Effective immediately, use the IM-112 to notify households when to reapply for food stamp benefits.  Current policy is to send the IM-32A when a food stamp application has been approved and there is insufficient time for the household to be notified by the automated NOE process.  Many households certified for three months are not included in the current automated NOE process.  Food Stamp and Data Processing staff are developing a process for sending the automated NOE to all households.  Until programming for the process is complete, use the NOE on the IM-112, as appropriate.

THE IM-112 NOTICE OF EXPIRATION SECTION

The Notice of Expiration section of the IM-112 contains two statements.  The first statement notifies the household to reapply by the date entered to receive uninterrupted food stamp benefits.  Complete this statement for households which are not on two regular payrolls and will not receive an automated NOE.

The second statement informs the household an expiration notice will be received the month before the certification period ends.  Complete this statement for households which will be on two regular payrolls and will receive an automated NOE.

Complete the NOE section of the IM-112 form by choosing one of the statements described above.  Evaluate each household's situation to determine which box to check in the NOE section.  The statement selected is determined by the date the case is completed.

EXAMPLE - CASE NOT ON TWO REGULAR PAYROLLS

Ms. C. applies for food stamp benefits in late January.  The application is processed in February and the household is certified January-March.  The household is on the regular payroll for March.  Complete the first statement in the NOE section to notify the household that reapplication must be made by March 15th to receive uninterrupted benefits.

EXAMPLE - CASE ON TWO REGULAR PAYROLLS

The county office receives Ms. D's completed FS-1 on April 3rd.  The case is processed on April 10th and is certified for May-July.  Complete the second statement in the NOE section to notify Ms. D. she will receive a notice of expiration in the mail the month before her benefits end.

CASES PROCESSED IN THE LAST MONTH OF THE CERTIFICATION PERIOD

In some instances, households are approved in the last month of the certification period.  In these situations, the NOE reapplication deadline must allow a minimum of 15 days.  Complete the NOE portion of the IM-112 adding 17 days to the date the approval letter is sent to the household.  This deadline allows two days mailing time and 15 days to reapply timely.

Example:  Mr. E. applies for food stamp benefits in December.  The caseworker completes the case on January 3rd certifying the household December-January.  The approval letter is completed and mailed on January 3rd.  The first statement of the NOE is completed notifying the household to reapply between January 4th and January 20th to receive uninterrupted benefits.

HOUSEHOLDS WHO APPLY TOO EARLY

Policy regarding early reapplications is not changed.  Continue to reject applications made earlier than 60 days prior to the end of the certification period.

WHEN TO USE THE IM-32A FORM

Federal Food Stamp Regulations require the NOE is sent no earlier than 60 days prior to the end of the certification period.  In some situations, it may be too early to send the NOE with the approval letter and the case will not appear on the regular payroll for two months.  In these instances, an IM-32A must be mailed separately to the household.  An example is the same day approval for an expedited eligible household.

Example:  An applicant applies for food stamp benefits on 3-29-99 and is eligible for expedited benefits.  The applicant is approved for benefits on 3-29-99 and given a three-month certification.  March benefits are expedited, April benefits are on supplemental payroll and May benefits are on regular payroll.  In this situation, the IM-32A form is sent by the county office.  Do not use the NOE on the IM-112 because the NOE cannot be sent  earlier than the month prior to the last month of the certification period.

Use the IM-32A to shorten a certification period because a household does not provide information requested due to a reported change.  Follow policy in IMNL at 1140.005.30 for these situations.

Example:  Ms. G's certification period ends in August.  On May 8th, she reports she went to work but gives no other information.  Send an IM-31A requesting specific information.  On May 19th, the caseworker has not heard from Ms G.  Send an IM-32A to notify the household the certification period will expire at the end of June.  The household must reapply to continue receiving food stamp benefits.

SENDING THE FS-1

Send the household an FS-1 along with the IM-112 form when completing the first statement in the NOE section on the IM-112.  Send the FS-1 when the IM-32A is generated by the county office.

OTHER CHANGES TO THE IM-112

Wording on the back of the IM-112 form is changed to notify households they may be required to complete an interview either by telephone or face-to-face.  This change results from the recent waiver of the face-to-face interview.

The revised IM-112 form instructions are attached.

• Discuss this memorandum with all appropriate staff.

 
• Review the attached IM-112 form and instructions with all appropriate staff.

 
• Complete the NOE portion of the IM-112 form, when appropriate, to provide the date by which the household must make a timely reapplication.

 
• Continue using the IM-32A, Notice of Expiration, when shortening the household's certification period.

 
• File the revised IM-112 form and instructions in the IM Forms Manual.