Food and Nutrition Services FSx3300

APPENDIX 3300 Glossary

Change #1-2011

February 1, 2011

3300.01 PROGRAMS

Program Name:	Program Description:
Crisis Intervention Program (CIP)	CIP is a program which provides assistance to low-income families who are experiencing or in danger of experiencing a heating or cooling-related emergency.
Low Income Energy Assistance Program (LIEAP)	LIEAP provides for a one-time cash payment to help eligible families pay their heating bills.
Medical Assistance Assistance (Medicaid, MA)	A program to assist eligible aged, disabled, blind individuals, pregnant women, families and/or children with the cost of medical care under Title XIX of the Social Security Act.
North Carolina Health Choice	A publicly funded program that helps working parents provide health insurance for their children at either low or no cost.
SA Special Assistance (Domiciliary Care)	Cash payments and medical assistance for eligible aged, disabled, and blind individuals residing in a domiciliary care facility.
SA Special Assistance (Certain Disabled)	Cash payment only for individuals in a private living arrangement who meet the state’s definition of disability. (This program is not available in all counties.)
Work First Family Assistance (WFFA)	A program which provides a money payment and medical assistance to certain relatives and children when the children have been deprived of parental support and care due to the death, physical or mental incapacity, continued absence of either parent from the home, or unemployment of one or both parents.

3300.02 DEFINITIONS

Term:	Definition:
Absent Parent	Any individual who does not have custody of a dependent child but is legally responsible for providing financial support for that dependent child.
Able-bodied Adult without Dependent (ABAWD)	Physically and mentally fit individuals from the ages of 18 through 49, included in a Food and Nutrition Services (FNS) unit that does not include a person under age 18.
Automated Collection and Tracking System (ACTS)	Comprehensive computer system that tracks activities and payments in the North Carolina Child Support Program and performs automated case activities to assist the caseworker.
Administrative Disqualification Hearing (ADH)	A hearing initiated by the county department of social services to determine if an individual has committed an Intentional Program Violation (IPV).
Alien	Any person who is not a citizen or native of the United States.
Alimony	Court ordered financial support that is to be paid to one's former spouse.
Allotment	The total value of food stamp benefits a household is authorized to receive each month.
Applicant	An individual who applies for benefits for himself or on behalf of others.
Application	A written request for assistance that is signed by an applicant or his authorized representative under penalty of perjury.
Application Process	A series of actions beginning with a signed application leading to a determination of eligibility for assistance.
Approval	Authorization of benefits after all eligibility factors are met.
Authorized	Status of individuals who have met all eligibility factors and are receiving benefits.
Authorized Representative	An individual who acts on behalf of a Food and Nutrition Services unit (FNSU). In the Food and Nutrition Services Program, the authorized representative must be designated in writing by the head of the household, spouse, or other responsible household member.
Available	Accessible or obtainable by a FNSU.
Award Letter	A statement to an individual from a governmental or private agency indicating benefits for which he is eligible.
Base Period	A designated time for verifying income that is counted in determining the benefit.
Basic Utility Allowance (BUA)	A fixed Food and Nutrition Services deduction for utilities when the household incurs at least two non-heating/non-cooling utility expenses which are billed separately from rent or mortgage.
Bendex	Beneficiary Data Exchange. A computerized match of a recipient's social security benefit amount.
Benefit Month	The month in which a client receives benefits.
Boarder	A person who lives in a household and pays a set amount for room and meals.
Bonds	A certificate or evidence of debt on which the borrower promises to pay the bondholder a specified amount of interest and principal on a certain date.
Burial Plan --Irrevocable --Revocable	A contract whereby the funeral home or insurance company agrees to provide a burial as agreed upon in the contract. There are two types: --These plans do not allow the individual to get a refund as stipulated in the contract. These plans cannot be cashed in upon request. --These plans can be cashed in upon request.
Burial Plot			A portion of ground set apart for burial.
