What this Means

A Date of Death discrepancy occurs when the Social Security Administration (SSA) reports that a person is deceased. The reported date of death appears on the BEN or SDX screen.

A notification can also be received through a PARIS Death Match file sent by OIG and uploaded into OnBase which will trigger an action.

This discrepancy cannot be cleared using BEN/SDX alone – verification is required.

Step 1: Verify the Information

Search for an obituary or public death record.

If found:

• Upload proof to OnBase.
• Cancel the task notification to Current.
• Add case notes explaining what verification was used.

Step 2: Take Action on the Case

Single-Person Household

• In FACS Eligibility Notebook, close the benefit using:
  • Reason: ‘Death – No Notice Generated (01)’
  • Effective Date: Date of death
  • Notice Requirement:” No”
• Document in Case Notes.
• Current Outcome: “Denied/Closed”

Multi-Person Household

1. If spouse or another adult is added to the household:
   • In FACS, Interview Notebook, Household Tab for Deceased Person
     • Remove only the deceased person from the benefit:
     • Reason: ‘Death’
     • Effective Date: date of death
     • Relation to Payee block: Update deceased person’s status to former payee, if applicable
   • In FACS, Interview Notebook, Household Tab
     • Assign a new payee, if applicable (spouse or another adult)
     • Update marital status of spouse, if needed (e.g., married → widowed).
   • In FACS, Eligibility Notebook
     • Type Action Taken = ‘Change’
     • Effective Date = Next Effective Date
   • Document in Case Notes.
   • Current Outcome: “Cert/Complete”

Important EBT Note for SNAP benefits: The spouse or other adult household member MUST be added as an authorized representative prior to removing the deceased payee.  This will allow access to the remaining SNAP benefits after the payee’s EBT card has been automatically deactivated.

2. If no other adult is added to the case:
   • In FACS, Interview Notebook, Household Tab
     • Remove children from the benefit.
   • In FACS, Eligibility Notebook, SNAP tab
     • Type Action Taken: “Close”
     • Reason: “Other – no generated notice”
     • Effective Date: Next Effective Date
   • Open a new case for the children with a new payee. This requires a new application and a new payee.
   • Document in Case Notes.
   • Current Outcome: “Denied/Closed”

Important EBT Note for SNAP benefits: If there are only children remaining on the case, an authorized representative must be added to the case before closing.  This will allow an EBT card to be issued for access to the remaining SNAP benefits.  After the auth rep is added, close the case to stop future issuances.

If Verification Cannot Be Obtained

Attempt Contact

Try to contact other household members (if any) by phone.  This is a sensitive situation.  Please speak carefully and respectfully to the family.  Explain the agency has received information regarding the passing of the person and needs to verify this information.  If date of death is confirmed, follow the actions in Step 2 above.

Send Verification Request

If no contact is made by phone:

• Mail ADM-92 Client Contact and Information Request (08AD092E) and select “Contact Us”. Allow 10 days for due date or benefits will be closed.
• Document in Case Notes.
• Current outcome: “pending with due date” for 10 days from mailing date.

If No Response to ADM-92

1. Change Reporting Households (Cert period of 1 to 4 months)
   • In FACS Eligibility Notebook, close the benefit using:
     • Reason: “Failed or Refused to Provide Necessary Verification – 45”
     • Effective Date: Date of death
     • Notice Requirement: “No”
   • Document in Case Notes.
   • Enter outcome in Current: “denied/closed”
2. Semi-Annual or Annual Reporting Households (Cert period of 12 or 24 months)
   • For single-person household: Close for next available effective date.
   • In FACS Eligibility Notebook, close the benefit using:
     Reason: “Failed or Refused to Provide Necessary Verification – 45”
     Effective Date: Next Effective Date
     Adv. Notice Requirement:” No”
   • Document in Case Notes.
   • Current Outcome: “denied/closed”

• For a multi-person household: Remove the individual from the benefit
  • In FACS, Interview Notebook, Household Tab for Deceased Person
    • Remove only the deceased person from the benefit:
    • Reason: “Other”
    • Effective Date: next effective date
    • Relation to Payee block: Update deceased person’s status to former payee, if applicable
  • In FACS, Interview Notebook, Household Tab
    • Assign a new payee, if applicable (spouse or another adult)
  • INDENT In FACS, Eligibility Notebook
    • Type Action Taken = ‘Change’
    • Effective Date = Next Effective Date
    • Notice Requirement: “No”

Documentation Requirements

Case notes must:

• State the discrepancy or information received and the reported date of death
• Clearly explain what verification was used to resolve or attempt to resolve the discrepancy
• Note the action taken

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

Use ‘DOD’ for the Data Type and Error Type for Date of Death discrepancies.