Special Assistance SA-3110 APPLICATION PROCESS

II. ACCEPTING THE APPLICATION

A. Allow the applicant to apply without delay when he/she requests SA. Without delay is defined as on the same day the applicant, or a representative of the applicant’s choice, appears at the county department of social services.

B. Allow the applicant to apply when there is an anticipated need as long as the need will occur within the time standard for completing the application.

C. Explain that an applicant may apply for the program of his/her choice. Discuss the advantages and disadvantages of each applicable program.

D. Use the DMA-5094, Notice of Your Right to Apply for Benefits, to inform the applicant verbally and in writing that:

1. The applicant can apply without delay.

2. A decision must be made concerning eligibility within 45 days of the date of the application for SAA or 60 days for SAD, unless the Social Security Administration (SSA) causes the delay. The 45 or 60 days cover the time from date of application to the date that the approval or denial notice is mailed.

3. The application may pend up to 6 months if awaiting documentation of verification of citizenship and/or identity and the applicant is cooperating to the best of their ability or when it is the county responsibility to pursue verification on behalf of the applicant based on policy requirements. See SA-3240, Citizenship and Identity.

When the applicant for SA is not receiving but may be eligible for SSA Retirement, Survivors, or Disability Income (RSDI), or, initial SSI award, the application for SA may pend up to one year awaiting SSA decision of eligibility.

E. The applicant must apply in his/her county of residence. Refer to SA 3110 XIII, Courtesy Applications, for exceptions. Allow the applicant to apply on the day he/she presents in the Department of Social Services unless the applicant/representative requests a return application appointment. See F. below for further instructions.

F. When an appointment is requested or required , a staff member must:

1. Have the individual sign a DSS-8124 application document, and

2. Explain the date the DSS-8124 is signed is protected as the application date, and

3. Explain that the application cannot be processed unless an application interview is completed, and

4. Document why the application appointment was made, and

5. Gather sufficient information to complete the DSS-8124 and to contact the individual later, if necessary, and

6. Schedule a mutually agreeable appointment for the interview. When possible, make the appointment for the next workday, and

7. Give or mail the DMA-5097 or DMA-5097s Request for Information, with the scheduled date and time for the interview.

8. If the individual fails to keep the scheduled appointment, send a DMA-5097 or DMA-5097s scheduling a second appointment. Schedule the appointment at least 13 days after the first appointment so there are 12 calendar days between appointments. If the individual fails to keep the second appointment, see SA 3100, XII, Types of Disposition, for procedures to deny the application.