Case File			A file containing the application and all documents verifying initial and continuing eligibility for members of the assistance unit.
Categorically Eligible			FNSU’s that consist entirely of Work First and/or SSI recipients; or at least one member of the FNSU is authorized to receive an available service from Work First Employment Services; or the income of the household is at or below the 200% maximum allowable gross income and the household does not contain disqualified individuals.
Certificate of Deposit (CD)			A written acknowledgment by a banker with promise to pay the depositor the sum plus interest at a given time. There is usually a penalty if the funds are withdrawn early.
Certification Period			A defined period of time for which eligibility has been determined.
Change in Situation			A change in a recipient's circumstances which may affect eligibility for assistance.
Child Support			Money or in-kind goods given for a child by a parent for the child's care.
Client			A term used to refer to applicants and recipients.
Closing Date			The last day of the month in which the applicant/recipient is eligible for benefits.
Collateral			A person or agency that gives an oral confirmation of a household’s circumstances.
Combined Funds			A bank account consisting of separate and jointly shared funds that are combined with excluded funds in such a manner that neither can be distinguished from the other.
Commingled Funds			Also referred to as combined funds.
Communal Dining Facility			A public or non-profit private establishment, approved by Food and Nutrition Service, which prepares or serves meals for elderly persons or for SSI recipients and their spouses.
Community Alternatives Program			Special Medicaid for individuals placed in the communities who are at risk for institutionalization.
Confidentiality			Safeguarding client information.
Contested Decision			A tentative state hearing decision with which a county or the applicant/recipient disagrees.
Contiguous Property			Real property with boundaries which touch the home site property, disregarding the presence of streets, roads, rivers, or streams.
Contract Sale			The transfer to property from one party to another with either a verbal or written agreement to pay a certain amount for the property, usually paid in installments.
Contribution			Donation of cash or in-kind made by an individual to or on behalf of a member of the budget unit.
Court Orders			Decisions made by judges in courts of competent jurisdiction that specify changes and/or procedures the State and county departments must follow (i.e., Alexander v. Hill, Blue v. Craig, child support, custody).
Custodial Parent			The parent who has custody of the child(ren) when both parents do not live together.
Deductible			The amount over the income level which must be paid or incurred by the client for medical expenses prior to authorization for Medicaid.
Deduction			Allowable expenses subtracted from income.
Deemed			The process of considering income and reserve of persons in the household or sponsors of non-exempt aliens.
Denial			Rejection of benefits of the application.
Deprivation			Lack of parental support or care of a dependent child due to the continued absence, incapacity, death, or unemployment of either parent.
Dependent			An individual who is financially dependent upon another for his well-being.
Deregistration			The process by which an individual is removed from work registrant status.
Destitute Households			A migrant or seasonal farm worker household whose terminated income was received prior to the date of application and/or no more than $25 will be received from a new source by the tenth day of the month of application.
Determination of Eligibility			The process of verifying eligibility factors for persons applying for assistance.
Disability			A physical or mental condition of such severity that it precludes the person from engaging in substantial gainful activity as determined by Disability Determination Services based on SSI guidelines.
Disqualified Individual			An individual removed from Food and Nutrition Services benefits due to an IPV or for failure or refusal to comply with all program requirements.
Disregard of Income			The procedure for exempting certain portions of income when determining benefits.
Documentation			Recorded data substantiating all points of eligibility.
Documentary Evidence			A written confirmation from a person or agency of a FNSU’s circumstances.
Domiciliary Care Facility			Licensed group care facility.
Eligibility Information System (EIS)			An automated system which contains information pertinent to an individual's eligibility to receive benefits under a number of public assistance programs.
Elderly			A person age 60 or over.
Eligible Alien		A person who is not a United States citizen but who meets the alien status requirements in Section 225.
Encumbrance		A claim, lien, charge, or liability.
Equity		The value of property after encumbrances has been subtracted.
