Data exchange discrepancies that indicate that the client has a new job are commonly known as new hire list discrepancies. These will display on the error report as a SHN (State New Hire List) or NNH (National New Hire).

When a SNH or NNH discrepancy appears on a client, you must first determine if you need to take action on the unclear information.

Let’s take a look at two kinds of SNAP households to determine how to assess and determine what actions need to take place on the case.

Change Reporters – are typically our ABAWD households that are assigned a three or four month certification. These households are required to report a change in income (earned or unearned), if it is $125 (C-3 shows the income reporting requirement is $125) or more a month and a change in sources of income. New employment would constitute a change in the income. Send an ADM-92 requesting information on the employment and pend the case with a due date of 10 days. Be sure to case note the details of the discrepancy and the reason for taking action on the case.

• If the client responds and provides the new income, update the case appropriately.
• If the client does not respond within the allowed 10 days, close the SNAP case on reason ’45-failure to provide verification’ for the next effective month. Be sure to document the reason for closing the case in case notes.

If the household’s certification period is expiring and there would not be enough time to make a change for the next effective date, clear the discrepancy and document in case notes that the discrepancy will need to be addressed at the next application.

Simplified Reporters – are known as our semi-annual or annual reporters and are assigned a 12 or 24 month certification. These households are required to report a change in gross income when it exceeds the maximum gross income for their household size. SNH and NNH discrepancies are considered unclear information; therefore you need additional information before taking action on the case.

Federal Rules require us to pursue and resolve unclear information when it

1. Significantly conflicts with the information used to certify SNAP or
2. Is less than 60 days old and information that – if true – the household must report due to its reporting responsibilities. In this instance, the household would be required to report if this income exceeds the maximum gross income for its household size.

When the discrepancy significantly conflicts with the information used to certify SNAP

Let’s look at the first scenario in which the information significantly conflicts with the information used at the time of the certification. An example of this would be data exchange information indicating a new job or was working at a job the month before or month of application and did not report the information. Check case notes to see if this income or employment was previously addressed. The information from the SNH or NNH report can also be compared to OWL to determine if the individual had any earnings from the employment. This would be a good indication that the individual did start working for the employer and was possibly employed at the time of certification if enough time has passed for the employment to show quarterly earnings on OWL. If the discrepancy significantly conflicts with the information used at certification, send an ADM-92 and pend the case with a due date of 10 days. On the Adm-92, request verification of income or termination for the household member from the place of employment. The worker can also attempt to contact the household and/or employer to verify the household member’s employment.

When the information is less than 60 days and the household must report the change

The second scenario occurs when the information is less than 60-calendar days old from the date we received the discrepancy and the amount of income reported, if accurate, would put the household over the gross income limit. You would receive income information from the SNH/NNH screen in IMS. Once you are on the SNH/NNH screen, you can type ‘E’ next to the recent employer information and press Enter for additional details. Sometimes these details will contain salary or pay rate, but often there will not be enough information reported by the employer through this data exchange to determine if the household is over the gross income standards. If there is not enough information to show that this information would put the household over the maximum gross income standard for its household size, clear the discrepancy and case note that it will need to be addressed at the next certification or mid-certification renewal. If the information on the SNH/NNH screen does show enough pay information to indicate the individual would be over the maximum gross standard for its household size, send an Adm-92 to the household requesting verification of income and pend the case in Current with a due date of 10 days. Make sure to document in case notes what information is needed and that the discrepancy showed that the household would be over income. If the household fails to respond, the case must close on a “45 – Failure to provide verification”.

These questions may help in determining if further action is needed:

• Does the new hire date indicate that the individual may have been employed at the time of certification?
• Does OWL show any earnings from the employment?
  • If there are earnings from around the time of certification, this may indicate that the individual was employed during the month of certification.
  • If enough time has passed for OWL to show quarters from the time of certification and there are no earnings or very little earnings, this is a good indication that the individual was not employed during the month of certification?
• Do case files show if the employment was ever reported or addressed?
• Does the new hire information show that the household would be over the maximum gross income standards?

Refer to the following article for instructions on clearing G1DX edits (DXD Transaction): ACES: How to Clear G1DX Edits

Use ‘SNH’ for the Data Type and Error Type for New Hire List (NHL) and National New Hire (NNH) discrepancies.