1140.000.00 SIMPLIFIED REPORTING

IM-#94 October 19, 2015, IM-#52 May 30, 2013, IM-#36 April 22, 2010, IM-#80 August 27, 2004,  IM-#14 January 23, 2003

The Food and Nutrition Services (FNS) provides states options on reporting requirements for EU changes that occur after an initial or recertification interview. Missouri has selected the option of simplified reporting. Effective May 1, 2010, all Food Stamp EUs are subject to the simplified reporting rules. Following the initial or recertification application interview, the only changes required to be reported by the EU are when:

1140.005.00 Changes Not Required To Be Reported By Eligibility Unit

IM-#75, 12/26/2018, IM-#73, 06/15/2017, IM-#52 May 30, 2013, IM-#48 July 15, 2010, IM-#36 April 22, 2010, IM-#35 May 14, 2008, IM-#80 August 27, 2004,  IM-#14 January 23, 2003

An EU may report changes that are not required to be reported or changes may become known to the agency by other means. In conjunction with the simplified reporting option, Missouri has selected to act on all changes reported or known to the agency. Sources that are considered known to the agency:

Record information for changes in the appropriate screen in FAMIS. Refer to the FAMIS Comments Chart

1140.005.05 Change Reported Timely

IM-#52 May 30, 2013, IM-#36 April 22, 2010, IM-#80 August 27, 2004,  IM-#14 January 23, 2003

A reported change, other than a change in source of income, is considered timely if it is reported by the tenth day of the month following the month in which the change occurred.

A change in the source of income is considered timely if it is reported by the tenth day of the month following the date the first check is received.

Consider the date a change is reported as the:

If an EU fails to report timely, determine the impact on their benefits. If an over issuance occurred, refer to section 1142.000.00 Food Stamp Claim Determination. If an under issuance occurred, the change is acted on for the month it is reported. The EU is not eligible for restored benefits for months prior to the month the change is reported.

1140.005.10 Time Frame for Acting on Changes

IM-#11 January 16, 2018, IM-#52 May 30, 2013, IM-#36 April 22, 2010, IM-#80 August 27, 2004,  IM-#14 January 23, 2003

A determination of the effect of the reported change on the EU's eligibility must be made within ten days of the change report. Comments regarding reported changes should be entered on the Eligibility Unit Member Role (EUMEMROL/FM3Z) screen.

No later than ten days following a change report, determine what, if any, information is needed to act on the reported change(s).

1140.005.15 Change Processing For Applicant Eligibility Units

IM-#11 January 16, 2018, IM-#24 March 16, 2007,  IM-#79 August 17, 2006,  IM-#80 August 27, 2004,  IM-#75 June 20, 2002

Applicant households must report all changes affecting their eligibility or benefits during the application interview.

For applications, changes that occur:

If a change is reported while the application is pending, enter the change into FAMIS. If verification is required, give the EU a Request for Information (FA-325) allowing the EU ten days to provide the required verification. If partial verification is provided within the ten day period, a second Request for Information (FA-325) must be sent to the client. The FA-325 form must be manually generated and fields populated with specific detail as to what is still needed from the participant. It may be necessary to pend the application beyond the application due date because FAMIS must consider the reported change in the eligibility determination.

Discuss with EUs the reporting requirements and how to determine when their income exceeds 130% of poverty. EUs need only to calculate their income for a calendar month to determine monthly income. They do not have to convert income using 2.166 or 4.333.

Reporting requirements for EUs are defined in sections 1140.000.00 Simplified Reporting.

1140.005.20 Increasing Benefits

IM-#52 May 30, 2013, IM-#48 July 15, 2010, IM-#36 April 22, 2010, IM-#35 May 14, 2008, IM-#80 August 27, 2004,  IM-#14 January 23, 2003

Take action on any reported or known change that increases benefits to an EU. Obtain sufficient information/verification as needed.

Additional benefits must be issued no later than the first allotment available ten days after the date the change was reported. Increased benefits are issued for each month beginning with the month the change is entered into FAMIS.

EXAMPLE: On 8/15 an EU reports a $30 decrease in income. Since the normal availability date for the EU is 9/10, we are required to increase the September allotment or request supplemental benefits for September. (If the change is entered into FAMIS in August, additional benefits are issued by FAMIS for August.)

If the same decrease in income is reported on 8/28, and the normal availability date is 9/1, we are required to increase the EU's allotment by the October issuance. (Additional benefits are issued by FAMIS beginning with the month the change is entered into FAMIS.)

1140.005.25 Significant Changes

IM-#52 May 30, 2013, IM-#75 June 20, 2002

Significant changes are those:

Act promptly on changes that significantly impact the EU's circumstances and result in an increased allotment.

All EUs reporting significant changes that increase benefits are entitled to supplemental benefits for the month in which the change is reported. Issue supplemental benefits for the month the change is reported within the following guidelines:

Note: The above guidelines are the latest dates the benefits must be issued. Issue the additional benefits as soon as possible after the change is reported.

Example: An EU reported a new member on June 2. Their June allotment will be available on June 3. Issue supplemental benefits for June by July 3, the next allotment issued 10 days after the change was reported.

If the EU reported a new member on June 15, and the next monthly availability date is July 6, issue supplemental benefits for June no later than July 6.

1140.005.30 Decreased Allotment or Closing

IM-#52 May 30, 2013

When a change will decrease or terminate a household's benefit, act on the change and follow advance notice of adverse action procedures if necessary. See Food Stamp manual section 1140.025.10.05 Exemptions to Notice of Adverse Action to determine when advance notice of the adverse action is not required.

