9122 Food Assistance Households Subject to Simplified Reporting - All food assistance households are subject to Simplified Reporting.
9122.1 Reporting
Requirements - Between the date of certification and the completion
of the interim report form or the 12 Month Report Form (or at the time
of the next review whichever is first), simplified reporting households
are only required to report the following changes:
Changes in the amount of gross monthly income (earned and unearned) that results in the household's gross monthly income exceeding 130% of the monthly poverty income guidelines for their household size. (130% of monthly poverty is the Food Assistance Program's gross income limit.)
Households containing ABAWDs meeting the ABAWD 20 hour per week work requirement of 2520 (1), must report any changes in work hours that brings the ABAWD individual below 20 hours per week, averaged monthly.
NOTE: Earned and unearned income includes lump sums that are otherwise exempt as income.
Example: Household starts drawing UC. In the month the UC started, the household also received a lump sum UC check. The weekly UC alone is not over the 130% reporting threshold but the weekly UC and the lump sum UC added together is over the 130% reporting threshold and thus are required to be reported.
These changes must be reported within the first 10 calendar days of the month following the month in which the change occurred.
From the time of certification until the time of the interim report form or 12 Month Report Form (as applicable), or end of the review period for elderly and disabled households with no earned income, households are NOT required to report any other changes in household circumstances except that listed above, and failure to report other changes does not result in an under or overpayment of food assistance benefits, unless the agency fails to take required action on the change per 9122.7 or 9122.8.
Note: Some categorically eligible households are eligible for a benefit even when the household's income exceeds the 130% threshold for the household size. In these instances, the household is not required to report any changes until the time of the next review or IR (if applicable) whichever comes first. A special form, V064, has been developed to notify these households that they do not have any reporting requirements until the time of their next review or IR (if applicable).
9122.2 Review Periods for Simplified Reporting Households - Simplified reporting households shall be certified as follows:
9122.3 Eligibility and Benefit Amounts - Eligibility and benefit amount for simplified reporting households are determined prospectively using the provisions of 7110.
9122.4 Households That Cannot be Required to Submit an Interim Report - Households in which all adults are elderly or disabled and with no earned income cannot be required to submit an interim report form. These households essentially have 12 month simplified reporting.
All other households have 6 month simplified reporting as they are required to complete an interim report form . This includes households in which all adults are elderly or disabled with earned income. NOTE: For purposes of this provision, earned income does not include earned income that is otherwise exempt, such as Senior Companion (6410(55)), or Foster Grandparents (6410(24)) income.
NOTE: For purposes of persons applying for PMDT determination, for Food Assistance these persons are NOT considered disabled when they initially apply for benefits. Therefore, these households must complete an interim report form (unless 60 or over). If the person is approved for Tier 1 status, they are then considered disabled and should no longer be required to complete an interim report form. If they are approved for Tier 2 status, then they are not considered disabled for food assistance purposes and would be required to complete the interim report form.
9122.5 Determining the 130% Income Reporting Threshold - All households certified as a simplified reporter must be sent a notice informing them of their reporting requirements. This notice must include the 130% income reporting threshold for the household's size. When determining the gross income limit to include in the notice, staff shall use the gross income limit that corresponds to the number of persons in the household including persons who are excluded or disqualified household members. This number shall be determined at the time the application or review is processed, based on the most current information.
Example: Household A applies on January 15th. The application is approved on February 5th. A child left the home at the end of January. Household size is 5 for January, and 4 for February and ongoing. The 130% reporting limit for this household is the amount for a household of 4.
Once this limit is determined for the household, it shall remain the same until the time the interim report is processed, even if persons enter or leave the household.
See Appendix, Item F-11 for the 130% Income Reporting Threshold Chart.
9122.6 Interim Report - Simplified reporting households are required to submit an interim report form, except the following:
The IR due date is based on the review due date. The system automatically sets the IR due date based on the review due date when the household is determined to be a simplified reporting household. Eligibility and benefits for the second six month period (or remainder of the review period if less than 6 months are left) are based on information provided on the interim report form.
NOTE: Households with self-employment income shall not be rebudgeted at the time of processing the IR unless the individual has experienced a substantial increase or decrease in self-employment earnings. See 7122 (2) and (3).
The interim report will gather
information about changes in the household's earned and unearned income,
deductions (except medical expenses), household composition, resources,
residence and other circumstances.
An interim report is considered complete if:
It is signed by the head of the
household, an authorized representative, or a responsible member of
the household;
All yes/no questions are answered,
if applicable (see NOTE below);
All other information is completed
as appropriate; and
It is accompanied by verification of earned income, if a change in income has been reported (2b is answered yes). New employment (question 2a and/or 3) is considered a change in income if the client answers “yes” to either of these questions.
NOTE: The following questions on the IR could be unanswered if not applicable to the household: 2a, 2b, 5, 8, 9, 10, 11, and 12.
The interim report is mailed 5 working days from the end of the month. The household must complete the form and return it within 10 days from the date of the notice.
For example, a simplified reporting household is approved in May 2017 and certified for 12 months. The interim report is sent the 5th work day before the end of September (9/25/17) and is due within 10 days from the date of the notice (10/5/17). Information on the form is used to determined food assistance benefits for November 2017 through April 2018.
If a household fails to file a complete IR within 10 days of it being mailed, the agency shall provide the household with a IR reminder notice advising the household that it has 10 days from the date of the notice to file a complete IR. If an eligible household files a complete periodic report during this 10-day period, the agency shall provide it with an opportunity to participate no later than 10 days after its normal issuance date. If the household does not respond to the reminder notice, the case will close and the closure notice will be sent.
