Delay codes are no longer defaulted to any delay when an application becomes overdue, but defaults to agency delay the night the overdue application is processed by the system if the worker has not entered a delay code.  Refer to the Delay Code section of this memorandum for further information regarding this change in procedure.

The due date appearing on the Application Request (FM0G) screen is still the date by which an application must be approved to meet timeframes for allowing the EU to participate timely.  Two mail days are factored in to calculating the due date in case a new EBT card must be sent to the EU, to allow the EU to participate timely.  For EUs who do not complete the interview, the worker must do a worker initiated rejection (WIRJ) the first business day following the 30th day.  To determine the 30th day for worker initiated rejections, refer to the Thirtieth Day Chart .

For non-timely re-applications and initial applications, the following actions are taken:

• If the controlled flow is complete and there is outstanding verification (the EU must have been given at least ten days to provide the verification), FAMIS rejects the application the night of the 30th day following the date of application, using Action code REJC and the Reason code of:
  • CIT – do not meet non-citizenship requirements (failed to provide non-citizen information for all EU members);
  • SSN – did not meet social security number criteria(failed to provide the SSN for all EU members);
  • SDQ – was sanctioned or disqualified (failed to comply with METP);
  • VER – requested verification was not provided; or
  • WKQ – quit a job without good cause (failed to comply with METP).

  If the 30th day is a holiday or weekend, FAMIS rejects the application the night of the first work day following the 30th day.

• If the controlled flow is not complete, FAMIS can take no action.  The worker rejects the application the first business day after the 30th day following the date of application, using Action code WIRJ, and the Reason code of:
  • COO – failed to cooperate;
  • INC – you did not complete the application; or
  • UCI – failed to complete the interview.

  If the 30th day is a holiday or weekend, the worker rejects the application on the second business day following the 30th day.  The EU must have been given at least ten days to provide the requested verification and/or the IM-31 and IM-31M were sent for an interview appointment.

• FAMIS system-rejection:
• the night of the last day of the certification if the last day is a business day, or the night of the first business day following the end of the certification if the last day is a holiday or weekend,
• as long as the controlled flow is complete and/or the EU had at least ten days to provide requested verification.
• Worker initiated rejection:
  • the first business day following the last day of the certification if the last day is a business day, or the second business day following the end of the certification if the last day is a holiday or weekend,
  • as long as the EU had at least ten days to provide the requested verification and/or the IM-31 and IM-31M were sent for an interview appointment.

Delay Code

Delay codes are no longer defaulted to agency delay when an application pends beyond 30 days for non-timely re-applications or initial applications or the last day of the certification for timely re-applications.   The worker must enter a delay code for any application that pends past the due date/30th day.

No delay codes are required when the system or the worker rejects the application following the Rejection Policy guidelines listed above.  

If the EU did not have at least ten days to provide the requested verification, the application pends past the due date/30th day.  The system rejects the application the night after the ten-day timeframe has elapsed, if the controlled flow is complete.  The worker must review the alerts every day to determine if any application is overdue.  If an application is overdue, the worker must enter the appropriate delay code on the Application Request (FM0G) screen.  If the appropriate delay code is not entered, FAMIS defaults the delay code to agency delay in the rejection process or approval process if the EU is approved for benefits during the overnight batch.  This code cannot be updated after the batch process has run.

A delay is considered the fault of the EU if the EU has failed to complete the application process even though the Agency has taken all the action required to assist the EU.  The Agency must take the following actions to assist the EU:

• Provide the EU with an FA-325 stating the required verification and offer to assist the EU in obtaining it;
• Allow the EU at least 10 days from the date of the request to provide the information; and
• For EUs who do not complete an interview at application, the Agency must have sent an IM-31 Appointment Letter to the EU, with a specific date and time for the interview.  If the EU does not keep the appointment, an IM-31M Notice of Missed Interview must be sent, notifying the EU they must reschedule the appointment and by what date.

If the worker does not complete a worker initiated rejection following the Rejection Policy guidelines listed above, and rejects the application later than the timeframe specified, the delay code must be entered on the Application Request (FM0G) screen prior to authorization.  The delay code is enterable.  Staff can prompt for or type the appropriate code.  If the delay/cancel reject is the fault of the EU, enter CLI for client delay.  If the delay/cancel reject is the fault of the agency or is not the fault of the EU, enter AGY for agency delay.  If a delay code is not entered by the worker prior to authorization, an error message appears during the authorization process, causing some steps to be repeated and additional steps to be taken before the actions can be authorized.  Refer to the user guide Cancel Rejecting a Food Stamp Application for instructions.

If it is determined after rejection that the Agency was at fault for the EU not being able to participate in the program, cancel reject the food stamp application and allow the EU the opportunity to provide the requested information.  Enter the agency delay code prior to authorization.

Cancel Reject Policy

Food stamp applications that have been rejected by the system because the EU did not take a required action or rejected by the worker because the EU did not complete an interview may be cancel rejected if the EU takes the required action during a specified amount of time.

• Timely re-applications - may be cancel rejected within 30 days following the end of the certification period;
• Non-timely re-applications – may be cancel rejected within 30 days following the end of the certification period; and
• Initial applications - may be cancel rejected within 60 days following the application date.

• CIT – do not meet non-citizenship requirements (failed to provide non-citizen information for all EU members);
• COO – failed to cooperate;
• INC – you did not complete the application;
• SDQ – was sanctioned or disqualified (failed to comply with METP);
• SSN – did not meet social security number criteria(failed to provide the SSN for all EU members);
• UCI – failed to complete the interview;
• VER – requested verification was not provided; or
• WKQ – quit a job without good cause (failed to comply with METP).

Refer to the Cancel Rejecting a Food Stamp Application user guide for instructions on how to cancel reject applications rejected by the system or the worker.  After the application is cancel rejected, a delay code must be entered on the Application Request (FM0G) screen.  Refer to Entering a Delay Code on a Food Stamp Case for instructions.  It is important to correctly identify the reason for the delay.  If a client delay is entered, the EU will not receive benefits for the first month of application, but will receive a prorated allotment from the date the information was provided.

FS Currency Report Revisions

The FS Currency Report was revised to reflect this change in policy.  Delays are shown in the appropriate delay columns on the report, based on the delay code entered on the Application Request (FM0G) screen.

Food Stamp Manual/User Guide

The Food Stamp Manual sections regarding the certification process and delays in processing are revised to include the new policy, procedures, and to incorporate FAMIS terminology and procedures.  The user guide Cancel Rejecting a Timely Re-certification is renamed Cancel Rejecting a Food Stamp Application and is revised to reflect the changes to policy and procedure.  The user guides Entering a Delay Code on a Food Stamp Case , Worker Initiated Rejection , and Authorizing an Action are also revised to reflect current policy and procedures.

• Review this memorandum with appropriate staff.

• Reject initial or non-timely applications after the 30th day following the date of application.  Refer to the Thirtieth Day Chart   .

• Cancel reject applications when the EU provides outstanding verification or completes an interview in the timeframes allotted for the application type.

• Cancel reject any application when the EU is not afforded the opportunity to participate in the program due to Agency error.  Allow the EU the opportunity to provide the requested information or complete the interview.