1. Food Assistance Tune-Up
Welcome

4. Group Expectations Stay present
Respect each individual's right to learn
Critique ideas, not individuals
Own your own learning
Challenge yourself
Suffering is optional
PG 5

5. Housekeeping Start and Finish Times Breaks Lunches Safety
Food and drink
Clean-up
Training materials
PG 5

6. Introductions
PG 5

7. Food Assistance Tune-Up
Household Composition

8. Goal and Objectives
Course Goal: Participants will determine the correct household composition for Food Assistance (FA)
Objectives:
Recite the rules that apply to individuals considered mandatory, optional or ineligible in an FA household
Identify the correct FA household composition when presented with scenarios

9. What is a Food Assistance Household?
An Individual
People who buy and cook food together
Individuals unable to buy food separately due to age or disability
Individuals that live with others but buy food separately
PG 6

10. Mandatory Members Spouse
PG 6
Spouse
Natural, adoptive or step-children aged 21 and under
Children under 18 who have no means of financial support
Both parents of a common child
Individuals that “purchase and prepare” food together
Boarders

11. Optional Members
Roomers
Foster Children
Live-In Attendants
PG 7

12. Paddle Game: Household Composition
PG 7

13. Ineligible Members
Individuals who have not complied with work requirements
Individuals that have an active Intentional Program Violation (IPV)
Some Students
Some Non-Citizens
Individuals that do not provide a Social Security Number
Fugitives or Fleeing Felons
Individuals in violation of probation or parole
Strikers
PG 8

14. Children in Common
PG 8

15. Temporary Members
Individuals that are considered as part of the Food Assistance household, even if they are not in the home everyday
The individual must purchase and prepare food with the household for at least part of the month
PG 9

16. Household Composition Review
PG 9

17. Food Assistance Tune-Up
The Food Assistance Interview

18. Goals and Objectives
Course Goal: Participants will accurately complete a Food Assistance Interview
Objectives:
Recite Food Assistance interviewing guidelines
Describe the missed interview process
Recall correct guidelines for handling missed or late verifications
Determine when to initiate a new application or rescind

19. The Story…
PG 9

20. The Food Assistance Interview
PG 10

21. FICTION Fact or Fiction?
An interview must be conducted within 30 days if the household is potentially eligible for expedite food assistance
FICTION
PG 10

22. Fact or Fiction
An interview is required at every initial application for Food Assistance
FACT
PG 10

23. Fact or Fiction?
Food Assistance benefits can be issued before an interview is conducted if the household is eligible for expedite benefits
FICTION
PG 10

24. An interview only needs to occur once, at the initial application
Fact or Fiction?
An interview only needs to occur once, at the initial application
FICTION
PG 10

25. Fact or Fiction?
An interview can only be completed with the person who signed the application
FICTION
PG 10

26. Additional Information
An interview must be scheduled
The client must receive a notice telling them when the interview is scheduled
If a client misses the interview, they will forfeit the right to receive expedite benefits
PG 10

27. Additional Information
The main purpose of the interview is to:
Tell the client how to use the EBT card
Talk to the client about football
Obtain or clarify information reported on the application or household circumstances
PG 10

28. Additional Information
If the household does not complete an interview within 30 days, the application will be denied for failure to attend an interview
A Notice of Missed Interview must be sent to the client if they miss a scheduled interview
PG 10

29. After the interview is done…
The application for Food Assistance must be completed within 30 calendar days
PG 11

30. After the interview is done…
Some households are eligible to receive benefits faster
Those benefits are called “expedite food assistance benefits”
These applications must be processed within 7 calendar days
PG 11

31. After the interview is done…
Expedite benefits are issued based on the clients declaration of information, following the interview
If additional information is needed:
Expedite benefits should be issued
The additional needed information must be received before continuing benefits can be processed
PG 11

32. Additional Verification is Required, Now What?
Once an interview has been completed, determine if additional verification is required
All information should be data entered into CBMS and a Verification Checklist (VCL) should be sent to the client
A VCL will tell the client what they need to provide and when it is due
PG 11