1140.005.35 Mass Adjustments

IM-#52 May 30, 2013

Certain changes are initiated by the state or federal government and may affect all certified households or a significant portion of the households.

Mass changes include:

NOTE: Households are not required to report these changes.

1140.005.40 Changes to Income

IM-#11 January 16, 2018, IM-#79 August 26, 2013, IM-#52 May 30, 2013, IM-#36 April 22, 2010IM-#80 August 27, 2004, IM-#14 January 23, 2003

When an EU reports a change in income enter the information on the appropriate screen in FAMIS. Obtain verification that is needed. Refer to Food Stamp Manual section 1102.025.00 Verification Required for Reported Changes.

If sufficient information is not provided that can be entered in the appropriate screen in FAMIS, send an FA-331 Request for Contact (RFC) form to the EU allowing 10 days to make contact. Record the date the FA-331 RFC was sent on the Eligibility Unit Member Role (EUMEMROL/FM3Z) screen. Refer to the Changes in Income Flowchart for additional information.

Individual Makes Contact

Enter the information on the appropriate screen. Take the following action, depending on whether verification is provided or required.

When information is entered, FAMIS determines if the EU's income exceeds 130% of poverty for the EU size and recommends an action.

Individual Does Not Make Contact

Authorize a worker initiated adverse action closing (AAWC) with reason COO (failed to cooperate) and send an FA-510 to close the Food Stamp case. Record the reason for the action on the Action Authorization (FM3H) screen. The case is closed effective the month following the month in which the notice of adverse action expires. Refer to the FAMIS User Guide Worker Initiated Closing for instructions.

1140.005.45 Reduction in the Number of Hours Worked by an EU Member Subject to the 18 to 49 year old (ABAWD)

IM-#53, August 09, 2018IM-#52 May 30, 2013, IM-#24 March 16, 2007, IM-#79 August 17, 2006, IM-#80 August 27, 2004, IM-#75 June 20, 2002

When it is reported that the number of hours worked by an ABAWD EU member has fallen below an average of 20 hours per week, determine if s/he has become exempt, or if the change in hours is temporary. If s/he is not exempt and the change is not temporary:

1140.005.50 Address Changes

IM-#16 February 6, 2018, IM-#23 April 9, 2014, IM-#79 August 26, 2013, IM-#52 May 30, 2013, IM-#48 July 15, 2010IM-#36 April 22, 2010IM-#35 May 14, 2008

A change of address is not required to be reported. If the EU moves and does not notify the county of the new address, no adverse action is taken.

NOTE: If the EU's notice of expiration is not received and the EU applies after the end of the certification period, benefits will be prorated from the date of application, following normal policy.

When an EU reports a new address:

If the EU notifies the office serving their new residence county they have moved, take the following action:

When mail is returned by the United States Postal Service with a forwarding address:

When mail is returned by the United States Postal Service marked "no known forwarding address":

1140.005.55 Changes in EU's Income Maintenance Grant

IM-#52 May 30, 2013, IM-#36 April 22, 2010IM-#80 August 27, 2004, IM-#14 January 23, 2003

Take action on all changes in the EU's Income Maintenance (IM) cash grant and the changes related to the change in the IM cash grant. The action required is dependent upon whether there is sufficient information to determine the impact on the Food Stamp benefits.

Sufficient Information to Determine Impact on FS

For those changes with sufficient information to determine the impact on the Food Stamp benefits, take the action.

Insufficient Information to Determine FS Impact

A change may result in terminating an EU's IM cash grant within its FS certification period and sufficient information does not exist to determine how the change affects the EU's FS eligibility and benefit level.

EXAMPLES: The return of a non-custodial parent to the home and information about the income of the new EU member is not available or the Temporary Assistance was closed for failure to complete a reinvestigation.

If the EU does not request a hearing regarding the change in its IM benefits and does not provide information to clarify its current circumstances, authorize a worker initiated adverse action closing (AAWC) with reason COO (failed to cooperate) and send an FA-510, Adverse Action notice, to close the Food Stamp case. Record the reason for the action on the Action Authorization (FM3H) screen. The case is closed effective the month following the month in which the notice of adverse action expires. Refer to the FAMIS User Guide Worker Initiated Closing for instructions.

1140.005.60 Changes Considered Verified Upon Receipt for EU

IM-#52 May 30, 2013, IM-#51 June 20, 2012, IM-#36 April 22, 2010, IM-#80 August 27, 2004,  IM-#14 January 23, 2003

Changes considered verified upon receipt are:

Initiate action on all changes considered verified upon receipt within the time frame for acting on changes.

Types of information considered verified upon receipt include, but are not limited to:

1140.005.65 Voluntary Closing Requested by EU

IM-#52 May 30, 2013, IM-#36 April 22, 2010, IM-#80 August 27, 2004,  IM-#14 January 23, 2003

Close the case when an EU voluntarily requests its case be closed.

1140.005.70 Head of EU Leaves the Home/Dies

IM-#52 May 30, 2013, IM-#36 April 22, 2010, IM-#14 January 23, 2003

When the head of the EU dies enter the action in the system, determine if the report is verified upon receipt or if verification is required.

If remaining EU members wish to continue to participate in the Food Stamp Program, the new head of EU must submit a new application.

NOTE: List of Death Records Matching IM Records (FIM31420) reports based on a death certificate/client data exchange with the Bureau of Vital Records of the Missouri Department of Health are considered verified upon receipt for all EUs. Close an EU's case based upon information received on the FIM31420.

Death Matches from the Social Security Administration are not considered verified upon receipt.

If an EU reports the head of EU left the home, and the remaining EU members wish to continue receiving Food Stamp benefits: