IM-10 AMOUNT OF MEDICAL DEDUCTION SECTION OF THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MANUAL UPDATED

FROM: KIM EVANS, DIRECTOR

SUBJECT: AMOUNT OF MEDICAL DEDUCTION SECTION OF THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MANUAL UPDATED

MANUAL REVISION #
1115.035.15.05

 

DISCUSSION:

The Amount of Medical Deduction section of the SNAP manual was updated to remove a reference to an obsolete procedural guide, which contained outdated and incorrect information. The Excess Medical Deduction, the Medical Expense Standard, and the Standard Medical Deduction as calculated by the eligiblity system policy has been clarified and the examples updated.

Terminology (such as EU, Food Stamps, and references to FAMIS) was also updated throughout the section.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

 

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IM-09 INTRODUCING DECEASED MATCHES SECTION TO THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MANUAL

FROM: KIM EVANS, DIRECTOR

SUBJECT: INTRODUCING DECEASED MATCHES SECTION TO THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MANUAL

MANUAL REVISION #
1141.010.05

 

DISCUSSION:

In order to prevent deceased individuals from receiving SNAP benefits, the agency compares SNAP household member data against information received in the Social Security Administration’s (SSA) Master Death File. When a match is found, a Notice of Match Result (NOMR/FA-601) is sent by the eligibility system informing the household of the match.

The NOMR allows 10 days for the SNAP household to respond and/or dispute the match. After 10 days if the household does not respond to the NOMR or if the household responds but fails to provide enough information to clarify the circumstances, death details are populated on the Birth/Death Information (BIRTH/FMAQ) screen in FAMIS and a notice of adverse action (NOAA) is system generated. At the end of the adverse action period, the matched individual will be removed from the household and benefits will be adjusted accordingly.

Note: An entire SNAP case should not be closed for failing to respond to the NOMR unless the individual matched is the only household member or the matched member is the head of the SNAP household.

A new Match Notice field will display “Y” on Select Interface (INTRFACE/FMK0) screen in FAMIS if an individual is matched with the SSA’s Master Death File.

Note: SMN stands for SNAP Match Notice on Select Interface

 

If a mismatch can be proven, the Match Notice field should be updated to “N” once a participant has provided verification. If the date of death has already been entered by the system, it will need to be removed should the participant provide proof that the household member is not deceased and any actions taken by the system will need to be corrected.

The NOMR is only sent and the Match Notice indicator will only show a match for cases with active SNAP participation. Child Care, Temporary Assistance, or MO HealthNet cases will only show the SMN and Match Notice indicator when the matched participant is also active on a SNAP case. For all non-SNAP cases, the eligibility system will populate the death information on BIRTH (FMAQ) screen once a match is found with the SSA’s Master Death File, and the process to close or remove benefits for the individual will begin without the NOMR.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

 

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IM-08 BUDGETING GUIDE SECTION IN THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MANUAL UPDATED

FROM: KIM EVANS, DIRECTOR

SUBJECT: BUDGETING GUIDE SECTION IN THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MANUAL UPDATED

MANUAL REVISION #
1115.035.15.25

 

DISCUSSION:

Section 1115.035.15.25 Budgeting Guide in the SNAP manual was updated to remove a reference to the Budgeting Medical Expenses Guide located in FSD Procedure Guides which is now obsolete as parts are incorrect.

Refer to FAMIS Resources for further instructions regarding entry in the eligibility system and procedures for budgeting medical expenses.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Discontinue use of Budgeting Medical Expenses Guide.

 

 

 

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IM-07 APPLICATION FOR SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) (FS-1) UPDATE

FROM: KIM EVANS, DIRECTOR

SUBJECT: APPLICATION FOR SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) (FS-1) UPDATE

FORM REVISION #
FS-1
FS-1 (large print)
FS-1 (AEM online application)
FS-1 (Spanish)
FS-1 (Dari)
FS-1 (Pashto)

 

DISCUSSION:

The FS-1 has been updated due to a Food and Nutrition Service (FNS) review finding. Section 6 has been updated with the revised United States Department of Agriculture non-discrimination statement.

The revision date is December 2022.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Discard any old versions of the FS-1 and begin using the new version (12/2022) immediately.

