Systems and the SNAP unit have developed a procedure for correcting the benefit issuance amount and benefit reporting status of cases when an error is made at certification or renewal.

If the SNAP benefits of a case have been certified as a benefit reporter but should not be a benefit reporter.

Example: if the ABAWD status of a countable ABAWD was incorrectly coded and it resulted in the case being certified as a benefit reporter when it should not have been.

The case worker must do two things:

1. Update the case with the correct information (Elderly/Disabled indicator, ABAWD status, Income, Expenses, etc.) so that the corrected information shows on the “GC” screen of the case.
2. Update the FACS case notes in the Eligibility Notebook / SNAP tab with the following information:
   • A brief explanation of the error that occurred at cert/renewal
   • A description of the correct income/expenses and household size that should have been on the case at the time of cert/renewal
   • Documentation that the client was contacted and notified that their case will no longer be a benefit reporter. If the client’s certification period will be reduced, they should also be notified of that. The case note documentation must include the date the client was contacted, and how they were contacted (phone call, in office, home visit, letter, etc.).

After the case notes have been updated please submit a Remedy ticket with a brief description of the problem. Remedy will remove the benefit reporting status from the case and shorten the cert period as appropriate. All corrections will be made for the next effective month according to Appendix B-2.

*Please note – if the cert or renewal was just processed today, and the SNAP benefits are still in “T” status on the BN screen, Remedy may be able to delete the cert/renewal. FACS case notes must be updated before any benefits will be backed off.

If SNAP benefits were not certified as a benefit reporter and they should have been

A case cannot be manually entered into benefit reporting status after it has been certified. The current certification period will have to run as is and then the case can be correctly certified as a benefit reporter when the client reapplies.

If SNAP benefits have been incorrectly certified as an annual reporter instead of a semi-annual reporter, or as a semi-annual reporter instead of annual reporter

The benefit reporting status of a case cannot be changed from annual to semi-annual or semi-annual to annual after it has been certified. In this instance Remedy will remove the benefit reporting status of the case entirely, making the case a non-benefit reporter for the remainder of the certification period. The certification period will be shortened to the shortest possible length that will still allow the client to receive a system-generated renewal notice. Once the client reapplies for benefits then the case can be certified with the correct benefit reporting status.

Before Remedy will remove the benefit reporting status and shorten the cert period, the case worker must do two things:

1. Update the case with the correct information (Elderly/Disabled indicator, ABAWD status, Income, Expenses, etc.) so that the corrected information shows on the “GC” screen of the case.
2. Update the FACS case notes in the Eligibility Notebook/SNAP tab with the following information:
   • A brief explanation of the error that occurred at cert/renewal
   • A description  of the correct income/expenses and household size that should have been on the case at the time of cert/renewal
   • Documentation that the client was contacted and notified that their case will no longer be a benefit reporter. If the client’s certification period will be reduced, they should also be notified of that. The case documentation must include the date the client was contacted, and how they were contacted (phone call, in office, home visit, letter, etc.).

If the incorrect income was used on a SNAP benefit reporting case

The case worker must do two things:

1. Update the case with the correct information (Elderly/Disabled Indicator, ABAWD status, Income, Expenses, etc.) so that the corrected information shows on the “GC” screen of the case.
2. Update the FACS case notes in the Eligibility Notebook/SNAP tab with the following information:
   • A brief explanation of the error that occurred at cert/renewal
   • A description of the correct income/expenses and household size that should have been on the case at the time of cert/renewal
   • Documentation that the client was contacted and notified of the error. If the client’s SNAP benefit issuance will be reduced, they should be notified of that. The case note documentation must include the date the client was contacted, and how they were contacted (phone call, in office, home visit, letter, etc.).

After the case notes have been updated please submit a Remedy ticket with a brief description of the problem. Remedy will push through the corrected income. All corrections will be made for the next effective month according to Appendix B-2.

**IMPORTANT** – if today’s date is after negative deadline, but before positive (second) deadline, the client is entitled to a 10 day advance notice if their SNAP benefit issuance is being reduced. If the client wishes to waive their 10 day advance notice requirement so their benefit issuance can be reduced for the next effective month, the client or responsible household member must provide a clear, written, and signed statement which states that he or she understands their SNAP benefit will be reduced and they agree to waive their 10 day advance notice. In lieu of a signed statement on paper, the client or responsible household member may send an email from their personal email account. Before Remedy will take action to reduce the benefit, the signed statement or email must be entered into Imaging Workflow and documented in FACS case notes.

*Please note – if the cert or renewal was just processed today, and the SNAP benefits are still in “T” status on the BN screen, Remedy may be able to delete the cert/renewal. FACS case notes must be updated before any benefits will be backed off.

Any supplements for previous months are the responsibility of the county. If an overpayment is due, please complete an overpayment referral per article Overpayments: How to Submit a SNAP Overpayment.