A Date of Death (DOD) G1DX discrepancy occurs when SSA indicates through data exchange that a death has occurred. A date of death is given on the BEN or SDX screen.

The date of death discrepancy cannot be cleared solely on the information provided on the BEN or SDX screen. You must take action on the data match to verify the client’s date of death.

First attempt to verify the client’s date of death by looking for an obituary or other public record. If an obituary or death record is found; upload a copy to OnBase. Cancel the task notification to Current. Then update case notes, indicating what verification you used to resolve the discrepancy.

Next, take action on the case. If it is a single person household, you will need to close the case on reason ’01-Death’. The effective date is the client’s date of death. This ensures the household will not receive a notice. If you receive an edit, your supervisor or Remedy will be able to push through the closure. Document the closure in case notes. Enter an outcome of “denied/closed” in Current.

If there are other household members, the steps displayed here are for properly removing the deceased individual from the case.

• If the deceased person was the payee – change (F9) to former payee
• Change spouse or other adult (F9) to payee
• Update marital status (F21) if applicable. For instance changing married code to widowed.
• On the household tab, remove deceased individual from SNAP, reason death, and effective date (date of death).
• Change to the SNAP section.

If there isn’t another household member, the worker should remove the children from the case and then close the case for a single household member as described above. Children should be placed on a new case with a new payee.

NOTE: If there are children on the case, the household should set someone up as the authorized representative, before closing the case on death. This will allow the authorized representative to access the remaining benefits for the children. However, once the authorized representative is identified and it is set up; the case needs to be closed to prevent additional benefits form issuing on the case.

When a case is closed on the death of the payee it crosses over to EPPIC and deactivates the payee’s card. It cannot be replaced by mail from Conduent by the CSR. The payee’s card can no longer be used to access benefits on the case.

Also make sure to not change the card from deceased status to other status. Please reach out to EPS instead.

After 270 days of inactivity, unused benefits are expunged.

Important:

If an obituary or other public death records for the client cannot be found, the worker attempts to contact other SNAP household members if there are any.

Whether this is a single or multiple person household, if no contact is made by phone, the worker must mail an ADM-92-Request for verification to the SNAP household. Update case notes and enter an outcome in Current of “pending with due date” and enter a date 10 days from the date the request is mailed.

If the case is a change reporting household and there is no response to the ADM-92 within the 10 day timeframe, the worker must close the case for the next effective month on reason ’45-Failure to Provide Verification’. Document in case notes and enter an outcome of “denied/closed” in Current.

If the case is a semi-annual or annual reporter and there is no response, the federal rules require us to remove the individual and the individual’s income from SNAP. The worker removes the client from the case using (S/R) with reason ‘other’ or, in a one-person household, closes the case for the next effective date. Document in case notes and enter an outcome in Current.

The worker must enter adequate case notes when clearing this type of discrepancy. The case note must indicate what verification resolved the edit; it must not merely mention that the worker cleared the edit.

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.