if appropriate c. Conduct and/or supervise training sessions d. Assure that appropriate personnel receive training New York State Office of Temporary & Disability Assistance 3-2

23 SNAPSB SECTION 3 RESPONSIBILITY OF LDSS 12/31/10 B. Personnel The following "Training Table" provides guidelines to follow in training staff. SESSIONS COVERING PERSONS TO BE TRAINED TIME STANDARDS Eligibility criteria, Certification procedures, household rights and responsibilities, other duties related to household certification Eligibility Workers, new employees responsible for certifying Prior to initial assumption of duties. Periodically, based on policy changes, program deficiencies, USDA audits, district management self assessments, or individual performance deficiencies or individual performance Policy/procedures changed based on court action or revisions to legislation and regulations Formal certification training conducted statewide, citywide, or regionally Program information prescreening techniques Program regulations and hearing procedures All affected personnel, individuals specified by the court, law or directives Certification personnel, the public (up to 5% of total attendance or 5 persons, whichever is smaller, must be allowed) Volunteers, other pre-screeners, Community Based Organizations Hearing Officers, performance reporting system reviewers Within 30 days or as specified As Needed As Needed Prior to initial assumption of duties. Periodically, as needed based on policy changes, program deficiencies, USDA audits, district management self assessments or individual performance NOTE: Although public attendance is not required for certification training groups of less than 20 persons, the public may be invited to any training sessions conducted. Reference: New York State Office of Temporary & Disability Assistance 3-3

24 SNAPSB SECTION 3 RESPONSIBILITY OF LDSS 12/31/10 C. Certification Responsibilities C. Certification Responsibilities POLICY Each local district shall: 1. Certify eligible families and individuals Approve and issue benefits or deny applications for TA and NTA applicants within 30 days of receipt of an identifiable application or within five calendar days if it is an identifiable application eligible for expedited processing. An identifiable application is one which contains a legible name and address of the applicant or authorized representative; and a signature. For certification of households which are TA/ SNAP see SNAPSB Section 4 2. Insure that SNAP provided to any eligible household shall not be considered as income or resources for any purpose under the Social Security Act of 1935 as amended, or under any other Federal or State laws including, but not limited, to laws relating to taxation, welfare, and TA programs. 3. Not terminate or reduce a TA grant, or deny application for TA or care or otherwise adversely affect a family's or an individual's eligibility for TA or care, on the grounds that the recipient or applicant is receiving or is eligible to receive SNAP benefits, or fails to apply for or to utilize SNAP benefits. 4. During an emergency or disaster declared by USDA, certify households in accordance with regulations, policies and procedures of the Department and USDA/FNS. 5. Undertake the timely and accurate issuance of benefits to certified households. Households comprised of elderly or disabled members, or those who would face an undue hardship in reaching a local office to complete a face-to-face interview; those who are qualified to participate in the Working Families Supplemental Nutrition Assistance Program Initiative, and households which do not reside in a permanent dwelling or at a fixed mailing address, will be given assistance in obtaining their benefits. Districts shall offer to conduct interviews and other contacts electronically, or by telephone when appropriate. 6. Screen all applications to determine if such application qualifies for expedited SNAP processing, and complete the Supplemental Nutrition Assistance Program Benefits Expedited Processing Screening sheet (LDSS-3938) as a record of the agency disposition. 7. Screen all applications to determine if such application qualifies for Working Families Supplemental Nutrition Assistance Program Initiative (WFSNAPI) using the WFSNAPI screening sheet (LDSS-4921) or approved local equivalent process to see if the applicant household presumptively qualifies to participate in the WFSNAPI. 8. Include the Helping Hands brochure in each SNAP application packet. Households that have a gross income at or below 130% of the federal poverty limit that receive the Helping Hands brochure will have received a Temporary Assistance for Needy Families (TANF)/Maintenance of Effort (MOE)-funded service that confers categorical eligibility for the SNAP for a period of one year. New York State Office of Temporary & Disability Assistance 3-4

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