Emancipated Minor		An individual who is under age 18 who marries, becomes a member of the U. S. Armed Forces, or is declared emancipated by the court.
Escrow Account		A bank account generally held in the name of the depositor and the escrow agent (usually the mortgage holder) which is used to pay taxes, mortgage insurance, fire insurance, etc.
Expedited Service		A procedure whereby the agency provides certain Food and Nutrition Services households an opportunity to receive benefits within a shortened timeframe.
Fair Market Value		The amount an item would bring if sold on the current market.
Final Decision		A decision by the State hearings officer after all non-judicial appeal rights have been exhausted.
Food and Nutrition Services		A federal program which provides monthly benefits that help low-income households buy the food they need for good health.
Food and Nutrition Services Unit (FNSU)		A FNSU is a person or a group of people applying for or receiving Food and Nutrition Services benefits.
Food Stamp Information System (FSIS)		An automated system which contains information pertinent to an individual's eligibility to receive Food and Nutrition Services benefits.
Forgery		Signing someone else's name without proper authorization.
Fraud		A criminal act in which an applicant/recipient or authorized representative makes a false statement and/or withholds information willfully, knowingly, and with deceitful intent and, as a result, obtains or attempts to obtain assistance for which he is not eligible.
Good Cause		An acceptable reason for failure to comply with a regulation.
Grandfathered		Individuals who are eligible under new rules/regulations by virtue of their eligibility under previous rules/regulations.
Guardian		A person appointed by a court to be legally in charge of the affairs of a minor or of someone incapable of taking care of his own needs.
Hearing		A review requested by an applicant/recipient to establish whether an adverse action or eligibility determination taken by the county department of social services was correct. (See appeal.)
--Local Hearing		--A review before an impartial official of the county.
--State Hearing		--A review before an impartial official of the Division of Social Services.
Heir Property		Property conveyed to a person at the death of the property owner.
Homeless		An individual who lacks a permanent or fixed residence.
Homesite		Principal place of residence owned by applicant/recipient or FNSU member.
Incapacitated		A verified mental, emotional, or physical impairment that prevents a person from performing his normal duties
Incorporated		A business is incorporated when it has been granted a charter legally recognizing it as a separate entity having its own privileges, rights, and liabilities distinct from other businesses and persons.
Illegal Alien		A person who entered the United States without approval by the U.S. Citizenship and Immigration Services (USCIS) or who, after entering legally, remained in the United States past the time limit granted by USCIS without authorization.
Income		Cash and/or in-kind resources which are available to members of the FNSU.
--Earned Income		--Money received as a result of employment.
--Fluctuating Income		--Fluctuating income is earned and/or unearned income that varies by $1 or more each benefit or payment period.
--Gross Income		--Total income before allowable deductions.
--Net Income		--Income after all allowable deductions.
--Stable Income		--Stable income is earned and/or unearned income that does not vary by a $1 each benefit or payment period.
--Unearned Income		--Money received from any source other than employment.
Incur		To be personally liable.
Individual Development Account (IDA)		These are dedicated savings accounts, similar in structure to Individual Retirement Accounts (IRA’s), that can only be used for purchasing a first home, education or job training expenses, or capitalizing a small business (micro enterprise development). They are managed by community organizations, and accounts are held at local financial institutions. Contributions for lower income participants are matched using both private and public sources. Funds contained in the IDA must be disregarded in determining eligibility for assistance in any federal means-tested program as long as the account continues to be maintained. The following restrictions apply to IDA funds: a recipient may only deposit earned income into an IDA; a recipient’s contributions to an IDA may only be matched by, or through, a qualified entity; a recipient may withdraw funds only for the reasons indicated above.
Individual Retirement Account (IRA)		Money set aside for retirement or another future use. There is a penalty if the funds from the account are withdrawn prior to retirement.
In-kind Contributions		Non-monetary assistance.
