Systems Help: UpdatedPS2 Instructions – Section C (SNAP Benefits)

The following are descriptions/ instructions of each Section C (SNAP Benefits) field in IMS:

Notebook: ELIG
Tab: SNAP
Field: Application Date
PS-2 Block: C1

Instructions: Pre-entered by computer when PS-1B, Case Number Assignment, is used to request food benefits. In category A, B, C, D, or S.  In all other instances, enter date of application for food benefits.See SNAP: Processing initial applications 340:50-3-1 (c)

Notebook: ELIG
Tab: SNAP
Field: Certification Date
PS-2 Block: C2
Instructions: Enter month, day and year of the most current certification. The certification date must be the first day of the month (01-01-01) unless proration applies. When proration applies, enter the actual day of the month of the application date. For example, if the application date is 01-10-01, enter 01-10-01 as the certification date. When the certification includes retro-months, enter the retro-month, day and year.
Notebook: ELIG
Tab: SNAP
Field: Type Action Taken
PS-2 Block: C3

Instructions: Enter the appropriate code for action taken on food benefit eligibility cases. This block must be completed each time new information is submitted.

1
= Certified (A normal certification is assigned. This includes expedited services when a certification period of more than one or two months is assigned.)
2
= Denied
6
= Closed
A
= Application
C
= Any change of information which does not affect section status or for S-SNAP recertification
E
= Obsolete
R
= Reopen (This code is used to reopen a case closed in error.  Also used for BRR cases when a report is submitted timely but the case has been closed.
S
= Expedited services with verification postponed and the certification period is one or two months.
T
= Transitional Food Benefits.
Notebook: ELIG
Tab: SNAP
Field: Reason
PS-2 Block: C4
Instructions:Enter the appropriate disposition code as shown on Appendix R and U for action type 1, 2, 6, R, and S. This block may be updated but is not to be deleted.

Appendix R

Appendix U

Note: The Reason codes displayed are dependent on the action type selected in the type action taken field.

Notebook: ELIG
Tab: SNAP
Field: Effective Date
PS-2 Block: C5
Instructions: Computer determines and enters the effective date using information from Blocks C1, C2, C3, C4, C9, the benefits data base, and Appendix B-2 for all actions except closure due to death.  For closures due to death, enter the date the death occurred.
Notebook: ELIG
Tab: SNAP
Field: Effective Months
PS-2 Block: C6

Instructions: At certification the computer enters code 99 unless worker enters one of the following codes to show that information needs to be updated for the next issuance to be correct. Codes are:

1
= Issue one month’s benefits using this information
2
= Issue two months’ benefits using this information
3
= Issue three months’ benefits using this information
99
= Changes to information given are not immediately known. (Benefits will be issued using this information until another change action is taken or the certification period expires, whichever comes first.)

Once a code other than 99 is on file, this block must be entered with the appropriate code (1, 2, 3 or 99) at the next Section C or F update.

Notebook: ELIG
Tab: SNAP
Field: Certification Period
PS-2 Block: C7

Instructions: Enter number of months (01, 02, 03, 04, 12, or 24) of the certification period assigned. Appropriate certification periods are:

01
– one month certification with postponed verification (prior to the 15th)
02
– one month certification with postponed verification (on or after the 15th)
03
– household contains countable ABAWD and certification date is the first day of the month
04
– household contains countable ABAWD and the first month’s benefit is prorated
12
– BRR – semi-annual reporter
24
– BRR – annual reporter
99
– Simplified SNAP (SSNAP)

See SNAP:Length of certification periods 340:50-9-1(e)

Even when you think it will be a 12 month BRR certification, enter the shorter 3 month certification length. The system will lengthen it for you if appropriate.

Notebook: ELIG
Tab: SNAP
Field: Notice Indicator
PS-2 Block: C9

Instructions: After first deadline through second deadline, enter code to show whether advance adverse action notice is required for change being made or closure of benefits.

N
= Advance Notice Not Required
Y
= Advance Notice Required

NOTE:  Once entered, information can be changed, but not deleted, by the user.
See SNAP:Changes that decrease or close benefits 340:50-9-5(g)(5)
See SNAP:Advance notice of adverse action not required 340:50-9-5(j)

Notebook: ELIG
Tab: SNAP
Field: Application Source
PS-2 Block: C12

Instructions: Enter code to show the source of  the SNAP application:

CO
= County Office
LV
= OKDHSLive! (Entered by system if SNAP application or SNAP Certification Renewal is received through OKDHSLive!)

Note: This field should be updated any time the SNAP section is put into application status. If the SNAP application or SNAP cert renewal is received via OKDHSLive!, the system will set the value to “OKDHSLive!” (LV).

Notebook: ELIG
Tab: SNAP
Field: Number of Persons – Children
PS-2 Block: C16
Instructions: The computer enters number of children included in the food benefit based on information in Section F.
Notebook: ELIG
Tab: SNAP
Field: Number of Persons – Adults
PS-2 Block: C17
Instructions: The computer enters number of adults included in the food benefit based on information in Section F.
Notebook: ELIG
Tab: SNAP
Field: Elderly/Disabled Indicator
PS-2 Block: C20

Instructions: Enter the appropriate code to indicate whether the household has elderly or disabled members.

A
= All household members are elderly or disabled.
E
= All adult household members are elderly or disabled, and there is one or more minor who is not disabled.
S
= Some household members are elderly or disabled, but at least one or more adult is neither.
N
= No household members are elderly or disabled.

See SNAP:Definition or elderly or disabled household member 340:50-5-4
This sets the system for an extra deduction from their earnings when there is a disabled household member.

Notebook: ELIG
Tab: SNAP
Field: Total Countable Resources
PS-2 Block: C32
Instructions: Enter the total amount of countable resources.
See SNAP:Resources considered 340:50-7-1
The amount in this block should total all countable resources coded in the F section for any household members whose resources must be considered per policy.
Notebook: ELIG
Tab: SNAP
Field: Date of Entitlement to Expedited Services
PS-2 Block: C34

Instructions: Enter the date the household became eligible for expedited services.  It should be the application date if the application screened as eligible.  It should be the date the household reported a change in circumstances that made them eligible for expedited services if the application did not initially indicate this.  It should be the date the household’s completed and signed application form is received if a filing page only was submitted indicating expedited services eligibility.

This block sets the begin date for the EO delinquency computations. This is the first date the client reported the information to the agency.

Notebook: ELIG
Tab: SNAP
Field: Benefit Review / Renewal Action
PS-2 Block: C35

Instructions: Enter the appropriate code for the action taken on the Benefit Review/Renewal:

C
= Complete.
F
= Paper app received – Not yet reviewed.
I
= Incomplete or referred to Tier 2 Worker.
P
= All information provided – Processing center has received all information needed for review and referred to Tier 2 Worker.
V
= More verification required – Processing staff has requested more information.
X
= Review/renewal submitted on OKDHS Live!, not yet reviewed by processing center.

NOTE:  Once entered, information can be changed, but not deleted, by the user.
OKDHSLive! will automatically update this field when a renewal is submitted electronically. Leave blank if client did not return their BRR form. Enter “complete” ONLY if client submitted via OKDHSLive!, or returned a completed and signed BRR form, and returned all required verification.

Notebook: ELIG
Tab: SNAP
Field: Benefit Report Date
PS-2 Block: C36

Instructions: Enter the date the Benefit Review Report (FSS-BR-1) was received in the county office.NOTE:  Once entered, information can be changed, but not deleted, by the user.

Notebook: ELIG
Tab: SNAP
Field: Benefit Report Status
PS-2 Block: C37

Instructions: Computer Generated Field – the computer will set the Benefit Review Report Status based on the case record

A
= Annual Reporter
S
= Semi-Annual Reporter

Note: If this field is blank, the client is not a Benefit Reporter. For cases that are Benefit Reporters, this field affects the ability to make negative changes to the case for non-report months.

Notebook: ELIG
Tab: SNAP
Field: Self-Employment Income
PS-2 Block: C39
Instructions: Computer will enter total self-employment income from all sources of self-employment from information shown in Section F.
Notebook: ELIG
Tab: SNAP
Field: Business Expense
PS-2 Block: C40
Instructions: Computer will enter total amount of self-employment business expense from information shown in Section F.
Notebook: ELIG
Tab: SNAP
Field: Earned Income
PS-2 Block: C42

Instructions:Computer will enter total amount of gross earned income from information shown in Section F.

System does NOT calculate earned income on S-SNAP cases.  Income calculation for S-SNAP cases is done on C45 as follows:

  • Case Category C, H, J and T:   B62+B44
  • Case Category A, B and D:  B26+B59
Notebook: ELIG
Tab: SNAP
Field: Unearned Income
PS-2 Block: C45

Instructions:Computer will enter the total of countable unearned income from information shown in Section F.

System does NOT calculate earned income on S-SNAP cases.  Income calculation for S-SNAP cases is done on C45 as follows:

  • Case Category C, H, J and T: B62+B44
  • Case Category A, B and D: B26+B59
Notebook: INT
Tab: ELIG
Field: SNAP Penalty Income
PS-2 Block: C47

Instructions: Entered by the system when there is penalty income from TANF and/or SSI sanctions.  It displays the total amount in C45 Unearned Income that is attributable to the following penalty types:

  • TANF WORK NON-COOPERATION
  • SCHOOL ATTENDANCE  TANF PROGRAM VIOLATION
  • CHILD SUPPORT TANF PROGRAM VIOLATION
  • FRAUD TANF PROGRAM VIOLATION
  • IMMUNIZATION TANF PROGRAM VIOLATION
  • SOCIAL SECURITY NUMBER TANF PROGRAM VIOLATION
  • SSI PROGRAM NON-COOPERATION
Notebook: INT
Tab: Expenses
Field: Medical Expense
PS-2 Block: C48
Instructions: Enter the total amount of medical expense for elderly or disabled individuals.
See SNAP:Medical Expense Deduction 340:50-7-31(a)(3)
Notebook: INT
Tab: EXPENSES
Field: Dependent Care Cost.
PS-2 Block: C51

Instructions:This field is calculated from the total Dependent Care Expense entered in the Expenses Tab (F76)

For each household member who is eligible for the Dependent Care Deduction and is “Added To Benefits” for Food benefits – the amount showing by their name in the Expenses Tab / Dependent Care Expense field will be included in the sum of this field.

NOTE: When expenses are paid by or billed to persons disqualified for reasons other than fraud or being a fleeing felon or probation/parole violator, the amount of expenses shown in C51 Dependent Care Cost and C54 Shelter Cost must be the amount derived after subtracting the prorated amount excluded for the disqualified member.

Notebook: INT
Tab: EXPENSES
Field: Child Support Deduction.
PS-2 Block: C52

Instructions: Enter verified amount of legally binding child support payment made on behalf of non-household members.See SNAP:Legally-binding child support 340:50-7-31(5)

Enter the total being paid or the court ordered amount, whichever is lower.

Notebook: INT
Tab: SHELTER
Field: Shelter Cost.
PS-2 Block: C54

Instructions:Enter the amount of rent or mortgage which is billed or becomes due monthly. This should also include initial utility installation, taxes and home insurance.

NOTE: When expenses are paid by or billed to persons disqualified for reasons other than fraud or being a fleeing felon or probation/parole violator, the amount of expenses are shown in C51 Dependent Care Cost and C54 Shelter Cost must be the amount derived after subtracting the prorated amount excluded for the disqualified member.

See SNAP:Deductions Shelter costs 340:50-7-31(6)

Enter this field only when the household receives food benefits. For taxes and home insurance that is not billed monthly, take the yearly amount and divide it by 12. Then add the sum to the mortgage and use that amount.

Notebook: INT
Tab: SHELTER
Field: Utility Indicator
PS-2 Block: C59

Instructions: Use one of the following codes to show whether the household has utility costs and, if so, the standard for which they qualify.

B
=”Basic” utility allowance for households who do not have heating/cooling costs but are billed separately for utilities such as water, cooking fuel, sewer/garbage, telephone, etc.
N
= “None” utility allowance for households who have no responsibility for utility payments
S
= “Standard” utility allowance for households partially or fully responsible for heating/cooling costs separate from the rent or mortgage.
T
= “Telephone” allowance for households responsible for telephone cost only.

See SNAP:Deductions Shelter costs 340:50-7-31(6)
After entering information on this screen, document all cost verification in the Case Notes window. Enter this field only when the household receives food benefits.

Notebook: INT
Tab: SHELTER
Field: Utility Cost.
PS-2 Block: C60
Instructions: The computer will use the appropriate standard value from Appendix C-3 based on the indicator in C59.
See SNAP:Deductions Shelter costs 340:50-7-31(6)
Enter this field only when the household receives food benefits.
Notebook: INT
Tab: SNAP
Field: Homeless Shelter Cost Indicator
PS-2 Block: C61
Instructions:
The computer will use the appropriate standard value from Appendix C-3 based on the indicator in C59.
Y = Yes (C54 Shelter Cost + C60 Utility Cost must be greater than zero.)
N = No (C54 Shelter Cost + C60 Utility Cost must be zero.)
If Y, the system will compute benefits using the standard homeless shelter cost deduction as shown on Appendix C-3 and then using the excess shelter costs deduction. Benefits will be issued on the basis of which method results in the lowest net income.
Notebook: ELIG
Tab: SHELTER
Field: Net Income.
PS-2 Block: C63
Instructions: Computer entered to indicate the computed net income for this case.
Notebook: ELIG
Tab: SNAP
Field: Overpayment Indicator.
PS-2 Block: C65

Instructions: Entered by State Office

1
= 10% of allotment or $10, whichever is greater.
2
= 20% of allotment or $20, whichever is greater
3
= Voluntary Allotment Reduction
4
= Override for last reduction in allotment.
Notebook: ELIG
Tab: SNAP
Field: Recoupment
PS-2 Block: C66

Instructions: Entered by computer or by the State Office to indicate amount recouped for a food benefit overpayment.BLANK indicates no Overpayment

Notebook: ELIG
Tab: SNAP
Field: Food Benefit Entitlement
PS-2 Block: C68
Instructions: The computer will enter the amount of benefit for which the household is entitled before recoupment.
Notebook: ELIG
Tab: SNAP
Field: Benefits
PS-2 Block: C69
Instructions: The computer enters the amount of food benefits issued.
Notebook: ELIG
Tab: SNAP
Field: No. of Companion Cases
PS-2 Block: C70
Instructions: Systems generated field showing number of cases, not including this case, which have individuals receiving food benefits as a companion to this case.

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