Applications for Assistance

Purpose:

This chapter includes rules and procedures for processing applications for cash, medical and food assistance. It includes the following sections and rules:

Filing an Application

Created on: 
Oct 02 2014

Revised March 20, 2018

Purpose:

This section includes rules and procedures on who can apply for benefits, how to apply for benefits and the minimum amount of information that must be provided to start the application process.

WAC 388-406-0005  Can I apply for cash or Basic Food?

WAC 388-406-0010  How do I apply for cash assistance or Basic Food benefits?

WAC 388-406-0012  What is the date of my application and how does it affect my benefits?


Clarifying Information - WAC 388-406-0005

1.  Applications by others:

For cash, medical assistance, and Basic Food, third parties (i.e., persons not applying for themselves or their legal dependents) may apply for other persons. To apply on someone's behalf, third parties must:

a.  Be familiar enough with the client's circumstances to complete the application accurately; and

b.  If we ask, tell us why they are applying on behalf of the applicant to help us identify if the applicant should get Equal Access (EA) services under chapter 388-472 WAC. Examples of when someone might apply for another person include when the applicant is:

  1. Mentally incompetent;
  2. Physically or mentally ill or otherwise incapacitated;
  3. A minor child;
  4. Deceased;
  5. Subjected to domestic violence;
  6. For Basic Food, living in a qualified DDD group home or qualified Drug & Alcohol treatment facility; or
  7. For ABD cash and medical programs, temporarily residing outside the state.
    NOTE: While many others can apply for benefits on behalf of clients, HIPAA restrictions prevent us from discussing the client's individual health information with the person making the application unless the representative has power of attorney for the client or the client has signed a DSHS 14-012(x), Consent form.

3.  Authorized representative:

An authorized representative can be any adult who is not a member of the AU and has sufficient knowledge of the client's circumstances to act on the client's behalf. In general, the client chooses who will be their authorized representative. For more information, see PAYEES ON BENEFIT ISSUANCES – Authorized Representatives.

4.  Applications while in a public institution:

Prior to release from a public institution, people may apply for public assistance. The CSO needs to accept these applications.

  1. Expedited medical assistance for people with mental disorders before release from public institutions.

    The enactment of House Bill 1290 in 2005 requires the department to perform expedited eligibility determinations and provide timely access to medical assistance by persons with mental disorders being released from confinement. The goal is to provide eligible people with a medical assistance identification card on the date they are released, whenever possible.

    • Work flow procedures will be developed as part of local agreements between the CSO and the institutions.
    • Direct questions to the State 1290 Coordinator.
    • Track 1290 and 1088 applications in aces.online. See ACES manual chapter Confinement and Release for detailed instructions.
  2. Dangerous Mentally Ill Offenders (DMIOs)

    The department (DSHS) has a state law-required agreement with the Department of Corrections (DOC) to accept Medicaid applications (in practice these are requests for DLX benefits), from an inmate who is classified as a dangerous mentally ill offender (DMIO). The CSO that serves the catchment area in which the correctional facility releasing the DMIO is located or an alternate CSO as designated by the Region Office must accept applications from inmates of that facility.

  3. Chemical Dependency Treatment

    People may apply for a determination of financial eligibility to allow the institution to arrange for chemical dependency assessment and treatment placement. Accept applications from a person whose situation is not described above, determine eligibility if possible or notify the person of necessary verification and schedule for follow-up after release.

  4. Program Options for Inmates

    The Department of Corrections (DOC) and county and city jails have a variety of programs that may be used in placing offenders outside public institutions. The Program Options for Inmates Matrix is intended to clarify how placement in a correctional options program affects a person's eligibility for public assistance benefits. A person who has been suspended from SSI for 12 months or less solely due to incarceration in a public institution is eligible to receive SSI medical (S01) on the date of his/her release from the institution.

    In compliance with House Bill 1290 (2005), the CSO will open an S01 medical AU from an application for a person meeting the criteria in section 4a (above). A Medical ID card is sent to the facility so that the applicant can leave the institution with the ID card in hand.

Worker Responsibilities -  WAC 388-406-0005

FOR NON-COMPLIANCE SANCTION (NCS) APPLICATIONS:

See WORKER RESPONSIBILITIES Non-Compliance Sanctions (NCS) Re-Applicants in WAC 388-310-1600


Clarifying Information - WAC 388-406-0010

The following topics related to the above WAC are discussed below:

NOTE: For the purposes of the following section, the term "local office" refers to CSO, Social Security Administration, and HCS offices.
NOTE: We cannot require or ask that a TANF applicant participate in a WorkFirst activity before we give them an application form.

Application Forms

  1. Opportunity to apply:

    Local offices must make application forms readily available and provide a form to anyone requesting one. Applying for benefits is separate from any other program requirements. We cannot refuse to give an application form to a client because they are not meeting other program requirements or for any other reason.

  2. Application filing:

    A client has filed an application when we receive a request for benefits. This means the client can get benefits from this date if all other eligibility requirements are met AND they complete an Application, Eligibility Review, or IID form. We can't require clients to use a specific form to request benefits. Examples of typical requests for benefits include:

    1. The ACES Request for Benefits (RFB);
    2. ACES 3G Interactive Interview Declaration (IID);
    3. The name, address, and signature on the DSHS 14-001(X) Application for Benefits form;
    4. The name, address, and signature on the DSHS 14-078(X) Eligibility Review form; or
    5. Part 1 of the online application.
    6. Another form of written request that includes a name, address, and signature.
    EXAMPLE  Bob sends a letter requesting Basic Food benefits and we receive it on October 1st. We send Bob an interview letter and he calls for an interview on October 7th. We pend his Basic Food for a completed IID which he returns on October 15th. Bob meets all eligibility requirements. His Basic Food starts October 1st.
    NOTE  We can't require the use of a specific form to request benefits. But we do require that clients complete an Application for Benefits, Eligibility Review, or IID form to complete their application. These forms contain information we must provide to our clients according to federal and state law.
  3. Adding a request for assistance to a pending application or eligibility review for another program:
    1. Clients can add a request for any benefits to a pending application or an unprocessed eligibility review without submitting a new 14-001 or 14-078.
    2. A client may make the request in writing by checking the appropriate boxes on the 14-001 or 14-078 form and, dating and initialing the form. For cash and food, the request can also be made verbally.
    3. Use the date the client added the new request as the date of application for the new program. See WAC 388-406-0012.
    4. If the application or eligibility review for the other program has already been processed, the client must submit a new application.
      EXAMPLE Jenny has a pending application for Basic Food. At her intake interview she requests TANF. Add the TANF application to the Basic Food and note the date of request prominently in the ACES narrative.
      EXAMPLE Sam has a pending application for ABD cash. At his intake interview the worker makes him aware that he may be eligible for Basic Food. He decides to pursue Basic Food. Add the Basic Food application to the ABD cash and note the date of request prominently in the ACES narrative.
      EXAMPLE Maria has a pending application for Basic Food. At her telephone intake interview, the worker makes her aware that she may be eligible for medical benefits. She decides to add a medical request. The worker must print and mail the application to Maria so she can mark her request for medical and to initial, sign and date the application. She will also need to complete the resource sections since they are not required for Basic Food.
  4. Handling multiple applications from the same household:
    1. Additional applications received before we determine eligibility on the first application:
      1. Do not deny the additional application(s);
      2. Review the application(s) for impact on eligibility or benefit level and whether the household is applying for any additional programs that were not selected on the first application;
      3. If the household is not applying for additional programs, document the case that additional application(s) were received and that the department is still considering eligibility under the original application date;
      4. If the household is applying for additional programs, treat the application as a new application for the additional programs only and continue to consider any requests for programs which are still pending under the original application date;
      5. Document in ACES to explain any additional information used to determine eligibility and/or benefit level; and
      6. Do not extend the Standards of Promptness period for the original application.
NOTE: If the additional application is received before we determine eligibility on the first application but is not acted on until after the first application has been denied, follow procedures under (b.) below.