33. Missed Verification PG 12
Locate the FA Denial Process for Missed or Late Verification at Initial Application/Late RRRs desk aid

34. Late Verification: Initial Application/Late RRR
Enter verification and approve benefits back to the date of application
Update Individual Compliance, if necessary, Rescind the case
If verification is received within 30 days of the application date
PG 13

35. Late Verifications: RRRs
If verification is received after the VCL due date, but within the RRR end month
1st 30 days
Rescind case, enter verification and process benefits based on the original RRR date
PG 13

36. Late Verifications: RRRs
If verification is received after the VCL due date but within the first 30 days of what would be the new certification period
2nd 30 days
Re-AI the case using the date the verification was received as the new date of application
PG 13

37. Late Verifications: RRRs
If verification is received after the due date and more than 30 days than the beginning of what would be the new certification period
61st day
The client must complete a new application
PG 13

38. AI or Rescind: Paddle Game
PG 14

39. The Case is Processed, Now What?
PG 15

40. Food Assistance Tune-Up
Payment Errors

41. Goals and Objectives
Course Goal: Participants will identify common data entry errors and causes that contribute to FA payment errors
Objectives:
Recite overpayment and underpayment definitions
Recognize the most common errors according to SNAP QA
Identify solutions that can be implemented immediately

42. SNAP Bingo – A new way to brainstorm!
PG 15

43. PG
15-16
What is a Payment Error?
The overpayment error rate counts benefits issued to ineligible households or issued to eli­gible households in excess of what federal rules provide­
The underpayment error rate measures errors in which eligible, par­ti­­cipating households received smaller benefits than SNAP rules direct
*Center on Budget and Policy Priorities

44. What is a Payment Error
The error “threshold” or the amount that is considered an error changes every year in October
The threshold for errors effective Oct 2013 is $37
All errors are reported to the federal office and must be corrected by the county; regardless of the dollar amount PG
15-16

45. Effective Begin and End Dates
We Think…
Common Errors…
Deductions
Income Frequency
Effective Begin and End Dates
Data Entry Errors
When to Verify
PG 16

46. SNAP QA Says… Common Errors… PG 16 IEVS/DOLE Household Composition
Shelter/Utility Deductions
Income Frequency
Household Composition
Failure to Act on Changes
IEVS/DOLE

47. SNAP QA FACTS
69% of all Shelter and Unemployment Insurance Benefits (UIB) errors occurred at RRR
62% of Shelter errors were the result of reported information not being acted upon
57% of UIB errors had unworked IEVS hits
29% of Shelter and UIB errors were the result of incorrect data entry
PG 16
*SNAP QA data FFY st Quarter of 2013

48. Carousel Walk
PG 16

49. Action Planning & Commitments
The process of focusing ideas and creating concrete goals with steps to take
PG 17

50. Food Assistance Tune-Up
Shelter and Utility Allowances

51. Goals and Objectives
Course Goal: Participants will be able to accurately determine the correct shelter and utility expenses in CBMS
Objectives:
Recall the Mandatory Standard Utility Allowance (MUA)
Recite allowable and non-allowable shelter deductions
Determine correct MUA and shelter expenses when presented with scenarios

52. Mandatory Standard Utility Allowance
PG 18
Heating and/or Cooling Utility Allowance (HCUA)
$453
Basic Utility Allowance (BUA)
$286
One Utility Allowance (OUA)
$54
Telephone Allowance
$73
*Effective October 1, 2013

53. Shelter Expense Heating/Cooling Utility Allowance (HCUA)
If a household has received LEAP within the last 12 months at any address they are eligible to receive the HCUA utility allowance!
PG 18
Shelter Expense
Heating/Cooling Utility Allowance (HCUA)
Household is responsible for heating and/or cooling expenses
Highest utility deduction
Households that receive a LEAP payment are entitled to the HCUA
Majority of households receive this allowance

54. Shelter Expense Basic Utility Allowance (BUA)
PG 18
Basic Utility Allowance (BUA)
Household is responsible for two or more utilities that are not considered heating or cooling
Second highest utility deduction
Example: household is responsible for trash and sewer

