Revised July 1, 2024

Purpose:

WAC 388-418-0005 How will I know what changes to report?

• Clarifying Information and Worker Responsibilities

WAC 388-418-0007 When do I have to report changes in my circumstances?

• Clarifying Information and Worker Responsibilities

Clarifying Information - WAC 388-418-0005

1. SSI / SSI-related medical benefits:

• Reporting requirements for SSI-related medical benefits don't apply to a person receiving SSI medical (S01). SSI recipients report changes to the Social Security Administration.
• A recipient of S01 medical and benefits from another program must report changes based on the requirements for the other program.

2. Reporting Requirements for Basic Food Simplified Reporting:
   
   1. Basic Food households must report when their income goes over 130 percent of the income poverty levels based on the number of eligible household members in their assistance unit. A household meets reporting requirements under simplified reporting when the household reports their income is above 130 percent of the income poverty level, but they remain eligible for Basic Food. The household doesn't have to report any other income changes until one of the following occurs:
      • The mid-certification review (MCR);
      • The eligibility review (ER); or
      • The household income is greater than 200 percent of the income poverty limit.
   2. Basic Food households must report when a member has a substantial lottery or gambling win. This information isn't subject to simplified reporting rules. Households must report this change by the 10th of the following month after receiving the winnings.
3. Reporting Requirements for State Supplemental Payment Program (SSP):
   SSP recipients don't have to report changes.
   We decide if someone is eligible for SSP based on information Social Security Administration (SSA) gives us through the State Data Exchange (SDX).
4. Taking action on changes:
   When we receive information about someone's circumstances, we must determine the impact on the person's benefits. This includes determining how the source of information impacts the actions we take on the household's benefits and whether we are required to act on it. Depending on the reporting circumstances, we may have to contact the household, contact other parties, or ask for proof of the household's circumstances under WAC 388-490-0005.
   1. Client Reports:
      
      • Take action based on changes the person reports. This includes when someone volunteers information after we contact them.
      • Get proof of a household's circumstances if they report:
        
        • A decrease in income that increases their benefits;
        • A change in expenses that increases benefits; or
        • For Basic Food, a change in expenses that increases food benefits and the expenses are questionable given their income and other circumstances.
   2. Third-Party Reports:
      
      • Information reported by anyone other than the household is a third-party report.
      • We must verify information reported by a third-party that conflicts with the information reported at application or recertification if the information is a reportable change.

• When information reported by a third-party doesn't conflict with information provided at certification, we must determine if the household is required to report the change based on their benefit program.
  • Hold the information until the next Mid-Certification Review or Eligibility Review, whichever comes first, if it's information the household isn't required to report.

For Basic Food only cases:

If the third-party report shows that we certified or recertified the case using significantly conflicting information, we must verify the report and make the necessary case corrections.  This may involve creating overpayments or making a fraud referral.

Example of information that conflicts with, but doesn't significantly conflict with, information used at cert:

Examples of information changing after cert:

c. Changes Verified Upon Receipt:

• Information reported from the primary source is "verified upon receipt". This information doesn't require secondary verification. Some examples include:
  • SOLQ;
  • UTAB;
  • A current employer; or
  • A landlord.
• Some verified upon receipt sources update ACES automatically and generate alerts for the change. We don't need to take action on these alerts.

d. A Lottery or Gambling Win:

• Information provided by the Washington State Lottery data match is verified upon receipt. Staff must take appropriate action to close the case if the client has winnings equal to or over the elderly or disabled resource limit for Basic Food. See Lottery or Gambling Disqualification for Basic Food.

e. Other Reports:

• Tickles or alerts from sources not verified upon receipt are considered third-party reports. Determine how to treat these tickles or alerts based on how we treat third-party reports.

f. Department of Corrections Reports and Incarceration: We have to act on Department of Corrections match tickles. These matches are from a primary sources, however, because the tickles are based on data we receive once a month, we must verify the tickles data.

Use FORS to determine whether the client is still incarcerated. Remove the incarcerated client from the basic food or cash household with adequate notice if they are incarcerated more than 30 days.