 

 

 

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IM-06 INTRODUCING UNCLEAR INFORMATION POLICY ADDED TO THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MANUAL

FROM: KIM EVANS, DIRECTOR

SUBJECT: INTRODUCING UNCLEAR INFORMATION POLICY ADDED TO THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MANUAL

MANUAL REVISION #
1141.000.00
1141.005.00
1141.010.00

 

DISCUSSION:

New SNAP manual sections have been added for Unclear Information:

1141.000.00 Unclear Information
1141.005.00 When to Act on Unclear Information
1141.010.00 Acting on Unclear Information from Certain Data Matches

Unclear information is information received during a certification period about a household’s circumstances from which the agency cannot easily determine the effect on the household’s continued eligibility for SNAP benefits.

During a certification period, changes may be reported by the household, an outside source, or an automated report. Even if information is verified upon receipt, it can still be considered unclear if additional verification/information is needed to act on the change.

The following three categories of unclear information must be addressed by the agency when:

  • Information is less than 60 days old from the date of receipt and is required to be reported by the household, or
  • Significantly conflicting with information reported at the time of application and approved certification, enough to bring the household’s eligibility into question, or
  • A match with a participant data matching system is received.

For the categories listed above, the agency must contact the household to resolve the unclear information. For the first two bullets above, the primary method of contact should be by telephone; however, if unsuccessful, a request in writing must be sent.

Note: Data matches are handled differently as described later in this memo.

Example 1: Kenia sends in two consecutive weekly wage stubs (representing less than four weeks’ worth of pay) for an employment not entered on her case record. The wage stubs are less than 60 days old. The household is subject to a gross income limit and already has earned income on file for a different job. After calling Kenia, she states this is a new job in addition to her previous employment. Verification of the new income must be requested.

Example 2: When Becky applied for SNAP benefits on August 21, she did not list she was working on her application and no employment information was found at that time; however, information is received on November 5, which indicates that Becky was employed when she applied. Although the information is more than 60 days old, it significantly conflicts with information used during Becky’s certification. After attempting to contact Becky by phone, a request for information must be sent.

If the unclear information is a change to information used for the eligibility determination and can be requested using the Request for Information (RFI, FA-325), a RFI should be generated and sent to the household. If there is not enough information for a RFI, the household should be sent a Request for Contact (RFC, FA-331). The RFI or RFC must clearly advise the household of what is needed to resolve the situation, what will happen if the household fails to act, and allow 10 days for a response.

Note: The RFI should be used any time information is needed on an eligibility factor while the RFC should only be used if there is not enough information provided to send an RFI.
A household that does not respond to the RFI/RFC or does respond but does not provide enough information to clarify/resolve the situation must be sent a notice of adverse action (NOAA). If there is no response to the NOAA, the SNAP case must close.

Eligibility system updates have been made for the RFC (FA-331) to comply with the requirements set for unclear information. Please review Email Memo 52 (10/07/2022) for further instructions for how to resolve a request which used the RFC.

Example 3: Charlotte reported her husband Mike switched jobs and provided one paystub with bi-weekly earnings of $2000.00 showing a sign-on bonus of $750.00. The agency attempted to call Charlotte, and a RFI is sent to Charlotte advising an additional paystub for Mike is needed within 10 days. Charlotte fails to respond to the RFI within 10 days, and a NOAA is sent. When Charlotte does not respond to the NOAA and no additional information is received, her case is closed as she failed to provide the requested verification.

While all unclear information must be documented, not all unclear information requires immediate action from the agency. No case action is required for information that does not meet the unclear information criteria above. For information that is older than 60 days, required to be reported, or significantly different than information used for the certification, case notes should be made in the eligibility system and the information must be explored at the next mid-certification review or recertification.

Example 4: Leonor reports that her children’s daycare provider changed in the last 10 days. She does not state if her expenses have increased or decreased, but a search shows the new daycare is the same number of miles from her work as her old daycare. As this is information Leonor is not required to report and she previously had a daycare expense budgeted, a note is made on Leonor’s case for her daycare expenses to be revisited at her next mid-certification or recertification.

Information from Certain Data Matches:

Periodically, the agency receives matches from certain data sources. These matches are used to verify and ensure SNAP benefits are not issued to individuals who may not be eligible for a variety of reasons. Data matches are considered unclear if the match is not considered verified upon receipt.

Note: Please review 1140.005.60 Changes Considered Verified Upon Receipt for a Household to see what types of information are considered verified upon receipt.

