(A) What is a reporting requirement?
Every assistance group receiving benefits must report certain
changes that affect eligibility. Reporting requirements ensure an accurate
benefit amount is received and that only assistance groups who remain eligible
continue to receive benefits.
(B) What are the requirements for reporting
changes?
(1) Assistance groups shall report
when their gross income exceeds one hundred thirty per cent of the monthly
poverty income guideline for their assistance group size within ten days
following the end of the month in which the change first occurred;
(2) Able-bodied adults without dependents
subject to the work requirements and time limit described in rule
5101:4-3-20 of the
Administrative Code are required to report any changes in work hours that bring
an individual below twenty hours per week or eighty hours per month, as defined
in rule
5101:4-3-20 of the
Administrative Code, within ten days following the end of the month in which
the change first occurred;
(3)
Assistance groups are to report when any member of their assistance group wins
substantial lottery or gambling winnings as defined in rule
5101:4-1-03 of the
Administrative Code within ten days following the end of the month in which the
change first occurred;
(4) All
assistance groups are to submit an interim report prior to the end of the sixth
month of a twelve month certification period
or
prior to the end of the twelfth month of a twenty-four month certification
period as defined in paragraph (H) of this rule. Assistance groups
certified six months or less
, do not have to
submit an interim report; and
(5)
Elderly or disabled assistance groups (ED AG) certified
for thirty-six months as described in rule
5101:4-5-03 of the
Administrative Code do not have to submit an interim report. However, when
there is a case change processed in accordance with paragraph (I) of this rule
and they are no longer an ED AG, the assistance group is to submit an interim
report every six months in accordance with paragraph (H) of this
rule.
(C) How are
changes reported?
The assistance group may report changes as follows:
(1) By returning a JFS 04196, "Food
Assistance Change Reporting
."
. The county agency shall pay the postage for
return of the form.
(2) In person,
electronically or over the telephone. The county agency shall use discretion in
determining when further verification is necessary. These changes shall be
acted on in the same manner as those reported on a change report
form.
(D) When shall the
county agency provide a change report form?
A change report form shall be provided to assistance groups at
application, recertification upon request, and whenever the assistance group
returns a change report form. The county agency can provide the form more often
at its option.
(E) How does
an assistance group know their reporting requirements?
Assistance groups will be advised of their reporting
requirements on the notice of approval and/or notice of change at application,
recertification or any time a change occurs and is reported.
(F) What must an applicant report during the
application process?
(1) Once the applicant
submits an application, the applicant shall report any changes in the
information on the application at the certification interview.
(2) The applicant shall report all changes
that occur after the certification interview but before receiving the notice of
their eligibility, within ten days of the receipt of the notice.
(G) What are the reporting
requirements when the application was taken at the local social security
administration?
The county agency shall not impose any additional reporting
requirements other than those listed in paragraph (B) of this rule. Assistance
groups whose applications were taken by the social security administration are
required to report all changes to the county department of job and family
services.
(H) What is the
interim report and how is it processed?
Assistance groups assigned a twelve or twenty-four month certification period
or that have been assigned a thirty-six month
certification period but are no longer an ED AG as described in rule
5101:4-5-03 of the
Administrative Code shall be required to sign, complete, and submit a JFS
07221 "Cash and Food Assistance Interim Report" or a JFS 07223 "Cash and Food
Assistance Interim Report Reminder Notice." The signature may be handwritten,
electronic, or telephonic as described in rule
5101:4-2-01 of the
Administrative Code. The interim report will provide the county agency with
updated information on the assistance group's circumstances.
(1) A JFS 07221 will be sent to the
assistance group during
the fifth or eleventh month
of certification, depending on the assistance group's certification
period.
:
(a)
The fifth month
of a twelve month certification period; or
(b)
Month five,
eleven, seventeen, twenty-three, and twenty-nine for assistance groups that are
no longer ED AG unless there is less than six months in the certification
period.
(2) When
the county agency does not receive the
completed
interim report by the fifteenth day of the
fifth or
eleventh month
that the interim report was
issued
of certification, depending on the
assistance group's certification period, a JFS 07223 shall be sent to
the assistance group.
(3) The
assistance group shall return the
completed
interim report or reminder notice to the county agency prior to the end of the
fifth or eleventh month
that the interim report was issued
of certification, depending on the length of the
certification period.
(4)
The county agency shall propose termination of benefits for any assistance
group who fails to return a signed and completed interim report or reminder
notice by the end of the
sixth or twelfth
month
,
following
the month that the interim report was issued
depending on the assistance group's certification
period.
(5) When the
assistance group fails to provide sufficient information or verification
regarding a deductible expense indicated on the interim report, the county
agency shall not terminate the assistance group, but instead shall determine
the assistance group's supplemental nutrition assistance program (SNAP)
benefits without regard to that deduction.
(6) The county agency shall reinstate
benefits without a new application for any assistance group whose benefits have
been terminated in accordance with paragraph (H)(4) of this rule when the
county agency receives the interim report or reminder notice within thirty days
of the closure date. The county agency shall prorate the assistance group's
benefits beginning the day the report or reminder notice was
returned.
(I) How does
the county agency process changes?
(1) The
county agency shall take action within ten days on all reported changes to
determine when the change affects the assistance group's ongoing eligibility or
allotment. Reported changes include changes reported by the assistance group,
changes considered verified upon receipt, and changes known to the county
agency. Even when there is no change in the allotment, the county agency shall
document the reported change in the case file, provide another change report
form to the assistance group, and notify the assistance group of the receipt of
the change report. When the reported change affects the assistance group's
eligibility or level of benefits the adjustment shall also be reported to the
assistance group.
(2) The county
agency shall also advise the assistance group of additional verification
requirements, when any, and state that failure to provide verification shall
result in the reduction or termination of benefits.
(3) The county agency shall document the date
a change is reported, which shall be the date the county agency receives a
report form or is advised of the change over the telephone, electronically or
by a personal visit.
(4)
Restoration of lost benefits shall be provided to any assistance group when the
county agency fails to take action on a change that increases benefits within
the time limits specified in paragraph (K)(3) of this rule.
(J) What are the verification
requirements for changes?
(1) Changes reported
during the certification period are subject to the verification procedures
described in rule
5101:4-2-09 of the
Administrative Code. The county agency shall verify changes that result in an
increase in an assistance group's benefits prior to taking action on these
changes.
(2) The assistance group
must be allowed ten days to provide any mandatory verification. When the
assistance group provides verification within this period, the county agency
shall take action on the changes within the time periods described in paragraph
(K)(3) or (K)(4) of this rule. The time periods shall begin from the date the
change is reported, not from the date of verification.
(3) When the assistance group fails to
provide the required verification within ten days after the request date but
does provide the verification at a later date, the time periods shall begin
from the date verification is provided rather than from the date the change is
reported.
(4) In cases where the
county agency has determined that an assistance group has refused to cooperate,
the county agency shall terminate the assistance group's eligibility after
issuing the notice of adverse action as described in rule
5101:6-2-04 of the
Administrative Code.
(5) During the
certification period, the county agency may obtain information about changes in
an assistance group's circumstances from which the county agency cannot readily
determine the effect of the change on the assistance group's continued
eligibility for SNAP, or in certain cases, the benefit amount. The county
agency may receive unclear information from a third party or from the
assistance group itself. Unclear information is information that is not
verified, or information that is verified but the county agency needs
additional information to act on the change.
(a) The county agency shall verify the
assistance group's circumstances by sending the assistance group a JFS 04219,
"Request For Contact-Important Notice" or its computer-generated equivalent.
The request for contact shall clearly advise the assistance group of the
verification it must provide or the actions it must take to clarify its
circumstances, notify the assistance group that it has at least ten days to
respond and state the consequences when the assistance group fails to respond.
The county agency shall follow the procedures set forth in rule
5101:4-2-09 of the
Administrative Code to verify unclear information received during the
certification period.
(b) When the
assistance group responds to the request for contact and provides sufficient
information, the county agency shall act on the new circumstances in accordance
with paragraph (K) of this rule.
(c) When the assistance group does not
respond to the request for contact, does respond but refuses to provide
sufficient information to verify its circumstances, or the county agency is
unable to obtain the necessary information by contacting the assistance group
as identified in paragraph (J)(5) of this rule, the county agency shall propose
termination of the SNAP benefits and a notice of adverse action shall be issued
in accordance with rule
5101:6-2-04 of the
Administrative Code.
(6)
During the certification period, the county agency may obtain information from
a prisoner verification system or a deceased matching system that may affect an
assistance group's circumstances or benefit amount.
(a) When the unclear information received is
a data match from a prisoner verification system or a deceased matching system,
the county agency shall send the assistance group a JFS 04219 or the electronic
equivalent. The request for contact shall clearly advise the assistance group
of the match results and the verification it must provide or the actions it
must take to clarify its circumstances, notify the assistance group that it has
at least ten days to respond and state the consequences when the assistance
group fails to respond.
(b) When
the assistance group fails to respond to the request or does respond but
refuses to provide sufficient information to clarify its circumstances, the
county agency shall remove the individual subject to the match and the
individual's income from the assistance group and adjust benefits accordingly.
The county agency shall issue a notice of adverse action in accordance with
rules
5101:6-2-04 and
5101:6-2-05 of the
Administrative Code.
(K) What are the timeframes in which the
county agency must act on a change?
(1)
Changes in income: When an assistance group reports a change in income, and the
new circumstance is expected to continue for at least one month beyond the
month in which the change is reported, the county agency shall act on the
change in accordance with paragraphs (K)(3) and (K)(4) of this rule.
(2) Changes in medical expenses: During the
certification period the county agency shall not act on changes in the medical
expenses that it learns of from a source other than the assistance group and
that, in order to take action, require the county agency to contact the
assistance group for verification. The county agency shall only act on those
changes in medical expenses that it learns about from a source other than the
assistance group when those changes are verified upon receipt and do not
necessitate contact with the assistance group.
(3) Changes that increase benefits:
For changes that result in an increase in benefits, the county
agency shall make the change effective no later than the first allotment issued
ten days after the date the change was reported to the county agency, unless
reported after the twentieth of the month. In no event shall these changes take
effect any later than the month following the month in which the change is
reported. Therefore, when the change is reported after the twentieth of a month
and it is too late for the county agency to adjust the following month's
allotment, the county agency shall authorize supplemental benefits by the tenth
calendar day of the following month, or the assistance group's normal issuance
cycle in that month, whichever is later.
(a) For example, an assistance group
reporting a one hundred dollar decrease in income any time during May would
have its June allotment increased. When the assistance group reports the change
after the twentieth of May and it was too late for the county agency to adjust
the allotment normally issued on June first, the county agency would authorize
a supplement for the amount of the increase by June tenth.
(b) Exception: An assistance group reporting
the theft of income normally received during the month is not entitled to
additional SNAP benefits. It is the responsibility of the provider of the
income to make whatever restitution that may be appropriate. The loss is not
deducted from income to the assistance group nor is it counted as income when
and/or when it is replaced.
(4) Changes that decrease benefits:
When the assistance group's benefit level decreases or the
assistance group becomes ineligible as a result of the change, the county
agency shall issue a notice of adverse action within ten days of the date the
change was reported unless one of the exceptions to the notice of adverse
action in rule
5101:6-2-05 of the
Administrative Code applies. When a notice of adverse action is used the
decrease in the benefit level shall be made effective with the allotment for
the month following the month in which the notice of adverse action period has
expired, provided a fair hearing and continuation of benefits have not been
requested. When a notice of adverse action is not used due to one of the
exceptions of rule
5101:6-2-05 of the
Administrative Code, the decrease shall be made effective no later than the
month following the change.
(L) When should a county agency reinstate
benefits without a new application?
The county agency shall reinstate an assistance group's
benefits without a new application when the assistance group returns requested
mandatory verifications or takes a required action within thirty days after the
SNAP closure date. Benefits shall be prorated from the date the verifications
are returned or the required action was taken, following the procedure set
forth in rule
5101:4-4-27 of the
Administrative Code. However, when the eligibility factor is met or the
required action is taken in the last month of the certification period or
outside of a certification period, benefits cannot be reinstated. The county
agency shall require the assistance group to complete a
recertification.
(M) What
happens when a county agency discovers an assistance group failed to report a
change?
When the county agency discovers that the assistance group
failed to report a required change and, as a result, received benefits to which
it was not entitled, the county agency shall file a claim against the
assistance group as set forth in rule
5101:4-8-15 of the
Administrative Code. When the discovery is made within the certification
period, the assistance group is entitled to a notice of adverse action when its
benefits are reduced or terminated. An assistance group shall not be held
liable for a claim because of a change in assistance group circumstances that
it is not required to report.
(N) What happens when a county agency learns
that an assistance group has (or may have) moved?
(1) When the assistance group has or may have
moved outside the county or county collaboration where it is currently
participating, the county agency where the participant is currently
participating shall follow the procedures described in rule
5101:4-7-01.1 of the
Administrative Code.
(2) When the
assistance group has had a change of address the county agency is to provide
the assistance group with the JFS 07217, "Voter Registration Notice of Rights
and Declination" and JFS 07200-VR, "Voter Registration Form" (for requirements
and procedures of the National Voter Registration Act of 1993 refer to rule
5101:1-2-15 of the
Administrative Code).
(3) All other
changes of residence shall be verified in accordance with this
rule.
Notes
Ohio Admin. Code 5101:4-7-01
Effective:
8/1/2022
Five Year Review (FYR) Dates:
4/1/2026
Promulgated Under:
111.15
Statutory
Authority: 5101.54
Rule
Amplifies: 329.04,
329.042,
5101.54
Prior
Effective Dates: 06/02/1980, 12/01/1980, 04/01/1981, 06/18/1981, 01/22/1982,
09/27/1982, 08/16/1985 (Emer.), 11/01/1985 (Emer.), 01/01/1986, 05/01/1986
(Emer.), 08/01/1986 (Emer.), 10/01/1986, 05/01/1989 (Emer.), 10/01/1989,
10/01/1990, 05/01/1991 (Emer.), 06/01/1991, 12/01/1991, 08/01/1995, 08/01/1995
(Emer.), 10/13/1995, 04/01/1997 (Emer.), 06/06/1997, 08/01/1998, 06/01/2001
(Emer.), 08/17/2001, 03/02/2002 (Emer.), 05/13/2002, 07/01/2002 (Emer.),
08/01/2002, 07/10/2003, 11/01/2003, 12/08/2005, 04/01/2010, 03/01/2012,
05/01/2015, 06/01/2017, 09/01/2018,
04/01/2021