55. Shelter Expense One Utility Allowance (OUA)
Household is only responsible for one utility payment a month that is not considered heating or cooling
Lowest utility allowance
Example: household is only responsible for trash
PG 18

56. Shelter Expense Telephone Allowance
Household is only responsible for their telephone
Allow cell phones, home phones
Allow if the expense is associated with an actual phone (e.g. not a calling card)
PG 18

57. Client Statement is acceptable for Shelter Expenses!
EFFECTIVE SEPTEMBER 1, 2014
Client Statement is acceptable for Shelter Expenses!
Allowable Shelter Deductions
Rent
Lot Rent
Home Association Fees (HOA)
Mortgage
Second Mortgage
Home Equity Loans
Property Taxes
Homeowners Insurance
PG 18

58. Non -Allowable Shelter Deductions
PG 18
Parking fees
Garage fees
Appliance fees
Pet fees
Late fees
Security Deposits
Renter’s Insurance

59. Utility Allowance Scenarios
PG 18

60. Food Assistance Tune-Up
Income and Eligibility Verification System (IEVS)

61. Goals and Objectives
Course Goal: Participants will determine the appropriate action required when an Income and Eligibility Verification System (IEVS) discrepancy is interfaced within CBMS
Objectives:
Describe timeframes associated with processing IEVS
Determine the appropriate action needed for IEVS disposition
Recall the sources of IEVS information

62. IEVS ~ UIB PG 20 Posted Monthly The month prior to the IEVS Run Month
August information will post when run in September
Discrepancy
Shows the difference between the CBMS summed amount and the UIB summed amount
Verified Upon Receipt for Food Assistance
IEVS Run Date will be the Date reported and Date Verified
Adverse Action
Begins on the date of the IEVS hit, not the date of the check
21 days from the Run Date

63. IEVS ~ UIB
PG 20
This is the IEVS Run Date…A Case Comment with this information will be automatically system-generated

64. IEVS ~ UIB PG 20 UIB does not directly interface with CBMS
UIB income must be manually entered into the Income Details window in CBMS
Check DOLE to verify the amount that the customer is receiving
UIB should be entered with a frequency of every 2 weeks, not weekly
PG 20

65. Payment Issuance= Every 2 Weeks
PGM CDE = Program Code
BWE=Benefit Week Ending
PAYMT DOI = Payment Date of Issuance – Every 2 Weeks
ORIG PYMT = Gross Amount that was issued

66. Timeframes for addressing UIB IEVS Hits…
If IEVS hits in a particular month, you must take action by batch cut-off of the following month
IEVS hits in August; action must be taken by batch cut-off in September
PG 21

67. Timeframes for addressing UIB IEVS Hits…
If there is an IEVS Hit in the month of November, action must be taken when:
At the next RRR
By Christmas Eve
By batch-cut off in December
When the client reports they started receiving UIB
PG 21

68. Timeframes for addressing IEVS
What happens if a UIB IEVS hit is not addressed timely?
An FA Use Month change will almost always be required
Overpayment of Benefits will occur, which can result in a claim that must be paid by the household
Claim will be valid based on “21-day rule”
PG 21

69. IEVS - Priorities - Ongoing Mode
Unemployment Insurance Benefits
BENDEX/SDX
Wages
PG 21

70. IEVS
General Information

71. Information Received through IEVS
SSA
Social Security Benefits, SSI, Pensions, Self-Employment Earnings, Federal employee earnings
IRS
Unearned income
Currently does not interface with CBMS
DOLE
Wage information
Unemployment Insurance Benefits (UIB)
PG 22

72. Timeframes for addressing IEVS
Wage, SDX, BENDEX hits:
You have 45 days from the date of the IEVS hit to work IEVS hits from Wages, SDX or BENDEX
You must check IEVS discrepancies at a minimum; at every RRR
PG 22