b.  Additional applications received after we determine eligibility on the first application:

i.  If we denied the first application, treat this as an initial application according to WAC 388-406-0010 with the following exceptions:

  1. For Basic Food, if we denied the first application due to lack of information, treat this as a reapplication and follow procedures under WAC 388-406-0040 (6).
  2. For medical assistance, if we are still within the original 30 day reconsideration period under WAC 388-406-0065, send the client a pend letter for the information missing from the original denied application and any new information needed for the current application. Determine the appropriate medical coverage start date based on the date the client provides the missing information.

ii.  If we approved the first application, review the additional application(s) to determine if household circumstances have changed. Take appropriate actions on any changes reported; and

iii.  Deny additional applications for the same program and same persons to avoid duplicate participation:

  1. Use reason code 587;
  2. Send out the required denial letter (if not system generated); and
  3. Add text to explain that the application is being denied because the person(s) on the application is already receiving the requested benefits.
NOTE: Please Recycle! When denying additional applications as described in (c.) above, avoid creating a new AU if an old AU is available.

Name, Address, and Signature Requirements

  1. Name & address:

    If we receive an application without a name or address to contact the client we make any reasonable effort we can to contact the client to find out who the client is and where they can be reached. If the client is in the office, we ask the client for an address where they can be reached.

    Applications Marked “Homeless”:

    If we receive an application that includes a name and signature, but is marked "homeless" and/or does not indicate a mailing address, it is still considered a valid application and must be screened. Make a reasonable attempt to locate an address or phone number for the client. This can be done by searching the electronic case record, case narrative or remarks, online directories, etc. Even if contact information is not available, an appointment letter must be sent to the applicant. Address the letter in the client's name to General Delivery for the municipality indicated on the application. If no municipality is indicated, send the appointment letter to the client by General Delivery for the nearest municipality. The application must be processed in accordance with the Standards of Promptness guidelines in WAC 388-406-0035.

  2. Signatures:
    1. For cash, medical, or Basic Food, a representative may sign an application if the applicant is unable to apply on their own behalf or is unable to sign the application.
    2. For medical assistance, the applicant or representative must sign the application.
    3. For cash programs a responsible adult AU member must sign the application and if both parents of minor children are living in the home with the minor children, both parents must sign unless one is incapacitated and unable to sign the application.
    4. For Basic Food, the signature of one responsible AU member is required.
    5. A minor child may sign the application if there is no adult in the AU.
    6. A mark is an acceptable signature if another person witnesses it.
    7. Online applications for cash, medical, or Basic Food are electronically signed when transmitted. The password used to complete the online application is an electronic signature.
    8. Applications we receive without a signature must be signed either at the time of the interview or by mail. See matrix below for signature requirements and date of application for various programs.

Application Received

Online - for cash or Basic Food

Online - for medical assistance only or long-term care

In-person, mailed, emailed, faxed, dropped off, or scanned

Application Signed?

Yes
Always electronically signed when transmitted. If applying for cash and a 2-parent household with minor children, need additional signature of other parent.

Yes. Always electronically signed when transmitted.

May or may not be signed.  Does not need to be signed in order to be accepted.

Date of Application

Date received or next business day if received after business hours

Date received or next business day if received after business hours

If signed, date received or next business day if received after business hours.

 

If not signed, see "Action to Take".

 

For cash and food assistance, the signature on the front page of the application after the applicant's name counts as a signature for the purpose of establishing a date of application.

 

If two-parent household applying for cash, at least one parent's signature is required to establish the date of application.

Action to Take

Interview if required or desk review.  If applying for cash and a 2-parent household with minor children, get other parent's signature at interview or mail back for signature.

Desk review only. Only applicant needs to sign in 2-parent households.

If not signed, have client sign at interview (if the client is in the office) or mail back for signature.  The date we receive the signature is the date of application for food assistance.  If applying for cash and a 2-parent household, get the other parent's signatures.

NOTE: If we receive an application without a name, address, or a signature to file, we accept the application and take whatever action we can to contact the client to get the information needed to officially file the application. We must take action on all applications, even if there is information missing that is needed to file the application such as a name, address, or a signature.

Informational Handouts and Supplemental Forms:

  1. For all applicants:
  2. For cash or family medical assistance:
  3. For pregnant women, family medical, and cash assistance for applicants with children:
    • EPSDT Information Brochure, DSHS 22-019(X);
    • Women, Infants and Children (WIC) pamphlet to applicants who are pregnant, postpartum, or who have children under age five. Pamphlets are available to local WIC offices.
  4. For persons applying for Aged, Blind or Disabled cash assistance:
    • Medical Coverage Information, DSHS 14-194(X) - if an applicant indicates existing health insurance coverage in the Medical Information section of the DSHS 14-001(X) / 14-078(X) or while completing the ACES TPL1 screen. See Third Party Liability (TPL) and Child Support for completion and distribution instructions.
  5. Additional Requirements for Emergent Needs or the Consolidated Emergency Assistance Program - CEAP:

See EMERGENCY ASSISTANCE - Additional Requirements for Emergent Needs (AREN)or EMERGENCY ASSISTANCE - Consolidated Emergency Assistance Program - CEAP for forms needed when the client applies for benefits from these programs.

Review Alerts/ Ticklers

Check the AU's alerts for possible computer matches made after screening. Compare match information with information provided by the client. Discuss and clarify any discrepancies during the interview.

Interview

See INTERVIEW REQUIREMENTS and Documentation.

Changes Made to Correct an Application

  1. If possible, have the applicant or applicant's representative make the changes by:
    1. Drawing a line through the incorrect entry;
    2. Writing the correct entry; and
    3. Initialing and dating the change on the application.
  2. If the applicant or applicant's representative is not available to make the changes, follow the above procedures and document on the ACES remarks screen related to the change being made.

Special Situations

See APPLICATIONS FOR ASSISTANCE – Special Situations for the following situations:

  • Applicant temporarily out of state;
  • Medical applications by inmates of city or county jails;
  • Trial visit program; and
  • Persons paroled and released from state correctional institutions.
  • Applications for MSP from Social Security Administration Interface (LIS file).

 

Worker Responsibilities

Forms that must be reviewed with the household at the time of interview:

  1. Rights and Responsibilities

    Review form DSHS 14-113(X), Client Rights and Responsibilities with the household:

    1. Face to Face Interviews

      When conducting a face-to-face interview, explain the rights and responsibilities to the client and ask them to sign form DSHS 14-113 to acknowledge that they understand them. Send the document as file only to be scanned into the client’s Electronic Case Record (ECR).

    2. Phone Interviews:

      When conducting phone interviews, explain the rights and responsibilities to the client, send them a copy of form DSHS 14-113, and request them to sign and return the document.

  2. Your DSHS Cash or Food Assistance Benefits

    For cash or food assistance benefits, review form DSHS 14-520, Your DSHS Cash or Food Assistance Benefits with the household:

    1. Face to Face Interviews:

      When conducting a face-to-face interview, explain the allowable use of benefits to the client and ask them to sign DSHS 14-520 to acknowledge that they understand the restrictions and penalties for illegal use. Send the document as file only to be scanned into the client’s Electronic Case Record (ECR).

    2. Phone Interviews:

      When conducting phone interviews, explain the allowable use of benefits to the client, send them a copy of form DSHS 14-520, and request them to sign and return the document.

Informational Handouts and Supplemental Forms:

  1. For all applicants:
  2. For cash or family medical assistance:
  3. For pregnant women, family medical, and cash assistance for applicants with children:
    • EPSDT Information Brochure, DSHS 22-019(X);
    • Women, Infants and Children (WIC) pamphlet to applicants who are pregnant, postpartum, or who have children under age five. Pamphlets are available to local WIC offices.
  4. For persons applying for Aged. Blind or Disabled cash assistance:
    • Medical Coverage Information, DSHS 14-194(X) - if an applicant indicates existing health insurance coverage in the Medical Information section of the DSHS 14-001(X) / 14-078(X) or while completing the ACES TPL1 screen. See Third Party Liability (TPL) and Child Support for completion and distribution instructions.
  5. Additional Requirements for Emergent Needs or the Consolidated Emergency Assistance Program (CEAP):

    See EMERGENCY ASSISTANCE - Additional Requirements for Emergent Needs (AREN) or EMERGENCY ASSISTANCE - Consolidated Emergency Assistance Program (CEAP) for forms needed when the client applies for benefits from these programs.

Review Alerts/ Ticklers

Check the AU's alerts for possible computer matches made after screening. Compare match information with information provided by the client. Discuss and clarify any discrepancies during the interview.

Interview

See INTERVIEW REQUIREMENTS and Documentation.

Changes Made to Correct an Application

  1. If possible, have the applicant or applicant's representative make the changes by:
    1. Drawing a line through the incorrect entry;
    2. Writing the correct entry; and
    3. Initialing and dating the change on the application.
  2. If the applicant or applicant's representative is not available to make the changes, follow the above procedures and document on the ACES remarks screen related to the change being made.

Special Situations

See APPLICATIONS FOR ASSISTANCE – Special Situations for the following situations:

  • Applicant temporarily out of state;
  • Medical applications by inmates of city or county jails;
  • Trial visit program; and
  • Persons paroled and released from state correctional institutions.
  • Applications for MSP from Social Security Administration Interface (LIS file).
NOTE: See APPLICATIONS FOR ASSISTANCE - Expedited Service for Basic Food to determine if the applicant can get Basic Food within seven calendar days.

Clarifying Information - WAC 388-406-0012

Processing Basic Food Applications for Individuals Receiving Benefits from Another State during Month of Application

When clients apply for Basic Food and they received benefits from another state during the application month this does not change the date of application:

  • Deny the application for the initial month (and second month if necessary) if they have already received or will receive SNAP benefits from the other state for that month(s).
  • If Basic Food benefits can be approved for the ongoing months and the benefit start date is not more than sixty days from the initial application date, the client does not need to submit a new application.

Worker Responsibilities -  WAC 388-406-0012

  1. Date stamping the application:
    1. Date stamp the application, the same day we get the application, even if the application is sent to the wrong office; or
    2. The next business day if we received the application outside of normal business hours.
      NOTE: If you received an application without a signature and the client has now signed the application, do not date stamp the form a second time.
  2. Adding a request for Basic Food to a pending application:

    If the client has a pending application for one of our programs and requests Basic Food, use the application the client provided for the other program. The date the client requested food benefits is the date of application for Basic Food.

    1. Do not require the client to complete another application. If you need additional information to determine eligibility for Basic Food, request the necessary information;
    2. Document the request for Basic Food and the date the client requested the benefits; and
    3. Add a program for Basic Food.
      NOTE: If you have already processed the application for the other program(s), the client will need to apply for Basic Food separately. See Clarifying Information #4 under WAC 388-406-0010 for details about handling multiple applications from the same household.

ACES Procedures

Information Needed to Determine Eligibility

Revised December 11, 2014

Purpose:

This section includes rules and procedures on what happens when a client applies for benefits and the department needs other information to determine eligibility.

WAC 388-406-0030 Do I need to submit other information after I apply for benefits?


Clarifying Information - WAC 388-406-0030

EXAMPLE Rayanna applies for food assistance on July 8th and has her interview on July 15th. The worker pends the food assistance for verification of income, due by July 25th. On July 25th, Rayanna requests extra time. If the worker determines the client is cooperating, the worker should extend the due date at least 10 days but may extend the due date more, to between August 4th (10 more days) and August 7th (30th day of application) without penalty. If Rayanna requests the due date to be extended past the 30th day of application, then we must deny the application by August 7th and would delay the start date of benefits as applicable in WAC 388-406-0040.

Worker Responsibilities - WAC 388-406-0030

  1. See verification. Whenever possible, obtain verification by phone. For cash, food, and long-term care programs, verify an applicant's circumstances if needed to determine eligibility.
  2. Use cross-matches and alerts whenever possible to verify a client’s income or expenses.
  3. Do not request a specific form to determine eligibility. For example, do not request a landlord statement. Instead, ask for what is needed to determine eligibility such as an address, household composition, and shelter costs. Give or send the client any departmental or approved local-office forms that would help give us the information we need to determine eligibility.
  4. See WAC 388-406-0040 for what to do if the application process is delayed.
  5. When requesting further verification or requesting missing verification you can allow a ten-day extension on the due date as under WAC 388-406-0030, #4, as long as the client is not refusing to cooperate and/or the application processing time limits under WAC 388-406-0040 haven't passed.
  6. If the application process has been delayed due to the household interviewing late in the 30 day processing period, we cannot give a ten day extension.
  7. The application must be denied by the 30th day (first business day after the 30th day if it falls on a weekend or holiday) if we don't have all the information we need to determine eligibility and the delay has been caused by the household.

Expedited Service for Basic Food

Revised March 20, 2018

Purpose:

This section lists the emergent conditions needed to get benefits under the Washington Basic Food Program (Basic Food) within seven calendar days. This section also includes Basic Food expedited service requirements and certification procedures.

WAC 388-406-0015 Can I get Basic Food right away?

WAC 388-406-0021 How does being a migrant or seasonal farmworker affect my application for Basic Food?


Clarifying Information - WAC 388-406-0015

EXAMPLE:  Bob applies for Basic Food and meets expedited service criteria. He reports $100 income from his parents and $350 monthly income through AmeriCorps. Since we exclude AmeriCorps under WAC 388-450-0015(1)(g), his gross income is $100. Bob is eligible for expedited service.
  1. Gross monthly income: 
    Food and Nutrition Services (FNS) defines “gross monthly income” as income before taxes less excluded income. We don't consider excluded income when determining expedited eligibility. See WAC 388-450-0015 for excludable income.
  2. Resources 
    We must consider countable liquid resources under WAC 388-470-0055 when determining eligibility for expedited services, even if the client is categorically eligible under WAC 388-414-0001.
  3. Request for Basic Food:
    Applicants request Basic Food by:
    • Checking “Food” on the application; or
    • Checking “Other” and indicating they want or need food on their application. See WAC 388-406-0010 for information on what constitutes an application.
EXAMPLE:  Joe checks “Food” on the application form. Consider this a request for Basic Food.
EXAMPLE:  Petra checks “Other” on the application form and indicates she needs food. Consider this a request for Basic Food.
EXAMPLE:  John does not check “Food” nor does he request food next to “Other” on his application form. Do not consider this a request for Basic Food.
  1. Screening and Determining Eligibility for Expedited Service
    1. Households entitled to expedited services must be interviewed and receive benefits within seven calendar days of filing an application. If the seventh day falls on a day when the office is closed (holiday, temporary layoff), benefits must be issued the working day prior to the office closure.
    2. To identify households entitled to expedited service, we review the application to determine whether the circumstances meet one of the Expedited Service criteria under WAC 388-406-0015 (2). We must consider the household’s circumstances at the time of application when we are making the determination.
    3. We screen for expedited service eligibility on the day we receive each application. If we receive an application outside of normal business hours, we screen for expedited service on the next business day.
    4. We determine expedited service eligibility for all Basic Food applicants during the interview.
      1. Except for identification, verification that is not available at the time of the interview is postponed (see Postponed Verification and Required Verification sections for more information).
      2. A person who was not screened as expedited or who waives the expedited interview can be determined expedited at the interview and receive benefits within seven days.
      3. A person who was screened as expedited but who is determined not expedite eligible at the interview must be processed under regular procedures.
NOTE:  Applicants cannot waive being screened for expedited service and do not have to ask for expedited service screening. Clients can waive an appointment and interview for expedited service; this includes not appearing for the scheduled interview without notice.
NOTE:   Not all households are eligible for the Standard Utility Allowance (SUA). When comparing an AU's gross income and available cash resources to their total shelter cost, use the appropriate utility allowance as a part of their shelter cost.
EXAMPLE:  Bertha requests Basic Food on the application. The information provided in the expedited screening section of the application appears to make her eligible for Expedited Service. Provide Bertha an Expedited Service appointment.
EXAMPLE: A 3-person household applied on August 1st and reported anticipated income of $500 for the month, plus rent of $450 and the SUA. They receive an expedited interview based on this information. At the interview, you find out that the household has anticipated income of $1,000. Since the income is greater than rent plus the SUA the household is not eligible for expedited issuance. Process this application as a non-expedited application.
EXAMPLE: Don is unemployed and has no resources. He lives for free in a trailer in the back of his uncle's house. Don's parent's send Don $250 monthly to help out. With no utility expenses, Don is coded as ZUA.  He is not eligible for expedited service because his monthly income from his parents exceeds his countable expenses at time of application.
EXAMPLE: Jude files an application on Monday, May 23rd and meets expedited service criteria. The office is closed on Friday, May 27th for a temporary layoff day and Monday, May 30th for a holiday. The office is regularly closed for the weekend. Because the seventh day falls on a day the office is closed, expedited benefits must be issued by Thursday, May 26th (the working day prior to the office closure). To meet the seven day timeframe, Jude is interviewed on May 26th and is issued expedited benefits the same day.
EXAMPLE: Linda applies for Basic Food on March 25th and does not appear to meet the expedited criteria based on the information she provides on her application. At her regular interview on April 10th, she indicates that her circumstances have changed and her situation in April appears to meet the expedited criteria. Because expedited services are based on the circumstances at the time the person applies, we evaluate whether to provide expedited issuance based on the March information.
EXAMPLE: Teresa mails in her application and it is received on July 2nd. Based on the information available, Teresa does not appear to meet expedited criteria and is given a regular appointment on July 10th. At her interview, the worker finds that Teresa did actually meet one of the criteria. We provide expedited issuance and use July 10th as the date of discovery for expedited services.
  1. Screening an institutionalized client for Expedited Service:
    Applications from persons living in an institution are denied unless the person will be released within 30 days of submitting the application. Use the date of release from the institution as the date of request and as the expedited service start date.
    1. If the applicant is eligible for expedited service, provide an interview within seven calendar days of the date of request; and or
    2. If the client is eligible for Basic Food, issue benefits within seven calendar days of the date of request.
EXAMPLE: Olivia files an application on May 6th. She is in the hospital and is not eligible for Basic Food until released from the hospital on May 16th. The date of request for Basic Food is May 16th; the date of her release from the hospital. Her answers to the screening questions suggest that she meets Expedited Service criteria. Further review of the information Olivia provided supports this finding. Because she must get an expedited interview within seven calendar days of the date of request, we must interview Olivia and issue benefits by May 23rd.
  1. Destitute migrant or seasonal farm workers:
    To determine if a client is a destitute migrant or seasonal farm worker use WAC 388-406-0021, then see WAC 388-450-0230 for information about budgeting income in the month of application.
EXAMPLE: Kate applies for Basic Food, and the answers to the screening questions suggest that her household may not meet Expedited Service criteria. A further review of income sources indicates that she has income in excess of the Expedited Service criteria that you cannot exclude.
  • Deny expedited service; and
  • Process the case using regular processing standards.
EXAMPLE: Mary applies for Basic Food, meets expedited service criteria and is interviewed the same day. At the interview, she states she does not have identification but previously received benefits in another state. We call the other state and ask them to fax a copy of her identification, which they say will take about a week. Mary's boyfriend is at the interview with her. Since the boyfriend is not a member of Mary's Basic Food household, we can take a statement from him as collateral contact verification of her identity and issue benefits the same day. All other verification is postponed including further verification of Mary's identity.
  1. Denying Expedited Service:
    1. If the household is not eligible for expedited services based on any of the criteria describe in WAC 388-406-0015:
      1. Inform them that they will get a regular appointment; and
      2. Explain how to get a department review of the decision (see WAC 388-406-0015(10)).
    2. If at the interview we determine a household is not eligible for expedited issuance and more information is needed to determine eligibility:
      1. Inform the client that they do not meet the criteria for expedited issuance with postponed verification; and
      2. process the case using regular application rules.
  2. Required Verification:
    1. Verification of identity of the applicant (and authorized representative if the head of household is not at the interview) is the only required verification to issue benefits on an expedited case. All other verification can be postponed.
      1. Identity can be verified with available documents, through interfaces such as SOLQ, or through a collateral contact. Photo ID is not required.
      2. Delay benefit issuance only when there is no means to establish identity.
    2. When all required verification to determine eligibility is available at the interview, issue benefits and establish an appropriate certification period (see WAC 388-416-0005 ).
  3. Postponed Verification:
    1. When verification is postponed, issue benefits as described in WAC 388-406-0015(6) based on the information available.
    2. Send a letter of limited approval and request the client provide the missing information for continued eligibility to be determined. The letter also functions as a denial notice should the client fail to provide all of the verification listed in the letter timely.
    3. The denial of ongoing benefits can be reconsidered if all of the required information is provided within the timeframes listed in subsection (6) of the WAC. The letter will reflect the correct timeframes. Do not send another request letter with a new timeframe if the client provides only part of the required verification.
    4. If all postponed verification is not received timely (within thirty days or the end of the second month), the client is not eligible for ongoing benefits without a break in benefits. If the client turns in the postponed verification untimely, but before the 60th day after the date of application, refer to WAC 388-406-0055 (4) (c) to determine the reconsideration date of benefits.
    5. It is possible for a client to receive expedited benefits and not be eligible for on-going Basic Food when the postponed verification is provided. We must send clients a denial letter if we determine they are ineligible from the verification.