When the department verifies a client is incarcerated over 30 days, we suspend EBT benefits to prevent fraudulent use. Take the following steps when receiving notification that someone is verified to be incarcerated over 30 days:

• Submit a “Suspension of EBT benefits due to Incarceration” request
• Document the actions taken and reason for suspension of the EBT account
• Include canned text in the termination letter informing of the reason for termination and how to reactivate benefits

When a client contacts the department to report they are no longer incarcerated, request reactivation of benefits and document case action. Benefits will be available within 48 hours of notification they are no longer incarcerated. Contact to the department is also considered a request for reinstatement or application.

g. SSA Death Alerts

We must take action on alerts from SSA of a client's death. This information isn't considered verified upon receipt. Use DOH web portal to verify a client's death.

h. Information known to the department:

Information considered known to the department doesn't need verification to affect a household's benefits. The "department" is any agency under the Department of Social and Health Services including:

• Division of Child Support (DCS);
• Aging and Long Term Support Administration (ALTSA);
• Behavioral Health Administration (BHA);
• Developmental Disabilities Administration (DDA); and
• Facilities, Finance & Analytics Administration.

It also includes programs within ESA.

5. ABAWD reporting requirement:

A household must report when a non-exempt ABAWD's hours of employment drop below 20 hours per week. This includes when the non-exempt ABAWD is the head of household for Basic Food. Only ABAWDs in King County are subject to this requirement. 

Worker Responsibilities - WAC 388-418-0005

The DMS E001 tickler uses EBT transaction data to identify EBT cash or food clients who may no longer be living in Washington because they are consistently using their benefits out of state. Out of state EBT transactions are defined as any EBT purchase, ATM withdrawal or manual voucher transaction at a non-Washington site that requires the use of an EBT card as part of the transaction. When this occurs, the residency may be questionable. 

Follow the E001 tickler handling process described in the CSD Procedures Handbook.

Clarifying Information - WAC 388-418-0007

1. When a change happens:

   Non-Income Changes

   The date of a change is normally the date a change happens. Examples of this include the date:

   • Someone gets married;
   • A newborn comes home from the hospital; and
   • Someone moves to a new home.

   Income Changes The date of an income related change is the date someone receives income based on the change. Examples of this include the date:

   • On the first paycheck that reflects a wage increase; and
   • On the person's first paycheck for a new job.

2. Changes a client voluntarily reports:
   • We must act on changes reported by the household even if they didn't have to report it under WAC 388-418-0005. This includes asking for more information or proof of a change when we can't tell the impact on their benefits.
   • For Basic Food, under simplified reporting rules, clients do not have to report when they move until recertification or until the mid-certification review, whichever comes first. If they voluntarily report a move between mandatory reports or for another program, they must provide their new shelter costs. The new shelter costs do not need to be verified unless questionable. See "Worker Responsibilities" (4.) and (5.) below.
   EXAMPLE Larry receives Basic Food only. He calls and reports his monthly rent expense went from $300 to $500 monthly. The worker requests verification of this change as "questionable" because the total shelter costs ($500 plus utilities) are so close to Larry's monthly income. The worker updates the shelter costs after they receive proof of the expense.
   EXAMPLE Ian receives TANF and Basic Food. He leaves a message with his worker reporting that he started a job and would like to close his TANF benefits today. Ian's worker closes TANF benefits based on the request. Since Ian reported he is now employed, his worker must follow up to see how this impacts his Basic Food benefits.
3. Unverified changes that increase benefits:

   We ask for proof of a change if it increases a household's benefits. We only ask for proof of an increase in expenses if the expenses are questionable. We increase the AU's benefits based on the effective date rules under WAC 388-418-0020.

   • We don't update a household's case to increase benefits if they fail to give us requested verification of a reduction in income or an increase in expenses.

   • We don't close the case based on the household's failure to give proof of a change that would increase their benefits.

4. Changes someone reports on an application or eligibility review:

   People may report a change in their circumstances on an eligibility review form or an application for benefits. If you receive an application or eligibility review form:

   1. Before the ER notice is mailed to the client in the second to last month of their certification period, treat this form as a change of circumstances.
   2. On or after the ER notice is mailed to the client in the second to last month of their certification period, treat this form as a request for review or recertification. See ELIGIBILITY REVIEWS AND RECERTIFICATIONS for procedures.
   3. In the month before the mid-certification review is due, use the information on the application / review form to complete the MCR for any related programs.
   4. For medical, you may use an application or review at any time to update the medical certification period.
   5. For handling additional applications received before initial application is processed see "Clarifying Information" #4 under WAC 388-406-0010 .
      
      EXAMPLE Susan's Basic Food certification period ends on July 31st. She turns in an Eligibility Review form for Basic Food only on May 31st. Because Susan turned in the ER before the 15th of the month before the month her certification period ends, we treat the form as a change of circumstance report.
5. Temporary absence of an AU member: If an AU member is temporarily out of the home:
   • For cash and medical assistance, follow the rules in WAC 388-454-0015 to determine if the person is still eligible for benefits.

   • For Basic Food, follow the rules in WAC 388-408-0035 to determine if the person is still eligible for benefits.

6. AU member moves out of Washington:

   Washington state residency is a requirement for most programs. If an AU member or the entire AU leaves the state, follow the rules in WAC 388-468-0005 to determine if they are still eligible for benefits.

WORKER RESPONSIBILITIES - WAC 388-418-0007

1. During the application, recertification or eligibility interview:
   
   1. Tell clients what changes they must report and how much time they have to report the changes; and
   2. Explain how to report changes either in writing, online, by phone, or in person. (See RIGHTS AND RESPONSIBILITIES).
2. ​When people report a change or when you learn of a change:
   
   1. Ask for more information or proof if needed. See LETTERS for the rules and the process on asking someone to take an action or give us information.
   2. Take action on the information using the effective date rules in WAC 388-418-0020.
   3. If we averaged their income under WAC 388-450-0215, recalculate this source of income if you expect this change to last at least a month beyond when you learn of the change.
   4. Document:
      
      1. The details of the change;
      2. The date we learned about the change or the date the change was reported;
      3. The impact on benefits; and
      4. The effective date for any change in benefits.
   5. Send written notice about the change based on requirements in LETTERS even if the benefits do not change.
3. For Basic Food, if the household doesn't report a change in medical expenses, but you learn about a change:
   
   1. Do not contact the AU about the change;
   2. Act on the change only if you can get proof of the change from someone other than the AU; and
   3. Set an alert to get proof of the change at the next recertification. Update the Expense Page in ACES once you get proof of the medical expenses.
   4. Document in the ACES narrative whether or not we should use the medical expense at the next recertification.

4. For Basic Food, when the client voluntarily reports a move in person or on the phone:
   
   1. Ask for the new out-of-pocket share of shelter costs associated with the new residence.
   2. Don't require verification of the new shelter expenses unless questionable.
   3. Make it clear that they don't need to wait for the first regular rental or utility payment to tell us the amount(s).
   4. Update and document the new shelter costs in ACES.
   5. Send notice to the client if there is a change in the benefit amount. Give advance notice if there is a decrease.
5. If the client reports a move in writing or we receive returned mail with a new forwarding address on the envelope:
   
   1. Attempt to contact the household by phone. If successful, follow instructions in (4.) above.
   2. If unable to contact by phone and it's the month of an ER or MCR, don't send the household a general correspondence letter.
      
      1. Update the address;
      2. Re-send the return form(s) to the new address; and
      3. Wait to update shelter information until the ER or MCR.
   3. If unable to contact by phone and not in the month of an ER or MCR, send the household a general correspondence letter asking for the new shelter costs associated with the move.
      
      1. Make it clear in the letter they don't need to wait for the first regular rental or utility payment to tell us the amount(s); and
      2. Don't require verification of the new shelter expenses unless questionable.
   4. If the household responds to the letter:
      
      1. Update and document the new shelter costs in ACES; and
      2. Send notice to the household if there is a change in the benefit amount. Give advance notice if there is a decrease in benefits.
   5. If the household doesn't respond to the letter take no action. Verify new shelter expenses at the next review or MCR, whichever comes first.

Mid-Certification Reviews

For information on mid-certification reviews, please see the Mid-Certification Reviews section.

Top of Page

Revised December

WAC 388-418-0020 How does the department determine the date a change affects my cash and Basic Food benefits?

• Clarifying Information and Worker Responsibilities

Clarifying Information - WAC 388-418-0020

1. Advance notice:

•  LETTERS to determine advance notice time limits.

2. Overpayments due to not reporting or reporting late

See BENEFIT ERRORS and BENEFIT ERRORS – BASIC FOOD OVERPAYMENTS for information on how to set up an overpayment when someone did not report a change timely or when we did not make the change timely.

If someone does not report a change in circumstances required under WAC 388-418-0005, we determine if a client has an overpayment for each program based on that program’s reporting requirements.

·  For Basic Food, the household must report changes as required under WAC 388-418-0005(2).

·  If a Basic Food assistance unit would not have to report the change based on the AU's circumstances, we do not set up an overpayment even if the household had to report a change for another department program.

3. Mass changes

Mass changes are changes to eligibility rules.

Examples of mass changes include:

Worker Responsibilities - WAC 388-418-0020

1. Temporary changes in income:

When a client reports a change in income that we do not expect to last at least a month beyond the month they reported the change, do not change their benefits. This includes having income over the gross income limit for Basic Food. Instead, take the following steps:

1. Document the reported change, that the change is not expected to last at least a month beyond the date the client reported the change; and
2. Leave the person's benefits unchanged.

3. If the client is an ABAWD, we must determine if participation is met for each month (see Worker Responsibilities WAC 388-444-0030- Verifying Participation).

   1. If the client is now meeting participation when they were not before, document. Advise client of continued participation requirements.
   2. If the client is temporarily unable to meet participation, see Good Cause

2. Changes that cause an increase in benefits:

• We require proof of a decrease in income before we update benefits based on the reported change, if the change will increase the household's benefits. We decide when to change benefits based on whether or not they provide the proof we asked for within ten days.  If they take more than ten days to provide this proof, we increase benefits starting the month after the month we received the proof even if they request more time to give us the proof.

• If a change is reported through the online system on a weekend or holiday, the change is considered reported to the department on the first business day following the date the client entered the change online.  We increase the benefits starting the following month.  So if the client enters a change into their Client Benefit Account (CBA) on Saturday, March 30, the change would not take effect until May benefits.  We consider the change received Monday, April 1.
   
• We require proof of expenses that will increase Basic Food benefits only if the expense is questionable.
   
• If a person leaves a community residential facility or a medical institution after the first of the month and they have been receiving CPI monies per WAC 388-478-0006, the effective date for the change in benefits is the day they leave the facility. ACES calculates the benefit amounts as follows:  

1. Divide the new grant amount payment standard by the number of days in the month.
2. Multiply this amount by the number of days left in the month counting the date of discharge.
3. Divide the CPI grant by the number of days in the month. 
4. Multiply this amount and the remainder is multiplied by the number of days the person was in the facility.
5. Add the amounts from #2 and #4 together.
6. Subtract the CPI grant from the total #5. The two sums are added together and the CPI amount is subtracted from the total.

EXAMPLE: Billie is in an ARC (Adult Residential Care) facility and is receiving a CPI of $38.84 as an TANF recipient. Billie is released from the facility on April 10th and is eligible for a supplemental payment calculated as follows:

1. $450 (benefit amount) divided by 30 (number of days in the month) = $15
2. $15 x 21 (number of days left in the month, counting date of discharge) = $315
3. $38.84 (CPI) divided by 30 (number of days in the month) = $1.29
4. $1.29 x 9 (number of days the person was in the facility for the given month) = $11.61
5. $315 + $11.61 = $326.61 which rounds up to $327
6. $327 – 38.84 = $288.16 (ACES issues the exact amount for the BEG)

EXAMPLE: Charlie is an ABD recipient, who has been in an Adult Residential Treatment facility (ARTF) and receiving CPI $38.84. Charlie graduates and moved into clean and sober housing unit on October 13th and eligible for a supplemental payment calculated as follows:

1. $450 divided by 31 = $14.52
2. $14.52 x 19 days left in the month = $275.88
3. $38.84 divided by 31 = $1.25
4. $1.25 x 12 days in facility = $15.03
5. $275.88 + 15.03 = $290.91 rounded up to $291
6. 291 - 38.84 = $252.16 (ACES issues the exact amount for the BEG)

3. Changes that reduce benefits:

When people report a change that will reduce their benefits, make the change to reduce their benefits (with advance notice). Do not require proof of the change. We will verify this information at the next eligibility review / recertification.

If the client is an ABAWD, consider how a change in their hours or income could impact their work registration status. If verification of participation is required, request it.

4. When someone reports multiple changes at one time:

When clients report multiple income-related changes at the same time, review each change separately to decide how the change impacts their eligibility and benefits.

5.  For Basic Food: When a newborn's date of birth is between the application date and interview date:

The newborn is eligible for benefits in the month of application effective the date of birth.  However, ACES does not correctly prorate benefits in the month of application when the newborn's application date is different than the rest of the household members.  When finalizing the case, you will need to exclude the baby in the first month and manually create a supplement for the newborn's portion.  The supplement amount is the difference between what the household is eligible to receive with and without the newborn, prorated from the date of birth.

To determine the supplement amount, take the following steps:

1.  Determine how much the household is eligible to receive if the newborn was in the household at the time of application.
   
   •  Screen the newborn onto the Basic Food AU.  Use the date of birth as the application date.
   •  Go through "Start Interview" and "Process Application Months" as usual.
   •  Go into "Finalize" and start the finalize process.  Even though you screen the newborn in as of the date of birth, ACES 3G will open everyone (including the newborn) from the original application date.
   •  Make note of the benefit amount on the Food Eligibility Details screen for the month of application and back out (don't finalize!).   
2. Determine how much the household is eligible to receive without the newborn in the month of application.
   
   •  Go into "Process Application Months" in the month of application only and code the newborn as a non-member on the Basic Food AU ID screen.
   •  Go into "Finalize" and finalize the case.
   •  The amount for the month of application should exclude the newborn.  The amount for the on-going months should include the newborn.
3.  Take the difference between the amounts in Step 1 and Step 2 and divide by the number of days from the application date through the 30th.
   
   •  We always assume a 30-day month.
   •  Count the application date as day "one".
4.  Multiply the result from Step 3 by the number of days from the newborn's date of birth through the 30th, and round down.  This is your BEG amount.
   
   •  We always assume a 30-day month.
   •  Count the newborn's date of birth as day "one".

EXAMPLE: A husband and wife apply for Basic Food on 07/10/10.  The wife gives birth on 07/20/10 and reported this information during their interview on 07/25/10.  The worker screens the newborn onto the AU.  After going through Steps 1 and 2, the worker determines that in the month of application, the household is eligible for $250 as a household of three (including the newborn) and  $180 as a household of two (excluding the newborn).  The worker finalizes the case and approves benefits as a household of two for the month of application, and a household of three for the rest of the certification period.

To figure out the BEG amount, the worker follows Step 3 and 4:

• $250 - $180 = $70
• $70 ÷ 21 days (from 07/10 through 07/30) = $3.33 per day
• $3.33 x 11 days (from 07/20 through 07/30) = $36.63
• The worker creates a BEG for $36.

NOTE: For information on how to create a BEG, see Benefit Error Group (BEG) in the ACES User Manual.

6.  For Basic Food: When someone (other than a newborn) moves into the household between the application date and interview date:

If someone moves into the household between the application date and interview date, that person is eligible for benefits effective the application date, along with the rest of the household members.

7.  Requests to add a person to an open case: 

1. For Cash Assistance: When cash assistance benefits increase because a person is added to an assistance unit, use the effective date rules for applications in WAC 388-406-0055. See below to decide if you need an application or Eligibility Review (ER) form to add the new person to the current benefits:

1. For Food Assistance: For Food Assistance: In a case of an ineligible ABAWD client regaining eligibility in an active AU:

See How do I lift an Able-Bodied Adult Without Dependents (ABAWD) disqualification for a client on an active Basic Food AU?.

The client is eligible to receive a supplemental payment for the time they are eligible in application (requalifying) month.  To process the supplement:

1. Determine how much the household is eligible to receive if the wife was an eligible household member.
2. Determine how much the household is eligible to receive without the wife. 
3. The worker determines that in the month of application (requalification), the household is eligible for $355 as a household of two (including the wife) and $194 as a household of one (excluding the wife).  The worker finalizes the case and approves benefits as a household of one for the month of application (requalification), and a household of two for the rest of the certification period.
4. Take the difference between the amounts in Step 1 and Step 2 and divide by the number of days from the requalification date through the 30th.
   • We always assume a 30-day month.
   • Count the requalification date as day "one".
5.  Multiply the result from Step 3 by the number of days from the requalification date through the 30th, and round down.  This is your supplement amount.
   • We always assume a 30-day month.
   • Count the requalification date as day "one".

6. To figure out the supplement amount, the worker follows steps 4 and 5.  

$355 - $194 = $161

$161 ÷ 30 days (from 04/01 through 04/30) = $5.3667 per day

$5.37 x 11 days (from 04/20 through 04/30) = $59.03

The worker creates a BEG for $59.

8. Changes that cause a cash program change:

When clients report changes that makes them ineligible for the active cash program but eligible for another cash program, verify the change and process the cash program change without a new application or ER form unless it is required for other reasons.  See CSD Procedure Handbook – Change of Circumstances Processing (For staff only) for procedures. 

9.  Return Mail:
If you receive returned mail for someone and there is a new or forwarding address, take the following steps:

a. If the client's new address is in the State of Washington; refer to Worker Responsibility #5 for WAC 388-418-0007 in the Reporting Requirements section of the EAZ Manual.

b. If the client's new address is out of state, terminate benefits without advance notice as described in WAC 388-458-0030 (3)(b).

Note: When mail is returned by the post office, and there is no new or forwarding address, HIU will dispose of the envelope.

c. No other action is necessary until the household makes contact at the next eligibility,  or mid-certification review.

ACES Procedures