NOTE: An application can be accepted in lieu of an IR if it is received in the month the IR is due, or the following month. If an application in lieu of an IR is used to reinstate benefits, an interview is not required, and all verification rules applicable to IR processing instead of application processing apply. Benefits are also not prorated.
Processing Information
Reported on the Interim Report - The agency must act on information
reported by the household on the interim report. Adequate notice,
as defined in 1432, is required for
a change in benefits which results from information reported on the
interim report, even if additional information or verification is
requested in order to process the change.
Review Interim Report
- Upon receipt of an interim report, the worker shall review
the report; determine if any changes have been reported and if
any additional information is needed; contact the household as
needed to obtain further information or verification (giving the
household at least 10 days to provide information); and determine
eligibility and benefits for the remainder of the review period.
Verification Required
- The following information must be verified at the time of
processing an interim report:
Earned income changes reported in items 2a or 2b or new employment reported in question 3. A new source of income (question 2a) is considered a change. If the household reports no changes in earned income, but the agency believes this to be questionable, verification of the most recent 30 days of earnings can be required. The reason verification is required must be documented in the case file.
Changes reported on the interim report that
would result in an increase in benefits. These changes must
be verified prior to the issuance of additional benefits according
to the verification rules followed at the time of initial
approval. Shelter expense changes shall not be verified unless
questionable. Changes in gross unearned income of $100 or less since the last time it was verified need not be reverified
unless questionable.
Changes reported that would result in a decrease
in benefits shall be verified, if required, at the time of
the next review.
Also see item d below regarding the checking of KDOL at IR.
NOTE: The form must be signed and dated to be considered complete.
NOTE: The Interim
Report effective 10/1/11 no longer requests information regarding
the amount of dependent care being paid. Because this question
is not asked, no changes in the amount of dependent care being
allowed shall be made unless the household reports a change in
Question 13, or there is a change in the Family Share.
Notification -
The household must be provided adequate notice of the food assistance
benefit amount when the IR has been processed. The notice includes
the 130% reporting threshold and reminds households of their reporting
requirements.
Action on Other Programs
- Changes reported on the interim report for food assistance purposes
shall also be acted upon, as appropriate, for cash and child care
benefits. Timely and adequate notice is required for any reduction
or termination of benefits for these programs.
Termination of Benefits
- Failure to return a complete interim report in the month in
which it is due, results in ineligibility for food assistance benefits
only. If the interim report is submitted the month after it was due,
benefits are to be reinstated if otherwise eligible. In such instances,
a new application would not be required for reinstatement purposes
and benefits would not be prorated.
The agency shall close the food assistance program if the completed
interim report is not received or if the household is no longer eligible
for benefits. An adequate notice of action is required when the household
is no longer eligible.
Reinstatement of Assistance
- If an eligible household files a complete interim report after
the case has been closed, but before the end of the report month (month
in which the report is due), the agency shall reopen the case without
requiring the household to file an application and shall approve benefits
no later than 10 days after the household normally receives benefits.
If a household files a complete interim report after the end of the
report month but before the end of the month following the month in
which it was due, the agency shall reinstate assistance and, if otherwise
eligible, approve benefits within 30 days from the date the interim
report is received. Benefits for the month shall not be prorated and
the household shall not be required to file a new application.
See the NOTE at the beginning of this section regarding accepting an
application in lieu of an IR.
When reinstating assistance, changes reported on the interim report
form (or application in lieu of an IR) shall be acted upon for the
benefit month being reinstated. For example, a case is closed 8/31
for no IR. The IR is returned 9/9 and the household reports that a
member has left the home. This change shall be acted upon when determining
benefits for the month of September.
A notice of reinstatement must be sent to the household. If a household which has been closed for failure to file a complete interim report does not return the required form by the end of the month following closure, the household shall be required to reapply. A new application is also required if the household fails to provide verification timely and the 10th day to provide verification falls in the second month following case closure. Example: Case closes 5/31 for no IR. IR is returned 6/25. Verification due 7/5 and not returned.
9122.7 Processing Changes Not Required to be Reported or Reported for Cash or Child Care - Appropriate action shall be taken on all changes that are reported by the household, or learned of by agency staff outside of the interim reporting process. Timely and adequate notice is required. Changes are processed following the rules found at 9121.1.
9122.8 Processing Reported Changes That Are Required to be Reported
130%
Income Reporting Threshold - When a simplified reporting
household reports an increase in income which is over the 130% income
reporting threshold, staff must determine if the household's gross
monthly income exceeds 130% of poverty for the household size at the
time the change is being processed. If the household is at or over
the 130% original reporting threshold, but remains eligible, no further
reporting requirements regarding income are required until the next
IR or review is due. Changes resulting in ineligibility shall affect
eligibility the first month possible considering timely notice requirements.
Since the gross income test (130% of poverty) does not apply to categorically
eligible and/or special households, special provisions apply. (A special
household is one containing at least one member who is elderly or
disabled.) Proceed as follows:
Special
Household - If the special household's income exceeds the
net income standard, take action to close the food assistance
case. (See 7420.)
Categorically Eligible Household
- If the Food Assistance Benefit tables (Appendix,
Item F-3) indicate a benefit even though the net income is above
the net income limit, categorically eligible households are to
be given that benefit amount.
Reduction in the Number
of Hours Worked by an ABAWD - If the simplified reporting
household contains an ABAWD meeting the work requirement of 2520
(1), the household is required to report if the household member's
work hours fall below an average of 20 hours a week, averaged
monthly. If this change is reported by the household, process
the change as follows: