(A) What is a reporting requirement?
Every assistance group receiving benefits is to 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 that are determined eligible with their
gross monthly income at or below one hundred thirty per cent of the monthly
poverty income guideline for their assistance group size are to 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;
During the certification period, an assistance group is
to report the following changes within ten days following the end of the month
in which the change first occurred:
(a)
When their gross monthly income exceeds the monthly
poverty income guideline:
(i)
Assistance groups determined eligible with their gross
monthly income at or below one hundred thirty per cent of the monthly poverty
income guideline for their assistance group size are to report when their gross
income exceeds one hundred thirty per cent of the monthly poverty income
guideline for their assistance group size.
(ii)
Assistance
groups determined eligible with their gross monthly income above one hundred
thirty per cent of the monthly poverty income guideline for their assistance
group size, who are eligible because of notification of the Ohio careline
services as outlined in rule
5101:4-2-02 of the
Administrative Code, are to report when their gross income exceeds two hundred
per cent of the monthly poverty income guidelines for their assistance group
size.
(iii)
The assistance group is to use the monthly gross income
limit for the assistance group size that existed at the time of its most recent
certification or recertification, regardless of any changes in the assistance
group size. This includes income from any new assistance group members that are
to be included in the assistance group as outlined in rule
5101:4-2-03 of the
Administrative Code.
(b)
When an
able-bodied adult without dependents (ABAWD) subject to the work requirements
and time limit changes work hours that bring the individual below twenty hours
per week or eighty hours per month, as defined in rule
5101:4-3-13 of the
Administrative Code; and
(c)
When any member of the assistance group wins
substantial lottery or gambling winnings as defined in rule
5101:4-1-03 of the
Administrative Code.
(2)
Assistance
groups that are determined eligible with their gross monthly income above one
hundred thirty per cent of the monthly poverty income guideline for their
assistance group size, who are eligible because of notification of the Ohio
careline services as outlined in rule 5101:4-2-02 of the Administrative Code,
are to report when their gross income exceeds two hundred per cent of the
monthly poverty income guidelines for their assistance group size within ten
days following the end of the month in which the change first
occurred;
The following assistance groups are
subject to the interim reporting requirements as described in paragraph (H) of
this rule:
(a)
Assistance groups certified for twelve months are to submit
an interim report prior to the end of the sixth month of the certification
period.
(b)
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.
(c)
Assistance groups certified six months or less, do not
have to submit an interim report.
(3) 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 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;
(4) 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;
(5) All assistance groups are to
submit an interim report prior to the end of the sixth month of a twelve 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
(6) 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
SNAP
Change Reporting." The county agency is to pay the postage for return of the
form.
(2) In person, electronically
or over the telephone. The county agency is to use discretion in determining
when further verification is necessary. These changes are to be acted on in the
same manner as those reported on a change report form.
(D) When is the county agency to provide a
change report form?
A change report form is to 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 is an applicant to report during the
application process?
(1) Once the applicant
submits an application, the applicant is to report any changes in the
information on the application at the certification interview.
(2) The applicant is to 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 is to 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
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 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 are to sign, complete, and submit a JFS 07221 "SNAP
Assistance Interim Report" or a JFS 07223 "SNAP Interim Report Reminder
Notice." The signature may be handwritten or electronic 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:
(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 month that
the interim report was issued a JFS 07223 is to be sent to the assistance
group.
(3) The assistance group is
to return the completed interim report or reminder notice to the county agency
prior to the end of the month that the interim report was issued.
(4) The county agency is to 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 month
following the month that the interim report was issued.
(5) When the assistance group fails to
provide sufficient information or verification regarding a deductible expense
indicated on the interim report, the county agency is not to terminate the
assistance group, but instead is to determine the assistance group's
supplemental nutrition assistance program (SNAP) benefits without regard to
that deduction.
(6) The county
agency is to 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 assistance group's benefits
are to be prorated beginning the day the report or reminder notice was
returned.
(I) How does
the county agency process changes?
(1) The
county agency is to 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 is to
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 is to also be reported to the
assistance group.
(2) The county
agency is to also advise the assistance group of additional verification
requirements, when any, and state that failure to provide verification is to
result in the reduction or termination of benefits.
(3) The county agency is to document the date
a change is reported, which is to 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 are to 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 is to verify changes that result in an
increase in an assistance group's benefits prior to taking action on these
changes.
(2) The assistance group
is to be allowed ten days to provide any mandatory verification. When the
assistance group provides verification within this period, the county agency is
to take action on the changes within the time periods described in paragraph
(K)(3) or (K)(4) of this rule. The time periods are to 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 are to 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 is to 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 is to verify the
assistance group's circumstances by sending the assistance group a JFS 07105
"Verification Request Checklist" or its computer-generated equivalent. The JFS
07105 is to clearly advise the assistance group of the verification it is to
provide or the actions it is to 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 is
to follow the procedures
set forth
described 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 JFS 07105 and provides sufficient information,
the county agency is to act on the new circumstances in accordance with
paragraph (K) of this rule.
(c)
When the assistance group does not respond to the JFS 07105, 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 is to propose termination of the SNAP benefits and a notice of adverse
action is to 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 is to send the assistance group a JFS 07105 or the electronic
equivalent. The JFS 07105 is to clearly advise the assistance group of the
match results and the verification it is to provide or the actions it is to
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
is to remove the individual subject to the match and the individual's income
from the assistance group and adjust benefits accordingly. The county agency is
to 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 is to 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 is to 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 is to 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
when it would
be necessary for the county agency to contact the assistance group for
verification. The county agency is to 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 is to 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 are these changes to
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 is to 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 is to 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 is to 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 is to 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 is to 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 are to be prorated from the date the verifications
are returned or the required action was taken, following the procedure
set forth
described 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
assistance group is 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 is to file a claim against the
assistance group as set forth
described 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 is to 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 is to 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 is to be verified in accordance with this rule.
Notes
Ohio Admin. Code
5101:4-7-01
Effective:
7/1/2025
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, 08/01/2022,
10/01/2024