Inquiry		A request for information regarding assistance or other services.
Intake		An initial interview.
Investigation		A thorough examination of all eligibility factors.
Irrevocable		Cannot be sold or “cashed in.”
Irrevocable Trust		A contract in which the terms cannot be altered.
Jointly Owned		Property owned by more than one person.
Keogh Account		Money set aside for a retirement plan available to self-employed persons. Contributions to the plan are tax deductible.
Lien		A claim on property that is pending the payment of a debt.
Lifetime Right/Life Estate Interest		An estate whose duration is limited to the life of the party holding it or to some other person. Upon the death of the life tenant (life estate holder), the property will go to the holder of the remainder interest.
Live-in Attendant		An individual who resides in a household solely for the purpose of providing medical, housekeeping, or child care services.
Local Conference		A conference held by the county department of social services with a recipient regarding the proposed action on his case.
Loans		Money given with the intention of repayment.
Lump Sum		Money received in one payment rather than recurring payments.
Mass Change		Certain changes which are initiated by the State or federal governmental which may affect the entire caseload or significant portions of the caseload.
Means-tested Program		An assistance program in which an applicant's financial circumstances are considered.
Medicare		A health insurance program for aged and disabled individuals who meet the program's eligibility requirements under Title XVIII of the Social Security Act.
Migrant Farm Worker		A person who moves with the migrant stream in order to follow seasonal farm work employment and does not return to his permanent home each night.
Minor Mother		A mother below a certain age as defined by a specific program.
Misrepresentation		An intentional or unintentional statement giving incomplete, false, or misleading information.
Motor Vehicle		An automobile or other vehicle used for transportation. This may include a boat if it is the primary mode of transportation.
Mutual Funds		An investment company that raises money by selling its stock to the public and investing the proceeds in other securities.
Name		The name of each Food and Nutrition Services household member to be entered in FSIS through the Individual ID assignment process or the Name Change (NC) screen must match Social Security Records. Use the name on the SDX, BENDEX, SOLQ, TPQ, Social Security Card, or Medicare Card. If a discrepancy exists, use the name from the online verification.
Need Standard		The amount of money the State determines essential to meet minimal standard of living for a family of a specified size.
Net Profit		The income received from self-employment, farming, roomers, boarders, or small business, minus allowable expenses.
Newborn Coverage		Automatic Medicaid coverage for newborns based solely on mother's eligibility status.
Non-Public assistance Household		A Food and Nutrition Services household in which all family members are not recipients of WFFA, SSI, or a combination of the two.
Non-cooperation		Failure of a FNSU member to comply with program requirements.
Non-custodial Parent		The parent who does not have custody of the child(ren) when both parents do not live together.
Old Bills		Outstanding medical bills that were incurred prior to the current certification period that have not been considered in establishing previous authorizations.
Overissuance/ Overpayment		Benefits in excess of the amount for which the recipient was eligible.
Public Assistance Household (PA)		A Food and Nutrition Services household in which all members receive or are determined eligible to receive SSI, WFFA, or a combination of the two.
Partial Payment		Assistance paid for a portion of the month.
Patient Monthly Liability		The portion of cost of care a client in long-term care/or Community Alternatives Program (CAP) is expected to pay.
Payee		The person in whose name the assistance is made.
Payment Month		The month for which a client receives payment.
Penalty Payment		Monies paid to a recipient when his application is not processed in accordance with Alexander v. Hill court order.
Perjury		The voluntary violation of an oath or vow by swearing to what is untrue or by failure to do what was promised under oath.
Personal Effects		Refers to clothing, furniture, jewelry, kitchen items, household appliances, pets, etc.
Personal Property		Property or belongings owned by an individual(s), except real property.
Personal Representative		A substitute payee appointed by the court when the specified relative payee is unwilling or unable to manage the assistance payment in the best interest of the children.
Poverty Level		A federally established income guideline used to define persons who are economically disadvantaged.
