Most (59%) negative case action Quality Control errors occur when an application, held pending for a second 30-day period, is rejected early.

System changes, and changes to the Weekly Application Control Report, are made to identify the process date for an application for which sufficient information has not been provided.


Effective immediately, enter "A" in the update selection and case action code 40 in action field 06 of FSU5 for households who have not provided requested information within 30 days after the date of application.  Case action code 40 places an initial food stamp application in client delay status.  When placing an initial application in pending status, staff must send the IM-112 advising the household that the application is pending and what information is needed to process the application.

After the case processes, FCAS and FPAR will show "CL DELAY" in the case status field. A turnaround IM-105 is generated showing the application is in client delay status. Case action code 40 will appear in Field 06 and "D" will appear in the third block of Field 20.  When the application is processed, the client delay status will not appear on the new turnaround which shows the application is completed. 

If the requested verification is received prior to the 60th day, or the household is determined to be ineligible, process the application immediately.

Use case action code 40 only for initial applications which have pended 30 days due to client delay.  Using case action code 40 for any other reason creates an edit preventing further entry.  The edits are as follows:

  • ACTION 40 NOT ALLOWED FOR _ 30 DAYS: A client delay code cannot be entered for an application pending less than 30 days. The system allows entry of case action 40 the first working day after the 30th calendar day following the date of application.
  • 40 NOT ALLOWED FOR TIMELY RECERT: Timely recertifications cannot be placed in client delay status.
  • 40 NOT ALLOWED ON THIS CASE STATUS: An edit appears for transactions entered on a closed case.  Staff must complete the FEXP process and register the application.
  • ALREADY IN CLIENT DELAY - 40 NOT ALLOWED: Case action 40 can be entered only once.  After overnight processing, the application will appear on the FCAS and FPAR screens as "CL DELAY," pending in client delay status.

  • DELETE PENDING TRAN BEFORE 40 ALLOWED:  If an approval action has been entered but not processed, and the case situation changes, the FSU5 approval action must be deleted before placing the application in delay status.  This ensures removal of all data entered for the approval in order to enter case action 40.  The last entry made in FSU5 is the action processed during overnight edits.
NOTE:  Staff may change an entry completed for case action 40 to an approval or rejection as long as the case action is completed on the same day. It is not necessary to delete case action 40 before entry of the approval or rejection.
Example:  Hayley C. applies for food stamp benefits on October 21.  The worker entered the approval of the application on the morning of November 16.  The same afternoon, the worker discovers the application should be placed in client delay status rather than approved. Delete case action 01 in FSU5 following the instructions on the screen.  After completion of this step, the worker must wait until the first working day after the 30th calendar day to place the application in client delay status.
APPLICANT INQUIRIES:  When an applicant contacts the county office to discuss the status of his/her application, staff can access FCAS or FPAR to determine the status of the application.  If the application is in client delay status, the applicant should speak with his/her caseworker to discuss what information is still needed to process the food stamp application.


Effective immediately, the Weekly Application Control Report is changed as follows:

  • Applications in client delay status are added to the Weekly Application Control Report to easily identify the status of the application.
  • Only one due date will appear for initial applications in delay status, expedited applications approved with postponed verification, and timely recertification applications.
  • Some of the text is rearranged and clarified to explain application due dates. 
DELAY CODE ON THE WEEKLY APPLICATION CONTROL REPORT:  Once an application is placed in pending status due to client delay, the case will show a "D" in the "Delay Code" column of the next Weekly Application Control Report.  The application due date on the Weekly Application Control Report shows the new due date as the first working day after the 60th calendar day. A sentence is added below the due date to read "For client delay cases, do not reject prior to this due date when required verification is not provided."

APPLICATION DUE DATE: To clarify application due dates, some of the text was revised and relocated near the top of the food stamp page of the Weekly Application Control Report.  The text now reads "For food stamp applications: The 1st date is the date to timely process applications.  The 2nd date is the 30th day after the application date.  Do not take action to pend the application until after the 30th day."

Timely recertification applications will have one due date which appears in the due date column.

EXPEDITED APPLICATIONS:  Expedited applications approved with postponed verification will show only one due date. The new due date is the 30th calendar day after the date of application. A statement is included that reads "If postponed verification is not provided, close after date shown."  This statement reminds staff not to close the food stamp case until the first working day after the 30th calendar day if verification of information is still needed.

IM-105:  The IM-105 code sheet is being revised to include recent changes.  Until county offices receive the new code sheet, please add case action 40 in field 06.

  • Review this memorandum with all appropriate staff.

  • Use case action code 40 to place an initial application in client delay status, if appropriate.

  • Do not reject client delay applications until the first working day after the 60th calendar day.

  • If the household is ineligible based on other eligibility criteria, the application may be processed prior to the 60th day.

  • Access FCAS or FPAR to determine if an application is in delay status.

  • Update the current IM-105 code sheet in Field 06 to include case action code 40 - client delay.
Distribution # 6

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