5005-6       ACTIONS TAKEN ON THE APPLICATION

Every applicant must be provided with adequate written notice of the action taken on the application.  Adequate notice means that the individual is informed of the action taken, the reasons for the action, and the manual sections from the appropriate program policy manual that supports the action.

5005-6 A.   Approving the Application

An approval notice must be sent to the household following a determination of eligibility.  Except when the application is delayed as described below, approved households must receive benefits no later than 30 days after the application filing date.  To meet this requirement, the caseworker must authorize the benefits by the 28th calendar day following the application filing date.  See Section 5005-6(F) for policy on when an application is delayed.

Eligible First Month/Ineligible Second Month:  A household may be eligible for the month of application and ineligible in the subsequent month.  In this case, the household should be approved only for the month of application.

Ineligible First Month/Eligible Second Month:  A household may be ineligible for the month of application but eligible in the subsequent month.  Even though denied for the month of application, the household does not have to reapply.  The same application is used for the first month denial and the determination of eligibility for the subsequent month.

Note:

The first month of the review period is the first month the household is found eligible for assistance.

Example:

Application received 4/14/10. Client is not eligible for April 2010 benefits but is eligible for May 2010 benefits. Review period is 5/1/10 - 4/30/11.

5005-6 B.   Benefit Start Date

The benefit start date determines the date from which benefits begin.  It is the date a household initially requests benefits and files an identifiable application:

• At the DPA office:  The benefit start date is the date the DPA office receives the application form; or
   

• With a Native Family Assistance Program (NFAP) Agency:  The benefit start date is the date the NFAP agency receives the application form.

Note:

The benefit start date for Medicaid is the first of the month the household is found eligible.

5005-6 C.   Pending the Application

When the office needs the applicant to submit a complete application form, or provide information needed to determine eligibility, the application is pended, and a notice is sent.  The notice clearly informs the applicant what is needed to complete the application. Applicants will be given at least 10 days, but no more than 30 days, from the date of this notice to provide the verification.  The same verification pend time frames will be consistently applied to all applicants within each office.

1. Applicants failing to provide all necessary verification at the interview will be sent a pend notice no later than 30 days after the application filing date requesting the required verification.
    

2. Applicants contacting the agency within the pend period expressing difficulty in obtaining required verification will be offered assistance. The caseworker should extend the pend period if additional time is needed to obtain the information.  A new pend notice should be sent.
    

3. If the applicant does not complete the application process, the application is denied at the end of the period provided in the notice.

5005-6 D.   Denying the Application

A denial notice must be sent to the applicant explaining the reason for the denial.  This notice should be sent as soon as possible following the determination of ineligibility, but no later than 30 days following the application filing date.

Applicants denied for failing to provide needed verification by the end of the pend period will be sent a notice of denial at the end of the pend period.  If the applicant provides the verification after the pend period but within 30 days of the application filing date, the caseworker must accept the verification and make an eligibility determination without requiring a new application.  If the household is found eligible, the caseworker will use the original benefit start date.

Note:  

When the deadline for processing an application or providing verification does not fall on a workday, it will be extended to the next workday.

See Section 5005-4(E) for policy on denying applicants for failing to attend an interview.

5005-6 E.   Withdrawing an Application

The applicant may voluntarily withdraw the application at any time before the eligibility determination is made.  A written or verbal request to withdraw is acceptable.  The reason for withdrawal (if known) shall be documented in the case file.  The applicant shall be advised of his or her right to reapply at any time by submitting a new application.  A notice shall be sent to the individual denying the withdrawn application.

If the individual wants to apply again once an application has been withdrawn, he or she must complete a new application.

5005-6 F.   When the Application is Delayed

If a household's eligibility has not been determined or benefits have not been authorized to an eligible household by the 30th day following the application filing date, the application is delayed.  The caseworker will determine the cause for the delay and take appropriate action:

1. Agency-caused delays

Include cases where the application was not approved, denied or pended within the allowable time limits.

If an eligibility determination cannot be made by the 30th day from the application filing date because of action required by the agency, the case is left in a pending status.  The household must be sent a pend notice by the 30th day.

2. Household-caused delays

Include situations where the office cannot take further action on the application without an action from the household.

If the household fails to submit a complete application form or attend an interview by the 30th day from the application filing date the application is denied.