Receiving a SNAP Application

The SNAP process begins when a household submits an application.  Receiving an application establishes the household’s request for benefits and the application date.

There are 3 ways a SNAP application may be received:

1. Full electronic application through OKDHSLive – Recommended
2. Limited SNAP application – OKDHSLive or OKBenefits
3. Paper Application – Mail or drop off

The type of application received determines what is automated and what staff must complete manually.

1. Full Electronic Application through OKDHSLive (Recommended)

This is the recommended and preferred method for applying for SNAP.  The household (or proxy) completes the online SNAP application in full with all required information.

What happens automatically?

For a full OKDHSLive application, the following actions are automated:

• Electronic application request, summary, and signature captured.
• A text message to the household confirms the application was received.
• The household is automatically screened for expedited services.
• Case Notes are created documenting the application submission and screening results.
• A task is created in Current for routing to an eligibility worker.
• The OnDemand Interview Notice is issued.

Staff action

No further staff action is required for this step in the process.

2. Limited electronic applications – Incomplete Information

A limited application establishes the SNAP request and the application date, but additional forms and information are needed to complete the application.

Limited applications may be received through:

OKDHSLive

OKBenefits

Pathway 1 – Incomplete OKDHSLive application

If the household logs into OKDHSLive and submits an application before answering all necessary questions, the application is treated as a Limited SNAP application. The application summary will show “Limited SNAP” under the benefit requested.

What happens automatically?

The same automated process used for a full OKDHSLive application occurs:

• Electronic application request, partial summary, and signature captured
• A text message to the household confirms the application was received.
• The household is automatically screened for expedited services
• Case Notes are created documenting the application submission and screening results.
• A task is created in Current for routing to an eligibility worker.
• The OnDemand Interview Notice is issued.

Staff Action

The primary additional action required by the eligibility worker is:

• Upload the FSS-1 – Eligibility Information for Benefits form from FACS to complete all necessary household information that was not captured by the incomplete application.

Pathway 2 – OKBenefits

An application received through OKBenefits only requires the following to submit the request: Name, Address, Signature

What happens automatically?

• Electronic application request, partial summary, and signature captured
• The household is automatically determined eligible for expedited services
• A task is created and expressed in Current for routing to an eligibility worker.

Staff Action

The gatekeeper completes all the following:

Determine the Correct Case Number

• A temporary case number is assigned through OKBenefits, and a review is completed to determine if a case number already exists for this household or a new case number is needed.

• Establish the Application
  • Put SNAP in application status using the date the application was received.
  • If the application is received after business hours, the application date is the next business day.
• Re-index Electronic Summary from temporary case number to real case number
  • Upload the limited OKBenefits summary. This establishes the request and fulfills the signature requirement.

The eligibility worker completes all of the following:

• Contact the household immediately using the standard “cold call” process.
  • Since applications are automatically screened as eligible for expedited services, a phone call must be made to the household immediately upon assignment.
• Issue the Interview Notice
  • Issue the OnDemand Interview Notice to the household at the address listed on the application if the household is unable to be reached by phone.
• Upload Required Forms
  • After the interview, upload the FSS-1 – Eligibility Information for Benefits form from FACS to complete all necessary household information that was not captured by the incomplete application.

Paper Application – Mail or Drop Off

A paper application may be received by mail or dropped off at a local OKDHS office when the household prefers to complete a paper application, the household is unable to be directed to a retail worker to assist in the application process (proxy), or the electronic application is offline.

A paper application consists of 3 forms which must be uploaded to OnBase as part of the application documentation:

PS-1 – Request for Benefits

FSS-1 – Eligibility Information for Benefits

FSS-1-B – Rights, Responsibilities, and Signature for Benefits

Because there is no electronic summary, electronic signature, or automated processing, staff must complete all application processing steps manually.

Staff Action

The gatekeeper or retail staff completes all of the following:

• Determine the Correct Case Number
  • A review is completed to determine if a case number already exists for this household or if a new case number is needed.
• Establish the Application
  • Put SNAP in application status using the date the application was received.
  • If the application is received after business hours, the application date is the next business day.
  • Update address, if needed.
  • SNAP cases are assigned to 02C 0299.
• Expedited Services Screening
  • Complete the expedited screening using the EO Screening Tool in Quest.
  • Document the screening results on the PS-1 form and in Case Notes.
• Upload the submitted PS-1 – Request for Benefits form
  • Index to 830 AFS Application/Renewal and select the appropriate application type
  • PS-1 – Request for Benefits form: This establishes the request and fulfills the signature requirement.
  • FSS-1-B – Rights, Responsibilities, and Signature form: This provides necessary information for the household and captures the required signature to complete the application.
  • All supporting documentation or verification
  • Cancel auto generated or system generated tasks to prevent duplication.
• Create a task in Current
  • Create a non-lobby Application or Virtual Lobby Task and assign it appropriately
  • Express the task in Current if application is screened as eligible for expedited services.

