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A. When a DSS-8114 is:
1. Complete
The application is complete if all questions have been answered and are documented on the application form. It must be signed by the applicant or his representative.
Key the DSS-8114. See EP-430 for instructions. A system generated notice (Figure 300-5) is mailed automatically to these households.
2. Incomplete
The application is incomplete if all the questions have not been answered and documented or it is not signed.
a. Telephone Call
(1) If the information needed to complete the application can be obtained by the telephone, call the applicant.
(2) Document the telephone call and the information received in the case record.
b. DSS-8185, Notice of Incomplete Application
(1) List on the DSS-8185 the information needed to complete the application. Establish a reasonable time period, normally ten days but no later than the deadline date listed in EP-105, to return information. Record the agreed upon date on the DSS-8185; and
(2) Document on the log or in the case record the date you sent the DSS-8185. Keep a copy of the DSS-8185 in the case file.
B. Requested Information Returned
When all the requested information is received:
1. Document in the case record the date you received the requested information.
2. Determine if any changes have been reported.
a. If no changes are reported, key the DSS-8114.
b. If changes are reported, follow procedures in 301.07 D.
C. Requested Information Not Returned
If the requested information is not received by the deadline (See Time Table in EP-105.),
1. Enter the following information on a blank DSS-8114 or Preprinted DSS-8114 (if available):
a. Food and Nutrition Services case identification number, If applicable (Field 2);
b. County case number (Field 6), if applicable;
c. Denial code for failure to provide information (Field 9); and
d. Payee name in Field 32 on Line 1.
2. Key the DSS-8114.
D. Change Reported
1. If the applicant has reported changes on the DSS-8114 form:
Contact the household by telephone and/or send the applicant a DSS-8185 to obtain the information needed. Document in the case record the telephone call and the information received. If the DSS-8185 is sent, list the information needed to complete the application.
2. Establish a reasonable time period, normally ten days but no later than the deadline date listed in EP-105, to return information. Record the agreed upon date on the DSS-8185; and
3. Document on the log or in the case record the date you sent the DSS-8185. Keep a copy of the DSS-8185 in the case file.
E. Actions to Take If You Receive an Application after the Deadline
You must:
1. Verbally or in writing notify the applicant that his application was received after the deadline and it will not be processed; and
2. Document your verbal contact with the applicant or file a copy of the letter in the case record.
3. You may for easy reference, maintain a log of all applications received after the deadline.
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For questions or clarification on any of the policy contained in these manuals, please contact your local county office. |
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