605-1 D.     INSTITUTIONS

1. Definition and Eligibility

Individuals are considered residents of an institution when the institution provides the majority of their meals (over 50 percent of three meals daily) as part of the institution's normal services.  Most residents of institutions are ineligible for food stamps, although residents of certain institutions may participate in the Food Stamp Program.

Residents of institutions meeting one of the following definitions of an eligible institution may participate in the Food Stamp Program if the resident meets all other eligibility criteria:

1. Federally Subsidized Housing for the Elderly

Residents of federally subsidized housing for the elderly built under section 202 of the Housing Act of 1959 or Section 236 of the National Housing Act may participate if eligible.

2. Alcohol Abuse and Drug Addiction Treatment Centers

Drug addicts or alcoholics who reside at a private nonprofit institution or a publicly operated community mental health center approved by the Division of Behavioral Health, Department of Health and Social Services, may participate if otherwise eligible.

Residents of treatment centers certified by the Food and Nutrition Service ( FNS Food and Nutrition Service ) as a retailer or wholesaler may participate in the program if the resident meets all other eligibility criteria.  Contact the EBT Electronic Benefit Transfer Help Desk at mailto:DPA_EBT@alaska.gov to find out if the treatment center is certified by FNS Food and Nutrition Service .

See Addendum 9, State Approved Substance Abuse Programs, for a list of approved programs in Alaska.  If the program is not listed, verify approved program status by contacting the Program Integrity Unit at the Division of Behavioral Health in Anchorage at 269-3600, or toll-free at 1 800 770-3930.

• Adult and minor residents of the treatment center can only participate using the authorized representative designated by the center.  Residents are certified as one-person households.

Exception:  

Children living with their parents who are residents of the center will be included in their parent's food stamp household.

• Persons residing in the treatment center not receiving treatment are ineligible for food stamps if the majority of meals are provided.

3. Group Homes

A group home is a public or private nonprofit residential setting that serves no more than 16 residents, and is certified by the State under regulations issued under Section 1616 (e) of the Social Security Act.  Contact the director of the group home to confirm the home meets this definition.  Residents of group homes are blind or disabled as defined at MS 600-2, paragraphs (2) through (11) of the definition of Special Category Individual.  Residents of these institutions may participate if otherwise eligible.

Contact the director of the group home to confirm the home meets this definition.  The State of Alaska DHSS Department of Health and Social Services Division of Senior and Disabilities Services may have information regarding the certification of the group home.  Contact the agency at dsdswebsite@alaska.gov.

Group homes may offer meals for sale on an individual basis to residents for food stamps, or purchase food with food stamps through a wholesaler.  Residents may apply for benefits as a group or individually depending on the eating and cooking arrangements or through the authorized representative designated for the group home.  If an authorized representative is used, the client must be certified as a one-person household.

4. Shelters for Battered Women and Children

Residents of a public or private nonprofit residential facility that serves battered women and their children may participate if eligible.  If such a facility serves other individuals, a portion of the facility must be set aside on a long-term basis to serve only battered women and children. Residents may apply on their own behalf or through an authorized representative.

5. Public or Private Nonprofit Shelters for Homeless Persons

Homeless persons residing in a public or private nonprofit shelter may participate if otherwise eligible.  Residents may apply on their own behalf or through an authorized representative.

Note:

DPA Division of Public Assistance offices are encouraged to maintain a current list of local facilities that meet the definition of an eligible institution in their area.

2. Certification Procedures for Residents of Institutions

The case worker is responsible for the following activities:

1. Verify the treatment center is authorized as a retailer by FNS Food and Nutrition Service or eligible under the criteria listed above prior to determining the eligibility of the resident.

2. Check the applicant for current certification as a recipient in another food stamp household.  Applicants currently participating in another food stamp household may not be issued benefits causing duplicate participation unless the applicant is a resident of a shelter for battered women and the household she is currently certified in contains the person who abused her.  In this situation, the resident of the shelter for battered women may participate as a separate household only once a month.  In all cases where the resident applicant is already participating, follow time frames and procedures for effecting changes in food stamp cases addressed at MS 604-3D.

3. Determine if the shelter resident should be provided expedited service.  See MS 605-3B.  If the resident is entitled to expedited service, benefits will be authorized by the fourth calendar day following the application date.

4. Determine work registration status for residents of shelters for battered women.  Apply work registration exemptions to residents of alcohol/drug rehabilitation centers and to group home residents.

5. Use normal processing standards for verifying information and determining eligibility and basis of issuance through financial and nonfinancial program requirements.