Applicants who meet expedited criteria and are eligible for Basic Food can get benefits even though they do not have all the necessary verification to determine eligibility. We must attempt to verify as much information as possible at the interview prior to postponing verification (see Verification).

EXAMPLE: Edward applies for Basic Food May 6th (on or before the 15th of the month), and meets expedited service criteria. He is eligible for expedited Basic Food with postponed verification and benefits are issued for May only. Edward must provide postponed verification by June 5th (the 30th day from the date of request for Basic Food) to be eligible for ongoing benefits without a break in benefits.
EXAMPLE: Martina applies for Basic Food May 16th and meets expedited service criteria. She is eligible for expedited Basic Food with postponed verification and is issued Basic Food for May and June. Martina must provide postponed verification by the end of the second month after the date of request for Basic Food (June 30th) to be eligible for ongoing benefits without a break in benefits.

 

Worker Responsibilities - WAC 388-406-0015

  1. Record the date each application is received, or the next business day if received after business hours.
  2. When the application is received, screen for expedited eligibility using the responses to the expedited screening questions on page one of the application (part one for the online application). Review other information on the application as needed to identify expedited households.
  3. Whenever possible, interview clients who apply in person and meet expedited service criteria the same day the applications are received. The interview can be conducted by telephone.
  4. Issue benefits the same day to households determined expedited.

