109.03 When the Application Is Filed SR 04-23, 07/04 (FSM-A)

The time frames for processing the application begin with the date the completed Form 800, Application for Assistance, is filed. Review the application for expedited service, and arrange an interview as soon as possible. Advise every applicant that it is their responsibility to schedule a second interview appointment if they miss the first interview. Providing Form 807, Interview Appointment Notice, meets this requirement.

Conduct client registration (CR) with the applicant and ask key eligibility questions to determine if the applicant is:

. not eligible for assistance and is in need of referrals to other agencies for services;

. potentially eligible for some, but not all assistance requested, but the applicant cannot stay for an interview; or

. potentially eligible for assistance and the applicant will be participating in the interactive interview.

Use Form 811, Interview Worksheet, in conjunction with Form 800 to document any information that may help clarify the information the applicant provided on Form 800.

Denial During CR

If the client is found ineligible for all programs of assistance requested:

. discuss the reason(s) why the individual is ineligible for assistance. Explain to the individual that they have a right to a full eligibility interview if they request one;

. if the individual does not want a full interactive interview, refer the individual to a community, state, or federal agency that may be able to assist them;

. fill out the "Agency Use Only" section on the back of the coversheet of the Form 800, then give to the client;

. deny the application by choosing the status "Denied" and the most appropriate denial code on the "Conclude Interview" screen in CR. Only choose "Withdrawn" as a status if both of the following criteria are met:

- no reason for the client's withdrawal is known by the FSS or the reason the individual wants to withdraw their application is known, but no denial code adequately represents the person's withdrawal reason; and

- the individual chooses to withdraw their application after being notified that all rights to an administrative appeal are forfeited in the withdrawal process. In the rare instance when both these criteria exist, the client must sign the withdrawal section of the Form 800, Application for Assistance, and indicate the specific programs that are being withdrawn, and it must be explained to the individual that the individual can reapply at any time;

. add case comments to indicate why the applicant is not eligible;

. print case comments;

. complete Form 811, Interview Worksheet, and file in the client's record; and

. add a row to the "DO Traffic" screen in CR and select the value "Apply - CR Denial."

Partial Eligibility During CR/Applicant Cannot Stay for an Interview

If it is determined during CR that the individual is potentially eligible for one or more of the programs requested but cannot stay for an interactive interview:

. act upon every program of assistance requested by the client. If the applicant is eligible for some but not all programs, do a partial denial of the program(s) requested in the Program of Assistance, "Request Assistance Summary" screen;

. note on the "Conclude Interview" screen in CR the individual's eligibility for expedited Food Stamp services;

. save and close the information in a "Pending Status";

. add a row to the "DO Traffic" screen in CR by selecting "Apply - Unable to Stay";

. complete the "Agency Use Only" section on the back of the coversheet of the Form 800;

. give this coversheet plus Form 800AN, Applicant Notice, to the individual. If eligible for expedited Food Stamp services, explain expedited services to the individual. Notify the individual that the application will be denied if the individual does not return for an interview within 30 days; and

. provide the case file to the Support Staff so that it can be filed in the appropriate area for 30 days or until the client returns for an interview, whichever comes first.

Potential Eligibility During CR/Applicant Participates in an Interactive Interview

If the applicant is determined eligible for some but not all programs, do a partial denial of the program(s) requested in the Program of Assistance, "Request Assistance Summary" screen. If the individual can stay for an interactive interview, click the "Continue" button in CR to begin Application Entry (AE). At the completion of the interactive interview:

. fill out the "Agency Use Only" section on the back of the coversheet of the Form 800 and provide the coversheet to the client;

. generate the Form 811H, Eligibility Interview Summary, (EIS);

. review the Your Rights and Responsibilities pages of the EIS;

. review EACH statement on the EIS Statements of Understanding page;

. have the client initial and sign in appropriate spaces on the EIS Statements of Understanding page;

. sign and date in the spaces provided once the client has signed;

. complete Form 811, Interview Worksheet, and file in the client's record;

. provide the applicant with the information packet. The contents of the packet are based on the programs of assistance for which the client is found eligible, but by the end of the interview will also include:

- appropriate forms to be filled out by the client;

- resources list (a list of other agencies that may be able to assist the client);

- return envelope(s);

- various program forms and informational pamphlets;

- the coversheet of Form 800;

- the Your Rights and Responsibilities pages of the EIS;

- referrals;

- the verification checklist; and

- the FSS business card.

Prior to ending the interview, review the following with the applicant:

. providing verifications. Review all of the verifications that need to be provided to the District Office. Emphasize that the verifications need to be provided as soon as possible so that a decision about eligibility can by made;

. reporting changes. Discuss the Form 215, Reporting Requirements Handout. Explain the types of changes the client needs to report and when, as well as the importance of reporting these changes to the District Office in a timely manner;

. the *Food Stamp Work Program referral process. If the client must be registered for the Food Stamp work program, ensure that the client is aware that they will be referred to a Food Stamp Interviewer in the NHES Office;

. who determines eligibility. If the client is applying for APTD, ANB, HCBC, HC-CSD or Nursing Home Care, explain that DFA determines eligibility based on financial and non-financial criteria, but another division will determine eligibility based on an independent medical decision; and

. the client's right to appeal a decision. Explain to the client that if the client does not agree with DFA's decision, then he or she has the option to file an appeal with the Administrative Appeals Unit or through the District Office.