MEMORANDUM

DISCUSSION:

Income Maintenance Memorandum IM-35 dated May 14, 2008, introduced that EUs subject to simplified reporting rules have to report a change in address, but that if the EU moves and does not notify the county of the new address, no adverse action is taken.  This memorandum adds policy that mail returned by the U. S. Postal Service indicating “no forwarding address” is unclear, and is not sufficient information to take action on a Food Stamp EU.  Take the following actions when this returned mail is received in the county office:

EU Subject to Simplified Reporting rules

For EUs subject to simplified reporting rules, if mail is returned by the U. S. Postal Service marked “no known forwarding address”, no adverse action is taken.  Record that mail was returned on the Eligibility Unit Member Role (FM3Z) screen in FAMIS, and file the returned mail in the case record.  This is not sufficient information to determine the impact to the Food Stamp EU, and is not acted upon until the next recertification or mid-certification review.

If action is taken to close an Income Maintenance grant for the returned mail, send the Food Stamp EU an IM-31 Request for Contact.  Even though action is taken on the IM grant, there is not sufficient information to determine the impact to the Food Stamp EU.  Request information needed to clarify the EU's current circumstances.  Give the EU at least ten days to provide the requested information.  Record the date the IM-31 RFC was sent on the Eligibility Unit Member Role (FM3Z) screen. 

If no response is made or the EU does not request a hearing regarding the change in its IM grant, and does not provide information to clarify its current circumstances, authorize an AAWC (worker initiated adverse action closing) 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 as the EU failed to clarify their circumstances in regard to a request for contact.

If the EU responds to the IM-31 Request for Contact, enter information reported and take actions based upon the response.

EU Subject to Non-Simplified Reporting rules

For EUs subject to non-simplified change reporting rules, if mail is returned from the U. S. Postal Service marked “no known forwarding address” send the EU an IM-31, Request for Contact.  Request information needed to clarify the EU's current circumstances.  Give the EU at least ten days to provide the requested information.  Record the date the IM-31 RFC was sent on the Eligibility Unit Member Role (FM3Z) screen. 

If the EU responds, update the address, if supplied, and take any actions required based upon the response.  If the EU does not respond, close the case by authorizing a Worker Initiated Closing (WICL) action with the reason code LOC – Unable to Locate.  An adverse action notice is not required.

Food Stamp Manual Sections are being updated with changes to simplified reporting rules.  Staff will be notified when these sections are updated.

NECESSARY ACTION:

• Review this memorandum with appropriate staff.

KSO/NY