Clarifying Information - WAC 388-406-0021

EXAMPLE: Seasonal farmworker client applied for Basic Food on April 22nd and has not received income in the month of April. The client has no available cash resources. The client states he has worked two 8-hour days for this period at $7 an hour. He expects to get this income on April 26th ($7/hr x 8hrs x 2 days = $112). The AU's shelter expenses for April are $200.00. - The farmworker client is not destitute because they will receive over $25.00 within ten days of their date of application. - Since they have income and available resource s under their shelter costs, the client is eligible for expedited service under WAC 388-406- 0015.
EXAMPLE: Seasonal farmworker client applies for Basic Food. The client is not currently working and has no other income. The client states that they will work as soon as the farms start hiring. The client has always worked this season over the past several years and averages $900.00 income each month. We would consider this client destitute because they do not have a source of income identified.
EXAMPLE: Migrant farmworker client arrived in the state on July 1st and was hired by a grower to pick cherries on July 2nd. On July 3rd, the client applied for Basic Food. The client was unsure of when he would be paid, and the worker was unable to contact the grower. The client was told that the farmer pays everyone when the harvest is complete. The client wasn't sure how much longer the harvest would take. In this example, the client is destitute. Based on the information available to us, we do not know when the worker will be paid or exactly how much. We cannot be reasonably certain that the client will receive more than $25 within ten days of July 3rd, the date of application.
EXAMPLE: Migrant farmworker client arrived in the state on July 1st and was hired by a grower to pick cherries on July 2nd. On July 3rd, the client applied for Basic Food. The client states he averages about twelve boxes a day but was unsure of when or how much he would be paid. The worker contacted the grower by phone and confirmed that the client was hired and worked on July 2nd. The grower stated that they expect to have work for the client through the rest of the month. According to the grower, the client will be paid weekly, beginning July 10th. The grower confirms that the client averages 12 boxes each day. He pays $3.50/box and the client will work 6 days/week. The first check will be for five days (12 boxes/day x $3.50/box x 5 days = $210). In this example, the client is not destitute. Because we have confirmed that the client will be paid on July 10th, we are reasonably certain that the client will receive more than $25 within ten days of July 3rd, the date of application.
EXAMPLE: Seasonal farmworker client applied for benefits on May 2nd. A grower hired the client, but the client isn't sure when work will start. The client must check with the grower each day to see if the harvest has started. The financial worker calls the grower and confirms that the client has been hired and says that work will start the next day, if the weather is good. The grower states that if all goes well, the client will be paid on May 9th and should receive over $25. In this example, work is uncertain. The client **is destitute. * * The uncertainty around the harvest and when the client will start work prevents us from being reasonably certain that the client will receive more than $25 within ten days of May 2nd, the date of application.
EXAMPLE: Client applied for benefits on May 2nd. The client works for the same grower every year. The financial worker calls the grower and confirms that the client has been hired and says that work will start on Monday May 5th. The grower states that first check will be paid on May 9th and client is expected to produce 10 boxes/day and will be paid for three days work at $3.50/box for the first week ($3.50x30=$1 05). The client agrees with the estimate.
EXAMPLE: Farmworker client arrived in Washington from California on June 16th. The client worked in California and was paid every Friday. They were last paid $ 90 on June 14, and will not be paid on June 21st. This income is from a terminated source, because the client does not expect to be paid by the California grower for the remainder of June or in July.
EXAMPLE: A seasonal farmworker applies on March 6th. They anticipate income on a weekly basis from their employer starting on March 22nd. The client last received wages from this employer on January 18th. We consider the income from this employer as income from a new source.
EXAMPLE:  Client arrived in Washington from California on June 16th and applied for Basic Food on June 17th. The client worked in California and was paid $200 on June 14 from a terminate d source. The client expects to be paid in Washington on June 28th from a new source. In this example, the client is destitute . They will not receive more than $25 from their new source of income within ten days of the date the client applied for benefits. In this scenario, don’t count the income the client expects to receive on June 28th. See WAC 388-450-0230.
  1. General information regarding seasonal farmworkers:
    1. A seasonal farmworker can work all year round and still be considered a seasonal farmworker.
    2. The unemployment compensation a seasonal farmworker may receive does not have to be from seasonal farmwork.
    3. We do not average a migrant or seasonal farmworker's income when determining if they are destitute.
  2. Eligibility for expedited service:
    1. Destitute farm worker assistance units (AUs) with under $100 are eligible for expedited service.
    2. Migrant and seasonal farmworkers who aren't destitute may receive expedited service based on other criteria under WAC 388-406-0015.
  3. Earnings from a previous season:
    Do not use a previous season's information unless it reflects what the client anticipates for the current season.
  4. The source of a farmworker's income:
    Consider the grower, not the crew chief, as the source of income.
  5. Farmworkers with income from a new source:
    We consider a farmworker who has income from a new source destitute unless it is reasonably certain that the farmworker will receive more than $25 in income within ten calendar days of the date of application.
  6. Employer's statement of likely work:
    An employer’s statement that the client will likely have work should not be considered a guarantee that the client will work and receive more than $25. Farm work is uncertain because harvests may be delayed or interrupted by weather problems. There also may be times when a grower discovers they need less labor than originally predicted.
  7. Income from a terminated source:
    Consider income to be from a source no longer providing income when:
    1. The AU is usually paid at least once a month and income from that source is not expected for the remainder of the month of application or the following month; or
    2. The AU is paid less often than monthly, such as quarterly, and the household will not receive the next payment in the month it would normally be received.
  8. Income from a new source:
    Consider income to be from a new source when:
    1. The household is paid at least monthly and received $25 or less from that source in the 30 days prior to the date of application; or
    2. The household is paid less often than monthly, such as quarterly, and received $25 or less from that source since the last regular pay date.
  9. Income from a terminated source and a new source in the same month:
    A farmworker AU may receive income from a source no longer providing income and a new source in the same month and still be considered destitute.
  10. Travel advance:
    If a migrant/seasonal farmworker client gets an advance from an employer to cover travel costs, we do not consider the advance when deciding if the client is destitute.
    1. We exclude the travel funds if they are a reimbursement for travel expenses.
    2. If the funds are an advance on wages and not a reimbursement for travel, we budget the advance as earned income.
  11. Budgeting income:
    1. For the standard rule on how to budget a client's income, see WAC 388-450-0215.
    2. For the rule about budgeting a destitute client's income, see WAC 388-450-0230.

 

Worker Responsibilities - WAC 388-406-0021

  1. Document the decision on a client's destitute status:
    Document your decision on whether or not a migrant/seasonal farmworker client is destitute. If you exclude any income under WAC 388-450-0230 document that this income was excluded.
  2. Document income:
    Always document the income you budgeted for the AU. 

ACES Procedures

See Process Application Month

See Finalize Application

See Basic Food Program - Expedited Services

Time Limits for Processing

Revised October 17, 2016

Purpose:

This section includes rules and procedures related to application processing time limits and processing delays.

WAC 388-406-0035 How long does the department have to process my application?

WAC 388-406-0040 What happens if the processing of my application is delayed?

WAC 388-406-0045 Is there a good reason my application for cash or medical assistance has not been processed?


Clarifying Information - WAC 388-406-0035

If an applicant for food assistance completes their interview late in the application process and we still need some information to determine eligibility, take the following steps:

  1. Notify the client during interview  that we must have the required information/verification no later than the 30th day from their application date, otherwise they will not receive benefits for the application month. List the 10 day deadline to provide verification. 
  2. Tell the client we can reconsider a denied application if we have the information/verification by day 60. We will prorate benefits for the second month starting the date we receive the required information/verification.
EXAMPLE: Cliff applies for Basic Food on November 1st. He interviews on November 25th. The worker pends for verification. The worker enters December 10th as the due date on the RFI letter, but explains to Cliff that we will deny the application on November 30th unless we have all the verification required to determine his eligibility. The worker also explains that we can approve benefits from the date the verification is received if we receive all verification to determine eligibility by the 60th day from the application date
NOTE: For further information and canned text, see the Procedures Manual.

Clarifying Information - WAC 388-406-0040

ACES will  deny a food program application by the 30th day, or next business day if the 30th day falls on a weekend or holiday, even if the household requests additional time to provide information.  See WAC 388-406-0040, #4. 

Applications processed after the 30-day standard of promptness are considered untimely even if the household had the interview before the 30th day and we needed verification to determine eligibility for benefits.