• In cases where the participant claims neither income nor resources and the former situation indicates possible income or resources, investigate the possibility of unreported income or resources.

• Budget households on the basis of all income and resources currently available.  Residents of battered women and children shelters should be budgeted based on the current resources and income available.  Income of their former household and jointly held resources are not counted.

6. Determine allowable income deductions.  Room payments are allowable as a shelter expense.

7. Provide appropriate notices, establish certification periods, process changes and recertification as provided to all other food stamp households.

3. Institution Residents Participating on Their Own Behalf

Residents of group homes and shelters for battered women are permitted to apply on their own behalf.  However, residents of alcohol/drug rehabilitation centers must apply using the institution as the authorized representative.  The following procedures apply to institution residents completing their own application.

1. The resident is responsible for completing the application process, reporting changes, notifying the district office of departure from the residence, and repaying any overissuances which occur.  The household size and eligibility are determined by the same criteria and procedures used to process regular food stamp applications.  Resident women or women with children in shelters for battered women will be considered separate household units.  Residents of group homes may apply as separate households or one household.

2. The allotment may be used by resident recipients in the following ways:

• The entire allotment may be given to the facility to be used for purchasing food to prepare resident meals.  Upon the client's departure from the institution, the institution must provide the resident the full allotment if no food stamps have been spent on the client's behalf.  If food stamps have been spent on food for the individual, the client is only entitled to one-half the monthly allotment if the departure occurs prior to the 16th of the month.

• The allotment may be used to purchase and prepare food for household consumption.  If several residents are certified as one household in a group home, upon departure, the individual shall be given one-half of the prorated share of the allotment if the departure occurs prior to the 16th of the month.

4. Institution Residents Participating Through an Authorized Representative

Residents of alcohol/drug rehabilitation centers must apply through the institution's authorized representative.  This means the authorized representative must submit a complete application on behalf of the resident, participate in the required interview, and ensure all information and documentation needed to determine the resident's eligibility is provided.  The Alaska Quest card, containing the resident's food stamp benefits, is retained by the institution and used to purchase food for the resident.

In group homes or battered women shelters, use of the authorized representative is not required.  However, residents may use the authorized representative to receive and spend food stamps for food prepared by and/or served to the recipient or to obtain the allotment for the recipient.

Institutions acting as authorized representatives are responsible for:

1. Notifying the district office of changes in the household's income, circumstances, or residence.

2. Providing the resident participant's Quest card to the client at departure, if the institution retains the resident participant's Quest card.  If the participant leaves the institution prior to the 16th day of the month, the center must ensure at least one-half of the participant's monthly allotment remains on the card balance.

3. Informing the participant that the institution can no longer act as an authorized representative when a household leaves the institution.  

4. Providing a change report form or monthly report form to any client leaving the institution to report the new address and circumstances to the district office.

5. Institution Responsibilities

The institution must complete the following activities:

1. Obtain authorization as a retailer from FNS Food and Nutrition Service or meet criteria for an eligible institution as defined in MS 605-1D(1).  Loss of certification as an alcohol/drug rehabilitation center means the institution can no longer act as an authorized representative.  If an institution no longer meets the acceptable criteria, a notice of adverse action is not required to be sent to participating residents but they should receive a written notice explaining the case closure and the effective date.
   
   Residents of alcohol/drug rehabilitation centers may no longer participate in the Food Stamp Program if the center loses authority to act as an authorized representative.  However, residents of group homes or shelters for battered women may apply on their own behalf when residing in an institution losing authority to act as an authorized representative if the institution still meets the criteria of an eligible institution in MS 605-1D(1).
   
   Institutions authorized as a retail food store may be penalized or disqualified if it is determined that food stamps were misappropriated or used for purchases that did not contribute to a certified household's meals.  The district office should inform the program officer of any institution suspected of misusing stamps in its possession.  No action can be taken prior to an FNS Food and Nutrition Service investigation or hearing.  However, claims against the institution acting as authorized representative can be made for any overissuances of food stamps held on behalf of the clients discovered during investigation or hearing for redemption violation.

2. Provide a periodic list of currently participating residents to the district office.  Alcohol/drug rehabilitation centers must provide this list monthly.  The list must contain a statement signed by a responsible center official attesting to the validity of the list.

3. Return to the district office any household's Alaska Quest cards, food stamps or ID cards received after the household left the institution.

4. Act as an authorized representative for clients as detailed in 605-1D(4).  As such, the institution is responsible for any misrepresentation or fraud it commits while acting as an authorized representative for the residents.  The institution is liable for all losses or misuse of food stamps held on behalf of resident households and all overissuances that occur while the household is a resident of the center.