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 SNAP.

Institutions include hospitals, boarding schools, military schools, Job Corps, nursing homes, mental health facilities, and prisons.

Residents of the following eligible institutions may participate in SNAP (if otherwise eligible) even if the institution provides the majority of the meals:

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

1. 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, may participate if otherwise eligible.

2. Residents of treatment centers certified by the Food and Nutrition Service ( FNS ) as a retailer or wholesaler may participate in the program if the resident meets all other eligibility criteria.  Contact Policy and Program Development at hss.dpa.policy@alaska.gov to find out if the treatment center is certified by FNSFood 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 Policy and Program Development at hss.dpa.policy@alaska.gov.

Adult and minor residents of the treatment center can only participate using the authorized representative designated by the center. Residents will not have access to their SNAP benefits while in treatment, and an alternate EBTElectronic Benefit Transfer card must be issued directly to the treatment center.  For instructions, please see the "SNAP Authorized Representative EBT CARD" job aid located on the ET Resources SharePoint Site.

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 SNAP household.

Persons residing in the treatment center not receiving treatment or are receiving treatment outside of a drug or alcohol related condition, are ineligible for SNAPSupplemental Nutrition Assistance Program 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 DOHDepartment of Health 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 SNAP benefits, or purchase food with SNAP 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 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 FNSFood 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 SNAP household.  Applicants currently participating in another SNAP 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 SNAP 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 SNAP 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.

The resident is responsible for completing the application process, reporting changes, notifying the district office of departure from the residence, and repaying any over-issuances which occur.  The household size and eligibility are determined by the same criteria and procedures used to process regular SNAP 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.

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.  

In group homes or battered men, women, and children shelters, use of the authorized representative is not required.  However, residents may use the authorized representative to receive and spend SNAP 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. Obtaining authorization as a retailer from FNS 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.
2. Residents of alcohol/drug rehabilitation centers may no longer participate in the SNAP if the center loses authority to act as an authorized representative.  However, residents of group homes or shelters for battered men, women, and children 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).
3. Institutions authorized as a retail food store may be penalized or disqualified if it is determined that SNAP benefits 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 SNAP in its possession.  No action can be taken prior to an FNS investigation or hearing.  However, claims against the institution acting as authorized representative can be made for any over issuances of SNAP benefits held on behalf of the clients discovered during investigation or hearing for redemption violation.
4. The treatment center or group home must provide a list of currently participating residents that includes a statement signed by a responsible center official attesting to the validity of the list to DPA's Benefit Issuance and Recovery Unit. The list must be submitted on a monthly basis.
5. The treatment center or group home must notify DPA when the household leaves the institution. This report must include the new address if available and also indicate that the institution is no longer the household's authorized representative. The institution must also provide the household with a Change Report Form (GEN 55) as soon as it has knowledge that the household plans to leave the facility. They must advise the household to return the form to DPA within 10 days of any change the household is required to report. After the household leaves the institution, they can no longer act as the household's authorized representative for certification purposes or for obtaining or using benefits.
6. Providing the household with its EBTElectronic Benefit Transfer card if it was in the possession of the treatment center or group home.
   
   The institution must return any EBTElectronic Benefit Transfer card not provided to the departing residents to DPADivision of Public Assistance by the end of each month.
7. If no benefits have been spend on behalf of the individual household, the center must return the full value of any benefits already debited from the household's current monthly allotment back into the household's EBTElectronic Benefit Transfer account at the time the household leaves the center.
   
   If the benefits have already been debited from the EBTElectronic Benefit Transfer account and any portion spent on behalf of the household, the following procedures are followed:

1. If the household leaves prior to the 16th day of the month, the center must ensure that the household has one-half of its monthly benefit allotment remaining in its EBTElectronic Benefit Transfer account.
2. If the household leaves on or after the 16th day of the month, the center may be entitled to the household's entire monthly SNAPSupplemental Nutrition Assistance Program allotment.

If the household has already left the treatment center or group home, and as a result, the institution is unable to refund the benefits as required, the facility must notify DPADivision of Public Assistance of the household's departure that the treatment center or group home was unsuccessful in its effort to refund the prorated share of its benefits and DPADivision of Public Assistance must effect the refund from the institution's bank account to the household's EBTElectronic Benefit Transfer account after receiving notification from the facility.  These procedures are applicable at any time during the month.

8. Act as an authorized representative for clients as detailed in MS 605-1(D). The treatment center or group home shall be responsible for any misrepresentation or intentional program violation which it knowingly commits in the certification of residents. As an authorized representative, the institution must be knowledgeable about household circumstances and should carefully review those circumstances with residents prior to applying on their behalf. The institution shall be strictly liable for all losses or misuse of benefits and/or EBT cards held on behalf of households and for all over-issuances which occur while the households are residents of the facility.