Clarifying Information - WAC 388-406-0045

For cash and medical assistance applications, good cause exists only when the local office meets all processing requirements and the client causes a delay in the process.

EXAMPLE Client applies for TANF. We schedule an interview appointment timely. The client does not appear for the appointment. The client requests a second appointment on the 29th day following the date of application. Because the client caused the delay, good cause for not processing the application within 30 days exists.
EXAMPLE Mark applies for ABD cash on August 17th. He is scheduled to be released from Walla Walla Correctional facility on September 1st. His forty-five days ends on September 30th. We receive the medical evidence and establish disability on September 28th. He is released on October 5th. Mark is eligible for benefits beginning October 5th. The client caused the delay, so good cause for not processing the application within 45 days exists. (See: Applications for Assistance - Completing the Process)

ACES Procedures

See:

Filing Applications - Special Situations

Revised August 7, 2018

Purpose:

This section contains applications procedures for special situations, including when an applicant is temporarily out of state and the Trial Visit Program.


Worker Responsibilities

  1. The Trial Visit Program is part of a treatment plan for clients in institutions. The institution determines if the client is able to participate in the program. If assistance is needed before the client can participate in the program, the CSO serving the client's institution will initiate the application.
    1. Administrative Disability Review Committee: Each institution will designate a liaison to coordinate with the CSO when an approved trial visit client is in need of public assistance. At least ten days prior to the scheduled release date, the liaison will provide the CSO with a completed Application for Benefits, DSHS 14-001(X) and related supplements. In addition, the liaison will provide:
  2. Determine eligibility for a Medicare Savings Program (MSP) and, if requested, all other medical programs.
    1. Review ACES instructions for auto-screened MSP application.
    2. WA State SSI Related income and resource rules differ from SSA LIS income and resource rules so S03 cannot be auto-opened without an application.
    3. ACES sends a LTR 023-02 and a 14-001 application form.
    4. If client returns the application form, look to see if medical is requested. If so, determine eligibility for all medical programs.
    5. If medical is not checked, determine eligibility for only the Medicare Savings Programs (ie S03, S04, S05 and S06).
    6. The Standard of Promptness (SOP) count begins from the date DSHS received the SSA/LIS input file. ACES is programmed to apply the correct SOP date.
    7. Estate Recovery rules apply to all medical programs except MSP.
  3. Denying automated MSP applications.
    1. ACES will auto-deny MSP applications with LTR 004-05 and reason code 230 after 30 days when an application is not returned.
    2. Do not deny for failure to provide information prior to the automated ACES denial.
  4. Medicaid coverage for inmates of a public institution that are admitted inpatient to a hospital or chemical dependency treatment facility.
    1. Inmates of public institutions, such as prison or jail, may be Medicaid eligible if they are admitted to a medical institution (inpatient) and are categorically relatable to a Medicaid program. Being relatable to a program means the applicant is under age 19, pregnant, over age 65, or blind or disabled.
    2. Applicants age 19 to 65 who are not receiving SSI or Social Security Disability must be determined disabled using the SSA disability criteria (refer for NGMA determination through DDDS).
    3. A visit to the Emergency Room is not a qualifying event unless the individual is admitted to the hospital as an inpatient. If there are any questions about whether the stay is inpatient or not please contact the hospital or facility.
      NOTE: An overnight hospital stay is not a qualifying event by itself. Sometimes emergency services or outpatient services can be overnight. If you are unsure of whether the hospitalization was inpatient, please contact the facility before denying the application.
       NOTE: Many of the inmate applications that come to DSHS for inpatient stays are processed by financial staff dedicated to this function. NGMA requests are completed by jail or hospital staff, identified by an inmate application cover-sheet and directed to the attention of a dedicated staff person for completion. NGMA applications from the Dept. of Corrections are routed to Olympia CSO for processing. NGMA requests coming from the University of Washington Medical Center are processed by the Region 2 - 1290 staff.

Completing the Process

Revised December 11, 2014

Purpose:

This section contains rules and procedures related to application approvals, denials and withdrawals, including notification requirements, eligibility effective dates for approved applications, limits on denial actions, and when we may reconsider a denied application.

WAC 388-406-0050 How do I know when my application is processed?

WAC 388-406-0055 When do my benefits start?

WAC 388-406-0060 What happens when my application is denied?

WAC 388-406-0065 Can I still get benefits even after my application is denied?


Clarifying Information - WAC 388-406-0055

Basic Food and Transitional Food Assistance:

Transitional Food Assistance (TFA) provides five months of Basic Food benefits as a fixed benefit amount for families leaving TANF or Tribal TANF. When someone moves out of a TFA household, they are not automatically removed from the TFA assistance unit.

Federal rules do not allow people to receive benefits under the Food Stamp program in more than one household at the same time. This includes Basic Food and TFA.

  • When someone is an active member of a TFA AU moves away and applies for Basic Food in a different household, we must remove them from the TFA before starting Basic Food or adding them to someone else’s Basic Food AU.
  • The person is eligible for Basic Food effective the first of the month after they were removed from the TFA AU with advance notice.
EXAMPLE: Mark, Heidi and Lance receive TFA with a certification period of March through July. On April 3rd, Lance moves out and is approved to receive Basic Food with his girlfriend Amber. Their worker removes Lance from Mark and Heidi’s TFA AU effective April 30th. Lance is added to Amber’s benefits effective May 1st.
EXAMPLE: Same scenario as above, but Amber applies to add Lance to her Basic Food on April 25th. We do not have time to provide Mark and Heidi 10 days adverse-action notice and remove Lance from their TFA benefits by April 30th.Their worker removes Lance from Mark and Heidi’s TFA AU effective May 31st. Lance is added to Amber’s benefits effective June 1st.

ABD cash: If the date of release from the facility or institution is beyond the forty-five day processing period then the beginning date of aid is the date the person is released or approved, whichever is later.

EXAMPLE: Mark applies for ABD cash on August 17th. He is scheduled to be released from Walla Walla Correctional facility on September 1st. His forty-five days ends on September 30th. We receive the medical evidence and establish disability on September 28th. He is released on October 5th. Mark is eligible for benefits beginning October 5th.