Although considered unclear, data matches must be handled differently from other unclear information. Households must be sent a Notice of Match Results (NOMR). Currently, the NOMR for a Death Match result will be in production 01/22/2023-this memo will be released shortly. Other NOMR’s are still under development. Additional information will be released when other NOMR’s are implemented.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Review Email Memo 52 (10/07/2022) for additional information about the RFC (FA-331)

 

 

 

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IM-05 FAMILY SUPPORT DIVISION (FSD) DOCUMENTS UPDATED TO USE CENTRALIZED ADDRESS AND FAX

FROM: KIM EVANS, DIRECTOR

SUBJECT: FAMILY SUPPORT DIVISION (FSD) DOCUMENTS UPDATED TO USE CENTRALIZED ADDRESS AND FAX

 

DISCUSSION:

FSD is moving to a centralized mail process beginning in January 2023.

Updates include having participants submit most mail to a single mailing address and/or fax number. Participants can send applications, reviews, or other information to:

  • Mail: Family Support Division, PO BOX 2700, Jefferson City, MO 65102
  • Fax: 573-526-9400

The mailing address and fax number are being updated online and in FSD eligibility systems over the next few weeks. System generated forms and notices will display the updated address as the return address.

Many FSD forms and documents were revised and have a 1/2023 revision date.

Revised forms available in the public forms manual:

 Form Number  Form Name
 FA-402  MO HealthNet Eligibility Review Information
 FA-402 (Spanish)  Informacion Sobre la Revision de la Elegibilidad para Acceder a MO HealthNet
 IM-1ABDS  Aged, Blind, and Disabled Supplement
 IM-1ABDS (Spanish)  Anexo Personas Mayores, Invidentes y Discapacitadas
 IM-1ABDS (Large Print)  Aged, Blind, and Disabled Supplement (Large Print)
 IM-1MSP  Application for Medicare Savings Programs
 IM-1MSP (Spanish)  Solicitud para Programas de Ahorros de Medicare
 IM-1MSP (Large Print)  Application for Medicare Savings Programs (Large Print)
 IM-1SSL  Application for Health Coverage and Help Paying Costs
 IM-1SSL (Spanish)  Solicitud de Cobertura Medica y Ayuda para el Pago de Costos
 IM-1SSL (Dari)  درخواست برای پوشش بهداشت و کمک هزینه های پرداخت
 IM-1SSL (Pashto)  روغتیا پوښښ لپاره غوښتنلیک او د لګښتونو تادیه کې مرسته 
 IM-1SSL Ongoing  Ongoing Coverage Signature Request for Household Members
 IM-1TA  Application for Temporary Assistance Cash Benefits
 IM-1TA (Spanish)  Solicitud de Beneficios de Dinero en Efectivo de Asistencia Temporal
 IM-1TA (Dari)  درخواست کمک های موقت کمک های نقدی
 IM-1TA (Pashto)  د لنډمهاله مرستې نغدو ګټو لپاره غوښتنلیک
 IM-1U  MO HealthNet Eligibility Review Form
 IM-2SR  Signature Request Form
 IM-2SR (Spanish)  Solicitud de Firma

Revised forms available to FSD staff in the internal forms manual:

 Form Number  Form Name
 IM-1REQ  Application Request
 IM-1U90  Review Received Outside Reconsideration Period
 IM-40  Citizen/National/Eligible Immigrant Attestation
 PE-1SSL  Application for Presumptive Eligibility
 PE-2 Worksheet  Qualified Entity Presumptive Eligibility Determination Worksheet
 PE-3  MO HealthNet Presumptive Eligibility Authorization
 PE-3PW  MO HealthNet TEMP/SMHB Authorization

 

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Begin using revised forms immediately.
  • Share with community partners.

 

 

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IM-04 CENTRALIZED MAIL LAUNCH

FROM: KIM EVANS, DIRECTOR

SUBJECT: CENTRALIZED MAIL LAUNCH

 

DISCUSSION:

Effective January 18, 2023, Family Support Division (FSD) has launched the Centralized Mail project. Centralized Mail will allow staff to focus on critical FSD functions and provide a single return address for most documents.

Most general mail and faxed documents will be processed and scanned through central mail. Mail that is sent to PO Box 2700 (or 2710), Jefferson City, MO 65102 or faxed to 573-526-9400, will be redirected to Maximus for handling.

This address and fax number are listed on the DSS website and team members are free to share this information as needed.

Note: This change does not affect specialized processing centers who manage a specific caseload such as SAB/BP, Vendor, etc.

The ECM Support Team will continue to troubleshoot and resolve any document related issues (rescans, file issues, requests to remove documents from the ECM, etc.) and IM team members will continue to utilize the ECM/SharePoint Problem Reporting site to enter incident tickets.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • If you have any questions or concerns during this transition, please follow appropriate supervisory channels.