73. Disposition of IEVS
No Action Required- Information Reported by client
No Action Required- Eligibility/Benefits not Affected
No Action Required- Action previously taken
No Action Required- Case closed
No Action Required- Invalid Match
Benefits Reduced
Benefits Discontinued/Closure
Benefits Increased
After reviewing the IEVS discrepancy, you must dispose of the information using the correct Disposition values:
PG 23

74. There is a reason for an IEVS hit…What is IEVS telling you?
IEVS… Info to Know
There is a reason for an IEVS hit…What is IEVS telling you?
Over Income?
All IEVS hits must be addressed prior to disposition
New Job?
PG 23

75. IEVS ~ Case Comments
CBMS auto generates a case comment when you dispose of an IEVS hit
IEVS should always be addressed in Case Comments by the worker
PG 23

76. IEVS ~ Best Practices
Document each discrepancy that was addressed in a separate case comment, including what action was taken and the disposition reason
Use the term “3rd Party Verification” instead of IEVS
Request verification from the employer, when possible
PG 24

77. IEVS ~ Best Practices PG 24
When reviewing IEVS discrepancies from Wages:
Determine if the household was actually receiving benefits during the time period of the discrepancy
Check to see if the job has already been entered into CBMS
Determine if the income reported and the information IEVS is reporting are different
Ensure the information is not subject to Simplified Reporting rules
PG 24

78. Food Assistance Tune-Up
Verified Upon Receipt

79. Goals and Objectives
Course Goal: Participants will accurately apply Verified Upon Receipt timely
Objectives:
Define Verified Upon Receipt
Recall changes that are considered Verified Upon Receipt
Appropriately apply the FA 21 day rule to changes that are considered Verified Upon Receipt

80. Verified Upon Receipt
Information that is received from a primary source, which the State has determined is complete, not questionable, and does not require further verification once received; such as automated information and interfaces

81. Verified Upon Receipt PG 25 Death SDX/Bendex
Title XVI – SSI Benefits
Title II – SSDI, Retirement or Survivors Benefits
SDX/Bendex
Reported through IEVS and obtained through the Department of Labor and Employment (DOLE)
Unemployment Compensation Benefits
Imposing or Lifting of Sanctions
Employment First Sanction
State of Colorado only
Intentional Program Violations (IPV) findings
Information regarding non-citizens
Systematic Alien Verification for Entitlements (SAVE) interface
Information received through SDX or Bendex
Death

82. Verified Upon Receipt PG 26
Information that is reported and verified to a Public Assistance (PA) program
Changes to the amount of a Public Assistance Grant
Changes in Household Composition
Child Support Income

83. The Count… Verified Upon Receipt
Information is reported and verified on the same day
Since information is reported and verified on the same day, the 1st ten days are eliminated
31-10=
21 day count
PG 26

84. Food Assistance Tune-Up
Simplified Reporting

85. Goal and Objectives
Course Goal: Participants will accurately apply Simplified Reporting Guidelines
Objectives:
Define Simplified Reporting
Recall changes that must be reported under Simplified Reporting guidelines
Discuss the specifics of a Simplified Reporting household

86. Simplified Reporting
Simplified reporting households shall not be required to report and verify any changes except an increase in income if the amount exceeds 130% of poverty level
PG 26

87. Simplified Reporting
The only change that must be reported under Simplified Reporting guidelines is an increase to the household’s income that exceeds 130% FPL for their household size
If a household reports income that exceeds the income limit, that change will be considered “reported” and “verified” on the same day and the 21-day rule will apply
PG 26-27

88. Simplified Reporting PG
26-27
Households may report changes that will increase their benefits
Changes to shelter or utility expenses, loss of income etc.

