104-4 ADVERSE ACTION CALENDAR
Caseworkers receive an adverse action calendar every month to help them with important dates related to case processing. The adverse action calendar includes:
For ongoing cases, the effective date of an adverse action (case closure or benefit reduction) is always the first day of the month following timely notice of adverse action. A notice of adverse action must be mailed at least 10 days before the effective date of the action. The adverse action date noted in the calendar is the last day an eligibility worker must prepare a notice on EIS for adverse actions taking effect the first day of the following month.
Determining Adverse Action Dates:
The 10-day count begins the day after the date the adverse action notice is mailed. It is important to remember that the date the notice is authorized in EIS is not the same as the date the notice is mailed. Notices are mailed the next business day after they are prepared. Most of the time, this means that notices are mailed the next day. However, if a notice is prepared on a Friday or on a day before a holiday, the notice will be mailed the following business day.
Example 1:
A recipient household is not eligible for benefits after February 28, 2011 and the effective date of closure is March 1. To give adverse action notice that allows at least 10 days after the notice is mailed, notice of adverse action must be mailed no later than Thursday, February 18. The adverse action date noted in the calendar is February 17.
Example 2:
A recipient household is not eligible for benefits after May 31, 2011. The effective date of the closure action is therefore June 1, which falls on a Wednesday. Since the day the adverse action notice is mailed is not included in the count, the closure notice must be mailed to the recipient no later than May 21 which falls on a Saturday – not a business day. Therefore, the adverse action notice must be mailed no later than Friday, May 20. The adverse action date noted in the calendar is May 19.
Example 3:
A recipient household is not eligible for benefits after September 30, 2011. Therefore, the effective date of closure is October 1, which falls on a Saturday. To give the adverse action notice that allows at least 10 days after the notice is mailed, notice of adverse action must be mailed no later than September 20. The adverse action date noted on the calendar is September 19.
104-4 B. REQUEST FOR INFORMATION DEADLINE DATES
When requesting information needed to process an application or report of change, the caseworker must give the household at least ten days to provide it. Offices should allow 15 days for households residing in rural areas to accommodate delays in mail delivery. A list of communities considered rural can be found in Addendum 1 of the SNAP manual.
The caseworker can also give a household 15 days if they believe the household lives in an area that requires additional time for any reason. In rare instances and to follow specific program requirements, caseworkers may also give the household a 30-day deadline. This information must be documented in CANO with an explanation of the extended pend period.
To determine when the information is due, the first day is the day after the notice is printed and mailed. The printing and mailing date is not included as one of the 10, 15, or 30 days. When the 10th, 15th, or 30th day falls on a date the DPA office is closed, the date is moved to the next business day.
Example 1:
Caseworker prepares a notice requesting information on Friday, April 6. The notice is printed and mailed on Monday, April 9. The 10-day deadline date is April 19, and the 15-day deadline date is April 24.
Example 2:
Caseworker prepares a notice requesting information on Friday, May 25. Normally, the notice would be printed and mailed on Monday. However, Monday, May 28 is a holiday, so the notice is mailed on Tuesday, May 29. To allow at least ten days, the 10-day deadline is June 8, and the 15-day deadline is June 13.
Example 3:
Caseworker prepares a notice requesting information on Thursday, May 17. The notice is printed and mailed on Friday, May 18. Counting 10 days starting May 19, the tenth day falls on May 28, a holiday. To accommodate for the office closure, the 10-day deadline is moved to May 29. The 15-day pend deadline is June 2, a Saturday. This date is moved to Monday June 4 to accommodate the office closure.
104-4 C. 30-DAY APPLICATION PROCESSING TIMEFRAMES
These dates indicate the last day the caseworker has to process an application timely.
Benefit run dates indicate when Systems Support issues benefits. This information is used to inform clients when they should expect to receive their benefits.
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