3105 Application Processing | SNAP

Georgia Division of Family and Children Services
SNAP Policy Manual

Policy Title:

Application Processing

Effective Date:

July 2024

Chapter:

3100

Policy Number:

3105

Previous Policy Number(s):

MT-77

Updated or Reviewed in MT:

MT-78

Requirements

The application process begins with the request for Supplemental Nutrition Assistance Program (SNAP) benefits and ends with notification to the assistance unit (AU) of its eligibility for benefits.

Basic Considerations

The application process includes filing and completing an application, being interviewed, having certain information verified, and processing information in the eligibility system within the required standard of promptness.

Anyone may apply for SNAP benefits including the following individuals:

Head of the AU
Other responsible adult AU members
Authorized representative (Refer to 3120 Authorized Representative)
Authorized representatives for residents of drug and alcohol treatment centers (Refer to 3120 Authorized Representative)
Residents of a group home
IPV disqualified individual if that individual is the only adult member of the AU.

Head of the AU

A SNAP AU, consisting of only one adult member will have that member designated as the head of the AU.

If a SNAP AU consists of two or more adult AU members and one of the adults is a parent to children living in the AU, then the AU may select the adult parent or an adult serving in a parental role to children less than 18 years of age in the AU, as the head of the AU. The adults in the AU must agree on the designation of the head of the AU for SNAP purposes.

An adult is defined as an individual who is:

age 18 and over
head of the AU if under 18

A parent is defined as:

a natural
adoptive
stepparent, or
a person serving in a parental role

An AU, which consists of no adults, is allowed to select any AU member as the head of the AU. The person selected should be the person with responsibility for the AU’s business affairs.

If the AU does not make a decision as to who is the head of the AU, the assigned Eligibility Specialist will make that determination.

The person designated as the head of the AU should appear as the first entry on the computer database for that case.

SNAP AUs may select the head of the AU at each initial application or recertification (renewal) and when there is a change in AU composition. The agency must explain to all AUs at the time of application and when changes in AU composition occur (which could affect the head of the AU designation) of the AU’s right to select a head of the AU. The explanation shall include a discussion of the household’s option to select the head of the AU, the circumstances under which an AU may change its designation, and how that change should be reported. Refer to 3715 Interim Changes for policy on changes in the head of the AU.

Availability of Application Forms

The application form must be provided to the AU upon request. The county office that receives a request for an application form must give or mail the form to the AU and inform the AU of where and how to apply.

Initial Application

An initial application is an application that is filed following any period in which the AU has not been certified for benefits. A recertification (renewal) application is an application filed within the last month of the certification period or within 30 days following the last month of the current certification period.

Refer to Chart 3710.1, Recertification (Renewals), for procedures on how to process applications received within 30 days following the end of a certification period.

Right to Same Day Filing

The “Right to Same Day Filing” allows individuals to begin the application process and have access to SNAP benefits at any time they make a request for assistance.

An individual has the right to file an application on the day of the initial request for benefits. The agency cannot refuse anyone the right to same day filing and must inform the individual of the right to file an application form on the same day he/she or his/her representative contacts the agency, in person or by phone, expressing interest in obtaining assistance.

If an individual requests an application by mail, the right to same day filing is met if the application is mailed on the day the person makes the request to the agency. The date of application is the date the application form is received by the agency.

The “Right to Same Day Filing” affects the following:

date to begin the processing standards
date to begin proration of initial benefits

Filing an Application

An AU may file an application by submitting a completed application in one of the following ways:

in person
through an authorized representative (Refer to 3120 Authorized Representative)
by phone via the Customer Contact Center
by fax or other electronic transmission
by mail
via the Social Security Administration
during a home visit with DFCS staff
through a SNAP outreach partner
through the Georgia Gateway system

If an authorized representative applies on behalf of a customer, the application must be signed by either a responsible member of the household or the household’s authorized representative.

AUs may be given a copy of their application regardless of the method by which the application is filed (i.e. paper or electronic online format) if requested by the AU.

AUs that complete an online application in person at the local county office may also be given an opportunity to review the information on their application. A copy of the application may be provided via electronic email, the Gateway Portal, or jump drive.

An application is considered filed when it contains an applicant’s name and address, is signed by a responsible member or authorized representative, and is received in the Local County or SSA office. Refer to 3115 Special Considerations for Applications for policy on filing an application at the SSA office.

Homeless AUs do not have to provide an actual address but must provide sufficient information to establish residency in the county in which the application is made. The applicant/recipient’s (A/R) statement is acceptable unless conflicting information is known to the agency.

Electronic Signatures

Electronic signatures utilizing Adobe Signature or other E-Signature software will be acceptable for all SNAP forms. A completed application consists of a signed application submitted with a name and address. A typed name on the signature line of a paper application is not acceptable.

Withdrawing Applications

An AU may voluntarily withdraw its application at any time prior to an eligibility determination. If an application is withdrawn, contact the AU by phone or mail to confirm the withdrawal. Documentation of the reason for withdrawal, if stated by the AU, should be provided in the case file. Send a notice of ineligibility notifying the AU that the application was denied because of the withdrawal. The AU may reapply at any time after withdrawing the application.

Cooperation with the Application Process

The AU is required to cooperate with the application process by completing and signing an application, participating in an interview, and providing the required verification.

If the AU fails to cooperate because of an inability to do so, then the assigned Eligibility Specialist must provide assistance with the application process.

If the AU refuses to cooperate, the application is denied. A refusal to cooperate occurs when the AU is able to cooperate, but clearly demonstrates that it will not take actions that it can take and that are required to complete the application process. To be denied for refusal to cooperate, the AU must refuse to be interviewed and refuse to provide information that is required to make an eligibility determination.

Resident of an Institution

When a resident of an institution is jointly applying for SSI and SNAP prior to leaving the institution, the filing date of the application is the date of release of the applicant from the institution. Applications for these applicants are processed in accordance with normal processing standards, including entitlement to expedited services.

Outreach Applications

When an application is received from SNAP outreach partners such as the Food Banks, the filing date of the application is the date the application is received by the State Office or any local DFCS office.

These applications are processed according to normal processing procedures and are entitled to expedited services if applicable. Eligibility staff are encouraged to complete telephone interviews when completing these applications to ensure households receive benefits by the appropriate standard of promptness. Refer to “Interviewing Requirements” in this section below.

Expedited Screening

Screen all SNAP applications (including applications filed within 30 days following the end of an expired certification period for expedited services using the expedited processing criteria in 3110 Expedited Application Processing. Refer to 3710 Recertifications (Renewals) for policy on processing recertification (renewal) applications.

Interviewing Requirements

The interview at initial application can be a telephone or face-to-face interview. The applicant can request a face-to-face interview, or the agency can determine that a face-to-face interview may be appropriate. If the client indicates a hardship, the client must be given a telephone interview.

Conduct an interview with the applicant prior to making an eligibility determination (i.e. approval or denial). The face-to-face interview may be held at the local county office, at the home of the AU (if prearranged), or at any other mutually acceptable location. If a location cannot be agreed upon, then the interview must be held in the local office.

The type of interview conducted (e.g., telephone or face-to-face) must be documented.

Discuss all points of eligibility with the applicant during an interview. Inform the applicant about the program orally and by using appropriate information pamphlets and other printed materials.

Document in the case notes the results of the interview.

Interview applicants on the date of application, when possible. Document the interview appointment in the eligibility system or file the appointment letter in the applicant’s case file.

Scheduling Interviews

Schedule an interview for all applicants who are not interviewed on the day they submit their applications.

The interview must be scheduled to accommodate the needs of AUs with special circumstances, such as the following:

working AUs
AUs with elderly or disabled members
AUs with ill members
AUs in rural areas or who have transportation issues
AUs in prolonged severe weather
AUs residing on reservations
AUs with adult members who do not speak English.

The interview must be scheduled as promptly as possible following the date of application to ensure that an eligible AU receives an opportunity to participate within 30 calendar days following the date of application.

The Eligibility Specialist must schedule a specific date and time for an interview for every applicant.

The interview is scheduled to ensure the AU is provided service in a timely manner.

If an applicant is interviewed on the date of application, then no scheduled appointment is required. If it is later discovered that the AU failed to keep the scheduled appointment on the date of application, then a notice of missed interview (NOMI) must be sent to the AU. The initial appointment for the date of application should be documented in the Gateway system or written documentation provided on the appointment letter.

Refer to the subsection “Issuing a Notice of Missed Interviews” in this section.

Use the following procedures when the applicant is given an appointment to return to the local DFCS office for a scheduled interview:

Accept a signed application on the day the applicant appears at the office to apply.
Annotate or date stamp the application with the date the application is received in the county office, not the date of the interview.
Schedule an appointment in time to process the application by the 30^th calendar day following the date of application.
Send a “notice of missed interview” if the initial appointment is missed.
Deny the application on the 30^th calendar day following the date of application if the applicant misses the appointment and makes no subsequent contact with the agency.
Reschedule the appointment if the applicant misses the initial appointment and contacts the agency within the 30-day processing period to schedule another appointment.
Deny the application any time after the verification deadline or by the 30^th day following the date of application.

Give the AU at least 10 calendar days to provide required verification. If verification is not provided by the due date, then the case may be denied the day following the date the verification is due.

If the verification is received after the denial date but prior to the 30-day SOP, reopen the case and provide benefits back to the original date of application. The EW should process the case within five (5) working days after receiving the verification.

If verification of a deduction is not received by the 10th day, the case may be approved the following day without the deduction.

Issuing Notices of Missed Interview (NOMI)

The agency must send a “Notice of Missed Interview (NOMI)” when an initial appointment has been missed. The AU must be informed that it is his/her responsibility to reschedule a missed interview.

The “NOMI” must be sent in sufficient time to allow the AU to contact the agency and be interviewed prior to the 30th day.

If the initial application interview is rescheduled PRIOR to the initial appointment date, the NOMI is sent for the appointment that was initially scheduled.

The NOMI may be generated either by the Gateway system or as a manually written notice. Copies of any manual NOMIs are maintained in the case file.

Who Must Be Interviewed

Conduct an interview with one of the following individuals:

head of the AU
responsible adult member of the AU
the authorized representative (Refer to 3120 Authorized Representative).

The applicant may bring any person he or she chooses to the interview.

What the Interview Must Include

Provide or explain the following information to the applicant during the interview:

the services provided by DFCS and the right to apply for them.
what information/verification is required to establish eligibility and the applicant’s responsibility to provide information necessary to establish eligibility and the benefit level, including the following:
- expedited criteria
- budgeting method
- basic eligibility requirements
  - income limits
  - resources, if applicable
  - deductions (shelter, child support paid for a child outside of the home, childcare, and medical deductions)
- Clearinghouse and other computer matches
- work exemptions (must be explained and documented in the eligibility system)
- work registration and employment and training requirements (must be explained and documented in the eligibility system)
- simplified reporting requirements and reports of substantial lottery/gambling winnings
- assignment and responsibilities of an authorized representative
- failure to cooperate with TANF requirements and the effects on SNAP eligibility
- the Quality Control processes and procedures, and the importance of cooperating with federal and state reviewers
- penalties for intentional program violations (IPV)
- information on the Earned Income Tax Credit and how to apply for advanced payments (Provide the applicant with a copy of the IRS brochure)
- issuance procedures via Electronic Benefit Transfer (EBT)
- appropriate use and limitations of SNAP benefits.
the applicant’s rights to the following:
- a fair hearing
- prompt action within the standard of promptness
- confidentiality
- non-discrimination in the processing of the application
- how to register to vote

Explain to the applicant that receiving SNAP has no bearing on another program’s time limits.

The interviewer must not simply review the information that appears on the application but must explore and resolve all unclear and incomplete information with the AU. The client must be afforded a genuine, private interview in a confidential setting. The interviewer must conduct the interview as an official agency representative and discuss the AU’s circumstances in a confidential discussion.

Screening and Referral to SNAP Employment and Training (E&T)

The eligibility worker is required to screen all AU members who meet the following criteria during the interview to determine if a referral is appropriate to the SNAP E&T Program, also known as SNAP Works:

are 16 or 17 years of age or older and the head of household
are at least 18 years or older
are not receiving TANF benefits
are fit for employment

Form 864 must be completed for each AU member that meets the criteria when the screening is conducted even if they are not available during the interview.

The head of household (PI) can respond for other AU members that need to be screened if they wish to do so.

If the PI states during the interview they don’t know if the other AU members would want to be referred the eligibility worker should make an attempt to screen all AU members to determine the appropriateness to be referred to SNAP Works.

If the PI provides screening information for other AU members but is unsure if they are ready to volunteer to be referred, then the eligibility worker should document accordingly.

If the PI states that they do not feel comfortable answering for other AU members regarding a referral, eligibility workers should try to complete the screening and referral process and document accordingly.

If the screening and referral process is not completed at application or recertification for absent AU members, then that should also be documented. In that case, those AU members would need to go through the screening and referral process at the next application or recertification.

Mandatory Forms

Complete, provide and/or mail the following forms when processing a SNAP application:

Form 297, Application for Benefits
Form 297A, Rights and Responsibilities
National Voter Registration Act (NVRA) packet
Form 524, TCOS Brochure
Form 846, Change Report Form if requested
Form 859, SNAP Consolidated Work Requirements Notice (if work registrants are in the AU)
Form 5460, NPP/HIPAA Notification Form (Refer to 3040 Health Information Portability and Accountability Act of 1996).

Complete other forms as needed based on the AU’s circumstances. Complete mandatory Clearinghouse requirements and obtain the required verification.

Standard of Promptness (SOP)

Determine eligibility and, if eligible, provide the opportunity to participate by the appropriate SOP. Participation is defined as the AU having their EBT card, PIN and benefits available in their EBT account by the 7^th day for expedited applications and by the 30^th day for non-expedited applications following the date of application.

Cases with a 30-day SOP

Calculate the SOP by the following method:

Start with the day following the day the application is received in the county office.
Complete the application as follows, if the SOP falls on a weekend or holiday:
- Complete approvals no later than the 29^th day or the last workday prior to the 29^th day if it falls on a weekend or holiday.
- Complete denials on the 30^th day or the first workday following a weekend or holiday.

To meet the 30-day SOP for an approved application, the application must be processed in the system by the 29^th day.

Cases Pending Over SOP

The cause of delay must be determined and documented in the case if the agency is unable to determine the AU’s eligibility, and the AU is unable to participate by the application SOP. The agency must determine if the delay is caused by the agency’s failure or the client’s failure to meet requirements during the application process.

Agency Delay

An agency delay occurs when the SOP is not met even though the AU has complied with and met all verification requirements.

Client Delays

A client delay occurs when the client fails to do one of the following:

Fails to appear for an initial interview within 30 calendar days from the date of application, and a subsequent interview is postponed at the AU’s request or cannot be rescheduled until after the 20^th calendar day, but prior to the 30^th calendar day following the date of application and after the interview, additional verification is needed to process the case.
Register mandatory work registrants for work, if the AU has been provided with at least 10 calendar days to respond.

Proration

An AU’s initial month’s benefits will be prorated from the date of application to the end of the month of application.

If an AU reapplies at any time after the 30th calendar day following the last month of the previous certification period, prorate benefits for the first month of the new certification period from the date of application. Refer to 3710 Recertifications (Renewals).

If the case was closed for failure to complete recertification (renewal) requirements, refer to Chart 3710.1 for procedures on how to prorate benefits for recertification (renewal) applications.

Do not prorate the first month’s benefits for migrant and seasonal farm worker AUs unless there is a break of more than one month between the end of their last certification period and the date they apply.

Certification Period

A certification period is the specific timeframe in which an AU is certified as eligible to receive benefits.

Consider the AU’s circumstances when assigning a certification period. The certification period should be consistent with the AU’s circumstances. Refer to Chart 3105.1, Assigning Certification Periods.

Do not extend the certification period. No AU may participate beyond the expiration of the certification period. Each AU must submit a new application or recertification (renewal) application and must comply with the interview and verification requirements to continue participation in the program. Refer to 3710 Recertifications (Renewals) for procedures on recertification (renewal) applications. Refer to 3730 Periodic Reporting for procedures on periodic reports.

Use the chart below to determine an AU’s certification period. Certify each AU for a specific period.

Chart 3105.1 - Assigning Certification Periods

Type of AU

Maximum Length of Certification Period

Expedited AUs

Expedited AUs are certified using the normal certification periods provided in this chart, unless the AU was certified under expedited services criteria using postponed verification procedures. Refer to 3110 Expedited Application Processing.

Homeless AUs

Homeless AUs authorized on or after November 18, 2023, are assigned twelve (12) month certification periods.