Presumptive Disability or Blindness		Conditions under which SSI presumes that disability or blindness requirements are met and makes payment for a period of three months.
Presumptive Eligibility		Conditions under which certain pregnant women are presumed eligible for ambulatory prenatal services.
Primary Hearing Source		The main source of heat used by the household.
Private Living Arrangement		Housing owned by an individual or private company.
Probate		Legal procedure to establish the validity of a will prior to division or disbursement of the property to heirs.
Processing Deadline		The last date in the month the county can take appropriate action on a case.
Promissory Note		A written promise made by one or more persons to pay another a specified amount of money at a specified time or on demand.
Prorated Benefits		Benefits issued from the date of application through the end of the application month.
Prospective Budgeting		The best estimate of income for a specified period.
Protective Payee		A substitute payee appointed when the payee mismanages her money or fails to comply with program regulations.
Public Housing		Housing owned by the government. This can be apartments or houses.
Public Institution		An institution supported wholly or in part by government funds.
Public Law		A generic name for statutes passed by Congress.
Pull Check		The procedure used in the State Office to stop delivery of an assistance check.
Quality Control (QC)		A management tool used to determine the accuracy of eligibility and evaluation of needed corrective action.
Quarterly Recertification		A quarterly recertification is a three-month mail-in recertification.
Real Property		Includes, but is not limited to, land and buildings.
Reapplication		A subsequent application when a case has been terminated or suspended.
Recipient		An eligible person whose needs are included in the assistance unit.
Recertification		A review of all factors of eligibility.
Recoupment		Action to recover overpayments/overissuances made to recipients.
Redbook Value		An official car valuation by National Market Reports, Inc.
Redetermination		A complete review of all eligibility factors.
Registrant		An applicant/recipient who is required to register for work according to program regulations.
Registrant Pool		The entire group of individuals who are registered with ESC for manpower services.
Reinstatement		The reopening of a case without the necessity of a signed application.
Remainder Interest		The ownership of property limited by the life estate interest (See “Lifetime Right.”).
Renter		An individual who pays for separate living quarters.
Replacement of Benefit		Duplicate benefits issued by the county.
Resource		Cash or its equivalent (liquid assets) and/or real or personal property (non-liquid assets) which are currently available to members of the FNSU.
Residence		Broadly stated, the county where an applicant/recipient lives with intent to remain.
Restored Benefits		Benefits issued to a FNSU that were lost due to an administrative error; by an administrative disqualification for IPV that was subsequently reversed; or when a judicial action finds that benefits were wrongfully withheld.
Resulting Trusts		This exists when a party holds the title of property for the benefit of another but receives no benefit from the property.
Retroactive Benefits		Benefits authorized for a period of time prior to the date of application.
Retroactive Period		The first, second, or third month prior to the month of an application.
Retrospective Budgeting		Computing income for the benefit month based on actual income received in a previous month.
Revocable		Able to be sold or “cashed in.”
Revocable Trust		A contract in which terms can be altered.
Right of Recovery		The responsibility of an individual, institution, corporation, or public or private agency to pay for all or part of medical costs of an applicant/recipient.
Roomer		A person who lives in a house and pays a set amount for a room only.
Security Deposit		Money deposited by a tenant with a landlord as security against the terms of the lease and any damage to the property.
Self Supporting		Maintaining one’s self without financial assistance from others.
Specialty Hospitals		Hospitals providing designated special services.
Specified Person		An individual who is age 60 or over; receives SSI benefits under Title XVI of the Social Security Act or disability or blindness payments under Titles I, II, XIV, XVI of the Social Security Act (such persons include those who have been certified but whose initial payments have not yet been received, or whose checks are entirely recouped to repay a prior overpayment); receives a VA disability payment for a 100% service connected disability; or is a disabled surviving spouse or child of a Veteran.
Specified Relative		A relative with whom a child lives who provides care and supervision of the child.