 

 

 

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IM-03 DISQUALIFICATION PENALTIES UPDATE IN THE SUPPLMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MANUAL AND UPDATES TO ADMINISTRATIVE DISQUALIFICATION HEARING FORMS IM-160, IM-161, AND IM-161A AND INSTRUCTIONS

FROM: KIM EVANS, DIRECTOR

SUBJECT: DISQUALIFICATION PENALTIES UPDATE IN THE SUPPLMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MANUAL AND UPDATES TO ADMINISTRATIVE DISQUALIFICATION HEARING FORMS IM-160, IM-161, AND IM-161A AND INSTRUCTIONS

MANUAL REVISION #
1145.010.10
1145.010.25
1145.015.00

FORM REVISION #
IM-160
IM-161
IM-161A

 

DISCUSSION:

1145.010.10 WIU Recommends Administrative Disqualification SNAP policy was updated to reflect the current Administrative Disqualification Hearing (ADH) procedure. It also aligns with SNAP policy 1145.010.20.20 IM-161 Waiver Offered – Accepted, which allows five (5) business days for the individual to withdraw the waiver by signing the IM-161A Withdrawal of Waiver of Administrative Disqualification Hearing Consent Agreement, and an additional five (5) business days for mailing time for the IM-161A.

1145.010.25 Administrative Disqualification Hearing Procedure policy was updated to reflect the current ADH procedures.

1145.015.00 Disqualification Penalties was updated to:

  • remove “after August 22, 1996” from the second violation and
  • clarify the first violation after August 22, 1996 is 12 months, the second violation is 24 months and the third violation is permanent.

The Waiver of Administrative Disqualification Hearing Consent Agreement (IM-161) and The Withdrawal of Waiver of Administrative Hearing Disqualification Consent Agreement (IM-161A) form names were changed to match with the Advance Notice of Your Administrative Disqualification Hearing (IM-160) form name. Instructions for all three forms were updated as well.

The IM-160 and IM-161 were updated to clarify:

  • The second and third intentional program violation penalties language by removing “after 8/22/96” as well as a grammatical change;
  • The IM-161’s acronym for Intentional Program Violation was corrected.

The statements now read:

  • for 24 MONTHS because it is your second violation.
  • PERMANENTLY because it is your third violation.
  • (IM-161 only) The claim is a result of an over issuance due to an alleged Intentional Program Violation (IPV) that occurred in the month(s) of _________.

Food Stamp Program Overview was made obsolete.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Destroy all IM-160, IM-161, IM-161A form and instruction versions 10/2021 and older.

 

 

 

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IM-02 ADDITIONAL SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) AUTHORIZED REPRESENTATIVE MANUAL SECTIONS UPDATED

FROM: KIM EVANS, DIRECTOR

SUBJECT: ADDITIONAL SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) AUTHORIZED REPRESENTATIVE MANUAL SECTIONS UPDATED

MANUAL REVISION #
1120.025.10
1135.005.15.05
1135.005.25.05

 

DISCUSSION:

Sections 1120.025.10 Disqualified Authorized Representative, 1135.005.15.05 Eligibility Determination, and 1135.005.25.05 Eligibility Determination of the SNAP manual were updated with current terms and to remove references to FAMIS. The Representative (FMMP) screen is no longer used to record authorized representative information, and obsolete instructions concerning entering information on the FMMP screen were removed.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

 

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IM-149 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) SHELTER EXPENSE CHANGES NOT REPORTED WITH ADDRESS CHANGE MANUAL UPDATE

FROM: KIM EVANS, DIRECTOR

SUBJECT: SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) SHELTER EXPENSE CHANGES NOT REPORTED WITH ADDRESS CHANGE MANUAL UPDATE

MANUAL REVISION #
1105.005.00
1115.035.25.20

 

 

DISCUSSION:

When a SNAP household reports a new address, if the new shelter expense information was not reported with the address change the agency must investigate changes in the shelter costs. Manual Section 1115.035.25.20 Utility Decision Period has been updated to reflect this requirement.

Manual section 1140.005.50 Address Changes was previously updated in regards to this as announced in memo IM-64 dated May 24, 2022. Refer to that memo for the steps that are to be taken when new shelter expense information was not provided with the new address.

NOTE: A change of address is not required to be reported by the household.

Manual section 1105.005.00 Residency has been updated to remove the reference to the FAMIS User Guide, updated terminology, and removed FAMIS specific references.

See manual sections 1115.035.25.20 Utility Decision Period and 1140.005.50 Address Changes for more information.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Send questions through normal supervisory channels.

 

 

 

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