89. Simplified Reporting
Only changes that are considered Verified Upon Receipt may be acted on during the certification period
PG 26-27

90. Simplified Reporting Households
What does a Simplified Reporting Household look like?
PG 27

91. Verified Upon Receipt Simplified Reporting
PG 27
Verified Upon Receipt
Simplified Reporting
This information will take effect within the certification period regardless of if it causes a decrease or increase in the FA benefit amount
This action is to be taken on Simplified Reporting and non-Simplified Reporting households
Claims due to untimely action are valid
Information that is not considered Verified Upon Receipt or is not a mandatory change that would decrease the FA benefit amount, would take effect at the next certification period
If the information will increase the FA benefit amount, the change will be effective the month after the date it is reported and verified (date of change)
The most important action is to determine when the information will take effect on the Food Assistance case

92. Paddle Game: Verified Upon Receipt or Simplified Reporting
PG 28

93. Food Assistance Tune-Up
Changes - Ten Days to Action…

94. Goals and Objectives
Course Goal: Participants will identify the correct action when processing changes
Objectives:
Differentiate between Simplified Reporting and Verified Upon Receipt
Accurately determine when a change should take place when presented with scenarios

95. PG 28
Changes
The only change that must be reported in a Simplified Reporting Household is when the household income exceeds 130% FPL
Households can report changes that will increase their benefits
If a reported action is not acted upon within 10 days of when the change is considered reported, it will be counted as an Invalid Negative Case Error!
NOTE:

96. Changes
If a household reports that they have exceeded the income limit, the change is considered “reported” and “verified "on the same day and the 21-day rule will apply
The 21-day count will start from the day the client reports the information
PG 28

97. Changes
PG 28
A client sends in a Change Report Form on June 3rd stating that they started a new job and they have exceeded the income limit. When does the change take effect:
August
At the next RRR
September
July

98. Changes
A client reports on April 28th that she has exceeded the income limit, when will the change go into effect:
At the next RRR
May
On the clients birthday
June
PG 28

99. Changes
Changes must be reported by the 10th of the month following the month of the change
Negative changes are subject to Adverse Action
Changes that decrease or discontinue a household’s benefits
PG 28

100. Changes
Positive changes may be acted on the month following the month the change was reported and verified
Failure to report changes (or report them timely) may result in an overpayment of benefits
PG 28

101. Changes
PG 28
Adverse Action is any action to reduce or terminate a household’s benefits within the certification period
The household must receive an Advance Notice of Adverse Action (NOAA) at least 10 days prior to the adverse action taking effect, plus one day for mailing time
31-day count

102. 31-day Count PG 29 10 days to obtain and enter verification 11 days
10 days to report and verify
10 days to obtain and enter verification
11 days
(10+1 mailing day)
for NOAA
PG 29

103. Scavenger Hunt
PG 29-39

104. Food Assistance Tune-Up
Wrap-Up

105. Goals and Objectives
Course Goal: Accurately interpret Food Assistance eligibility in Wrap-Up
Objectives:
Recall the five tabs for Food Assistance Financial Eligibility
Utilize the information in the Food Assistance Financial Eligibility tabs to ensure an accurate eligibility result

106. Wrap-Up: What You Need to Know
Gross Income Test
Housing/
Shelter
Adjusted Income
Budget
Resource Test
FA Financial Eligibility is broken out into 5 tabs:
PG 40

107. Food Assistance Financial Eligibility
If Expedite eligible, Gross Income Standard is $150
Tip: Click here to determine individual amount and type of income that is represented in the Gross Income Total field
PG 40

108. Housing/Shelter
PG 41
The correct Mandatory Monthly Utility Allowance (MUA) will populate here
If household is receiving the HCUA, this will be checked
The total of the MUA and the housing costs
The total amount of rent, mortgage, property taxes, etc.

109. Adjusted Income
PG 41
The entire billed amount of Dependent Care is allowed as a deduction
Captures the paid amount of court ordered Child Support-
this is deducted from the gross income
Amount of income from Colorado Works & Adult Financial programs
Allowable Medical Expenses minus $35

110. PG 42
Budget
Information on this page is compiled from all other tabs, if that information is accurate; the Budget tab will be correct!

111. 95-98% of FA households do not have a resource test
PG 42
95-98% of FA households do not have a resource test
The Maximum Resource Standard is set based on the Households Categorical Eligibility

112. Preventing Errors…
PG 43

113. Resources cdhs_foodstamp_policy@state.co.us www.traincolorado.com
Contact the Staff Development Center at: