3515 Clearinghouse

Georgia State Seal

Georgia Division of Family and Children Services
SNAP Policy Manual

Policy Title:

Clearinghouse

Effective Date:

November 2019

Chapter:

3500

Policy Number:

3515

Previous Policy Number(s):

MT-51

Updated or Reviewed in MT:

MT-57

Requirements

Clearinghouse is an automatic on-line computer system through which wage and benefit information on applicants and recipients is matched with files in other state and federal agencies.

Basic Considerations

Clearinghouse matches are performed with the following agencies and contain the following information:

  • Georgia Department of Labor (DOL) Wage Files – provides five quarters of employment history by employer name, employer number, and amount of wages earned.

    Information that appears on this wage file is two (2) quarters behind the current quarter;

  • Georgia Department of Labor (DOL) Employer Address Files – the work location and/or the address of the accounting office of the employer;

  • Georgia Department of Labor (DOL) Unemployment Compensation Benefits (UCB) Files – the monthly UCB amounts for the most recent 13 months and a list of individual checks for the last ten weeks;

  • Georgia Department of Labor (DOL) Unemployment Compensation Benefits (UCB) Claimant Address File – the address of each UCB recipient;

  • BENDEX – RSDI benefit information on individuals who are current or past recipients of public assistance;

  • State Data Exchange (SDX) – SSI benefit information; and

  • Department of Labor (DOL) W-4 Employer Reporting System New Hire Information Inquiry – the name and address of any new employer upon hiring and the date of hire.

Clearinghouse files are accessed on any individual who is in active or pending status, is age 16 or older, and who may affect eligibility for benefits such as the following:

  • Applicants

  • Recipients

  • Disqualified individuals

  • Ineligible aliens

  • Sanctioned individuals

  • Ineligible students

  • Individuals whose presence in the AU is questionable

Consider UCB information received on a computer match as verified.

Clearinghouse is automatically accessed on pending or active AUs at the following times:

  • at registration;

  • finalization of a new AU;

  • reopening of an AU;

  • in the month prior to the review month, when the AU is selected for review;

  • if a primary SSN is changed; and

  • when adding a person to the AU as an interim change.

Clearinghouse Wage Quarters

Clearinghouse quarters for DOL Wage files are as follows:

  • 1st Quarter - January, February, March

  • 2nd Quarter – April, May, June

  • 3rd Quarter – July, August, September

  • 4th Quarter – October, November, December

Addressing Clearinghouse Wage Files

Clearinghouse wage files are reviewed at initial application, when an AU member is added, and at each review.

Review clearinghouse wage files to determine:

  • if wages have been reported

  • if wages should be reported

  • if wages are correctly budgeted

  • if termination of employment is verified

Procedures

Use Chart 3515.1 below to address clearinghouse wages at initial application.

CHART 3515.1 - CLEARINGHOUSE CHART FOR INITIAL APPLICATION
IF THEN

Employment was prior to food stamp benefits,

Document wages received prior to food stamp benefits.

If employment has terminated within the last 30 days, verify terminated income and termination of employment (Refer to Section 3035, Verification).

Employment was reported,

Document employment was reported and correctly budgeted.

Employment was during receipt of food stamp benefits and not reported,

Complete a fraud referral, Form 5667, and submit it to the Office of Inspector General (OIG).

Follow the steps below to address clearinghouse wages at review.

  1. Review clearinghouse data for all quarters to make sure they were addressed at the previous application or review.

  2. Review all quarters for the same employer to ensure the income reported by the AU is representative of what is reported on the wage file.

  3. If employers are listed for the period being addressed (two most current quarters), determine if the AU is currently employed.

    • If AU is currently employed, verify the wages of the employer(s) and budget the income ongoing.

    • If AU is no longer employed and the job is budgeted in Gateway, termination of employment must be verified no matter when the job ended to remove the income.

    • If the job shows in Clearinghouse and is not budgeted in Gateway, verify if the employment has terminated with the last 30 days. Verify terminated income and termination of employment (Refer to Section 3035, Verification).

  4. If employers are listed but employment was not reported, and the income exceeds 130% of the gross income ceiling (GIC), determine if potential overpayments exist. If overpayments exist, complete Form 5667 for historical months of pay and send it to the Office of Inspector General (OIG).