The eligibility worker completes all of the following:

• Contact the household immediately using the standard “cold call” process only if the application is screened as eligible for expedited services
• Issue the On Demand Interview Notice
  • The interview notice must be issued if contact was not made with the household.
  • Ensure the address on the notice is the same as what is listed on the application.
• Upload Required Forms
  • After the interview, upload the FSS-1 – Eligibility Information for Benefits form from FACS to complete all necessary household information that was not captured by the incomplete application.

Summary:

Before Establishing New SNAP Application – STOP!

A new application should not automatically be put in app status every time one is received.  Before establishing a new application date, review the case and ask:

• Is there already a valid SNAP application?
• Is the household currently receiving SNAP benefits?
• Was the case recently closed?
• Does the closure reason allow the case to be reopened?
• Is the household requesting SNAP for a new certification period?

The answers determine whether staff should:

• Continue processing an existing application
• Take action on an open case
• Reopen a closed case; or
• Establish a new application

 When a New Application is Needed

A SNAP application is generally needed in the following situations:

Initial Application: The household has never received SNAP, or the effective date of prior closure has passed and the case is no longer eligible for a reopen action.

Certification Renewal (CR): The SNAP benefit is open and in the final month of the current certification period.  The closure code at the end of a certification period is 36A.

Denial for Failure to Complete Interview (59): The SNAP application is no longer valid when the household does not complete the interview within 30 days of the application date.

Denial for Failure to Provide Requested Verification (45): The SNAP application is no longer valid when the required interview has been completed within 30 days, but verification is not provided within 60 days of the application date.

 SNAP Was Not Requested: An application submitted for another program (TANF, Medical Programs, Energy Assistance, or Child Care) does NOT establish a SNAP application.  If SNAP is not in application status, it was likely not requested.

Duplicate applications

A duplicate application is a second or subsequent application received when:

• A valid SNAP application already exists and has not expired or become invalid; or
• The household is already receiving SNAP, and a new application is not needed.

What should staff do?

A duplicate application should not be ignored, but it also should not automatically be established as a new application.

Before establishing a new application:

• Review the existing application or case.
• Determine whether a new SNAP application is actually needed.
• Review the new submission for changes or new information (new address, household members, etc.) and take appropriate action on any new information.

Do not use a duplicate application to replace, reset, or change the application date of an existing valid application.  If the duplicate application is in app status, submit a Remedy ticket to back it off and explain the reason.

 Case Notes

Document:

• That the submission was identified as a duplicate
• What action was taken; and
• Why a new application was or was not needed

Examples of Potential Duplicate Applications

• Within 60 days of a 45 denial – An application that was denied for Failure to Provide Necessary Verification Within the Time Allowance (45) when the original application remains valid.
• Within 60 days of S/EO approval – An application that was approved for Expedited Services with Postponed Verification (S/EO) when the original application remains valid.
• After a 45 closure – A case was closed for Failure to Provide Necessary Verification Within the Time Allowance (45) when all verification was provided by the closure date and the case may be reopened.

When a new SNAP application is NOT needed

A new application is NOT needed when the existing SNAP case can be reopened under policy.

Agency Error Closure

If the closure occurred because policy or procedure was not administered correctly and the household remains eligible, reopen the case effective the first day of the closure month.  This does not apply to a 36A closure.

Closure on 36S

If the closure occurred due to 36S but the Mid-Certification Renewal (MCR) is submitted, the household continues to be eligible, and all verification is provided:

• on or before the effective date, reopen the case effective the closure date.
• after the closure effective date but before the last day of the closure month, reopen the case effective the date the household submitted all required verification to complete the MCR.

Closure on 45 – “Failed to Provide Necessary Verification Within Time Allowance”

If the household provided all requested verification on or before the closure effective date and continue to be eligible, reopen the case for same day as the closure.

REMEMBER: Closed and Denied are not the same.  Use a reopen action only when SNAP policy allows the closed case to be reopened.  Do NOT use a reopen action when the SNAP application is denied