Worker Responsibilities -WAC 388-406-0055

  1. For approved applications processed outside the applicant’s catchment area, transfer the case record to the correct CSO and notify the client of the CSO address and phone number.Use ACES Letter 023-03 - Information/Action Request for Transfer. 
  2. For clients ineligible for benefits because they are institutionalized, open:
    1. Basic Food from:
      1. The date of release from the institution, if released within 30 days from the date of application and we have the information needed to determine eligibility; or
      2. The date we have the information needed to determine eligibility, if released within 30 days from the date of application, and the information was received after the 30th day but before the 60th day, and the delay was caused by the client.
    2. Cash assistance from:
      1. The date of release if released within 30 days from the date of application and we have the information needed to determine eligibility for TANF, SFA, PWA, or RCA; or
      2. The date of release if the release date is past the forty-fifth day processing deadline; or
      3. The date we have the information needed to determine eligibility, but no later than the 30th day for TANF, SFA, PWA, or RCA.
NOTE: The system does not use a client's date of release from an institution, or the date delayed verification was received, as the start date for Basic Food. If the application has already been screened, you must deny the existing application and re-screen Basic Food using the client's release date, or the date delayed verification was received, as the date of application.
EXAMPLE: Client applies for Basic Food on May 1st. We schedule the appointment for May 20th and give the client until May 30th to provide information needed to determine eligibility. On June 3rd we deny the application. The client gives us the needed information on June 12th. Good cause does not exist. Since the client caused the delay, open Basic Food from June 12th. Do not request a new application to open benefits.
EXAMPLE: Same scenario as Example 1, except we schedule the appointment on June 1st. The client is given until June 11th to provide information and doesn’t provide it until June 13th. Since the delay is our fault because we didn’t schedule an appointment timely (see WAC 388-452-0005 (6)), we must open benefits from the date of application (May 1st).
EXAMPLE: Client applies for Basic Food on July 1st and is interviewed the same day. The application is denied on July 15th for failure to provide information. The customer submits the required information on August 10th and is determined to be eligible. Approve benefits effective August 10th. When rescreening the AU, use August 10th as the new application date.
EXAMPLE: Same as the previous scenario, except the customer submits the information on July 20th. Rescreen and start benefits from the date of application (July 1st) because the information was received within 30 days.
EXAMPLE: A client applied for Basic Food on May 15th. The customer was interviewed on May 20th and asked to provide additional information by May 30th. The client was determined eligible for Equal Access and contacted the department to get assistance in obtaining the required verification. The department was able to help obtain the verification on June 24th. The application was not processed within 30 days, but the client was eligible for EA and cooperated with the department to obtain the required verification. Open benefits for the client effective the date of application (May 15th).

Processing an NCS Application:

SeeWORKER RESPONSIBILITIESNon-Compliance Sanctions (NCS) Re-Applications inWAC 388-310-1600.


Clarifying Information - WAC 388-406-0060

For Basic Food, when the thirty-day period ends on a weekend or a holiday the denial notice is sent thefirst working dayafter the thirtieth day.

Worker Responsibilities -WAC 388-406-0060

  1. If a Basic Food applicant does not show for the required initial interview:

    1. Send a letter immediately informing the client to contact their worker to schedule another appointment.
    2. Pend the application until the 30th day after the date of application.If the 30th day falls on a weekend or holiday, pend until the next working day.
  2. If a Basic Food applicant fails to show for the second interview:
    1. Continue the case as pending until the 30th day after the date of application.If the 30th day falls on a weekend or holiday, pend until the next working day.
    2. Deny the application on the appointment date if the interview is scheduled after the 30th day.
  3. Deny the application on the 30th day if the household does not reschedule the interview.If the 30th day falls on a weekend or holiday send the denial letter on the next working day.
NOTE:If a client is applying for classic medical as well as other programs, the client is not required to have an interview for the classic medical. Most other programs require an interview. If you have accessed theINTERVIEW function in ACES to start processing the medical, ACES will not automatically deny the other AU based on the Standard of Promptness if the client failed to attend the interview. The worker must manually track the other assistance units and deny the application on the correct date.

Clarifying Information - WAC 388-406-0065

Processing Basic Food Applications for Individuals Ineligible Due to Duplicate Participation

When clients apply for Basic Food and they are ineligible for benefits during the month of application because they received benefits from another state:

  •  Deny the application for the initial month (and second month if necessary) if they have already received or will receive SNAP benefits from the other state for that month(s).
  •  If Basic Food benefits can be approved for the ongoing months and the benefit start date is not more than sixty days from the initial application date, the client does not need to submit a new application.
    EXAMPLE: The client has moved to Washington from Nevada and applies for benefits on 3/15. We interview the client on 4/2 and determine they are financially eligible at the time, except that they received 3/2012 and 4/2012 benefits from the other state. We have verified that they will not receive benefits in 5/2012. Worker correctly denies Basic Food for March and April for duplicate participation and approves benefits for May 2012 and ongoing. Initial application can still be used and considered up until May 14.
NOTE: SSI recipients in California (CA) are not eligible for SNAP food assistance benefits.Instead these individuals receive an extra cash benefit to help them buy food.This benefit is called the CA Cash-Out Program.

The CA Cash-Out benefit is not considered a duplicate benefit for SNAP (Basic Food) recipients so there is no requirement to provide proof that CA cash-out has stopped before approving Basic Food for an SSI recipient moving to WA from CA.Basic Food benefits can be approved from the date of application as long as the individual is otherwise eligible.

Worker Responsibilities -WAC 388-406-0065

  1. Reconsidering a Denied Application
    If the applicant provides only part of the information we need per the timelines in WAC 388-406-0065 (1), take the following actions:
  2. Review the case to see if we can determine eligibility for each program based on what we have received; and
  3. Send the person a letter advising of our reconsideration decision for each program. This includes:
    1. An approval letter if we can determine that the person is eligible;
    2. A new denial letter if we are able to determine that the person is ineligible; or
    3. A second denial letter indicating that the original denial reason and effective date stands and why.
EXAMPLE: We request verification of income, residence, and utilities due by 5/15/04. This is not provided, and we send a denial letter on 5/20/04. Applicant then provides the residence and income verification on 5/30/04. This is within 30 days of the denial, and is sufficient to determine eligibility. We approve the benefits from the appropriate date and advise the person in the approval letter that utilities were not considered in the benefit decision, as that requested verification was not provided.
EXAMPLE: Same as above, but the applicant provides only the income verification. This information shows the person to be over the program’s gross standard. We send a new denial letter to the person advising of the change in denial reason.
EXAMPLE: Same as above, but the applicant provides only the residence verification. We cannot determine eligibility without the income information. We send a letter to the person advising that we received the partial information, but the denial from 5/20/04 stands as we still do not have the income and utility verification we require.
  1. NCS Re-applicants who failed to complete their 28 day participation:

SEE WORKER RESPONSIBILITIES NON-COMPLIANCE SANCTIONS (NCS) RE-APPLICANTS IN WAC 388-310-1600.


ACES Procedures

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