Spouse		An individual who is married to another person, or for Food and Nutrition Services purposes, an individual who is holding himself/herself forth to the community as a husband or wife.
Standard Utility Allowance (SUA)		A fixed Food and Nutrition Services deduction for utilities when the household incurs a heating or cooling expense which is billed separately from rent or mortgage payments.
Step parent		The person who has married a child’s natural parent.
Stocks		Certificates of ownership of shares of a corporation entitling the holder to dividends and other rights of ownership.
Subsidized Housing		A federal subsidy to assist with shelter and utility expenses.
Supplemental Issuance		Additional benefits issued during the same month as current benefits are issued.
Supplemental Security Income (SSI)		A cash payment program administered by the Social Security Administration for low-income aged, blind, or disabled persons.
Support Payments		Money paid by an absent parent.
Suspected Fraud		Basis for belief that an intentional misrepresentation may have occurred.
Tax Value		The latest tax value of property assessed by the county tax office.
Telephone Utility Allowance (TUA)		Fixed Food and Nutrition Services deduction if the only utility expense incurred is for a telephone.
Temporary Resident Status		One-year period for which an alien has lawfully been granted the privilege of residing in the United States. The temporary status may be removed after one year when the Immigration Office rules favorably or unfavorably on granting permanent resident status to the alien.
Tentative Decision		A preliminary decision.
Termination		The ending of specific benefits.
Thrifty Food Plan		An USDA determined cost of diet for persons of different ages; the basis upon which Food and Nutrition Services allotments are determined.
Timely Notice		A written notice to inform the recipient of intended action.
Time Share		A joint ownership or lease of property through which persons occupy the property individually for set periods of time.
Time Standard		The requirement to process an action within a specified time.
Transfer of Resources		An act of one party to convey an asset or resources to another party.
Trust Fund		A fund held by a trustee subject to restrictions set forth in the trust.
Unemployment Insurance		A benefit check received by a budget unit member from the ESC.
Underissuance		The amount of benefits issued to a household that is less than the amount it was eligible to receive.
Underpayment		A payment that is less than the recipient is eligible to receive.
Uniform Transfer to Minors Account		Custodial bank accounts set up to benefit minors. Money is donated irrevocably. The custodian has access to the account and can make any withdrawals. The money becomes the property of the minor at age 21.
Unmet Medical Needs		Medical expenses which Medicaid will not cover (i.e., medical insurance premiums, co-payments).
Vehicle		Any device by which a person or property is or may be transported upon the highway, water, or airways.
Vendor Payment		A payment made in money on behalf of a household/individual by an outside party.
Verification		The confirmation of facts and information used in determining eligibility.
Verification Date		The date verified information is received in the county.
Verified Upon Receipt		Verified upon receipt means that information: • Is not questionable, and • The provider is the primary source of the information such as BENDEX from SSA, SDX from SSA, SAVE from BCIS, Employment and Training (E&T) compliance information received from ESC, and Intentional Program Disqualifications (IPV’s) from Program Integrity Staff, non-cooperation with Quality Control (QC) from QC staff, UIB from ESC.
Vulnerable		A household is vulnerable if it is subject to the rising cost of heating and has a heat source.
---Fully Vulnerable Household		--Vulnerable households are those who live in a private living arrangement, are subject to the rising cost of heating, and have a heat source. Also includes households living in public housing where utilities for heat are billed separately from the rent or where utilities for heat are included in the rent, and the household has paid an excess in utilities for heat in the last 12 months at the current address.
---Not Vulnerable Household		--A household that is not subject to the cost of heating.
Work Programs		Programs in designated counties that are designed to help the applicant/recipient find employment.
Work Release Funds		Funds issued to dependents from a prisoner who is employed.
Worker’s Compensation		Benefits received due to an on-the-job injury.
401(K) Account		Personal funds set aside for retirement or other future uses.

3300.03 COMMONLY USED ACRONYMS