Eligibility Reviews/Recertifications - Requirements for Food and Cash Programs

Revised: October 31, 2024

Purpose:

This section explains how often we review an Assistance Unit’s (AU) eligibility based on the type of benefits they receive, their circumstances, and when ACES sets a review period to match the review end date or certification end date of other programs.

WAC 388-434-0005 How often does the department review my eligibility for benefits?

• Clarifying Information and Worker Responsibilities

WAC 388-434-0010 How do I get Basic Food benefits after my certification period has ended?

• Clarifying Information and Worker Responsibilities

WAC 388-434-0015  Extension of certification periods and waiver of eligibility reviews and mid-certification reviews during the COVID-19 pandemic.

WAC 388-493-0010 Working family support

• Clarifying Information

Clarifying Information - WAC 388-434-0005 and WAC 388-434-0010

Our eligibility system sets a review period for cash benefits based on the AU's circumstances and other benefits the AU receives from the department. The table below shows the length of certification period the system will set if not matching a review period to another program. 

When possible, the system automatically matches the cash review periods with Basic Food certification periods to minimize the number of reviews.

• For Basic Food certification periods, see EAZ Manual Chapter - Certification Periods - Basic Food.

1. Equal Access: 

Someone who needs Equal Access accommodations has more time to meet certification requirements. If a person receives these services and meets the requirements to be certified within 20 days after the end of their previous certification period, their food and cash benefits start on the first of the month of the new certification period. See Equal Access.                                                                                                               

2. Forms / processes a person can use to recertify food and cash programs:
   Someone can recertify benefits by:
   • Completing DSHS 14-001 (X) Application for Benefits;
   • Completing DSHS 14-078(X) Eligibility Review;
   • Completing an ACES Interactive Interview Declaration (IID); or
   • Completing the online application or review form.
      
3. Adding a request for assistance to an eligibility review:
   See CLARIFYING INFORMATION #3 under WAC 388-406-0010.
    
4. Interview Requirements:
   An interview is required at cash and food Eligibility Review or recertification if we have not interviewed the household in the last twelve months. Exceptions to this rule are for households qualifying for the Elderly Simplified Application Project (ESAP) Basic Food (see Clarifying Information #2 under WAC 388-452-0005), and ABD cash recipients residing in a public institution per WAC 388-452-0005.
    
5. Duplicate Eligibility Review Forms:​

A duplicate ER form is an additional form(s) received in the 13th month after an ER form was received in the last month of the certification. Under reinstatement rules the client has until the end of the 13th month to complete an interview and provide verification without losing benefits. However, staff must screen in the duplicate ER form as a new request in case the client completes the interview in the 14th month but still in the first 30 days for the new request. Under federal application rules a date of request must be established and the client must receive required notices.

6. Notice of expiration:
If we certified a household for three or more months, we send them a letter to tell them that their food and cash benefits are ending by the first day of the last month of their certification period.                                          

7. Verification at recertification:

• If someone does not give us verification we ask for by the end of their certification period or within 10 days of the date we asked for it, we count the verification as late.
• For food benefits, a person has until the end of the month after the month their certification ended to give us any late or missing verification without losing benefits.
• For cash benefits, a person has until the end of the month after the month their certification ended to give us any late or missing verification. If verification is provided in the month after their certification ended, benefits should be prorated from the date that verification is received.
• If someone gives us an application or verification to finish a recertification after the end of the month following the certification end month, the person must reapply for benefits.

• See Letters for information on what to include in approval and denial letters.
• See Limited English Proficiency (LEP) for information on what we must translate in letters.9. 

• An application;
• An eligibility review;
• A Basic Food application or recertification;
• An in-person or telephone interview.

Acceptable forms and Interviews

1. Electronic or Paper Application / Eligibility Review Form
   
   1. Ensure the household has completed and signed one of the following as part of the process if they aren’t completing a Telephonic Signature:
      
      1. Online application or eligibility review;
      2. Application for Benefits (DSHS 14-001);
      3. Eligibility Review (DSHS 14-078); or
      4. ACES Interactive Interview Declaration (IID) after reviewing the information for accuracy.
          
   2. Accept any of the above forms to complete the recertification process if received after the ER notice was mailed to the customer, but prior to the system allowing initiation of the review.

​Completing the Review

1. Review of current circumstances:
   1. As part of the review ensure that:
      
      1. The customer answered all questions clearly and completely; and
      2. For cash assistance, they signed and dated the application or ER. Both spouses, or both parents of a child in common must sign when the parents live together.
   2. Complete an Equal Access (EA) Screening.
      
      1. Guidance on completing an EA Screening can be found in the CSD Procedures Handbook.
   3. Review the record to see if earlier actions or changes may have an impact on eligibility.
   4. Review for eligibility factors, especially:
      
      1. Income:
         
         1. Review income to see if net income meets expenses for rent, utilities, and other expenses the assistance unit pays. See EA-Z Manual – Verification for more information on living above means (LAM).
      2. Resources: (Except for: Basic Food AUs that are Categorically Eligible)
         
         1. Review resources the household claims to see if there are any changes to resources we earlier excluded or decided were not available.
         2. Review funds in joint checking accounts that we excluded earlier.
         3. Review the plan to exclude business property of a self-employed person to decide if the property leads to full or partial self-support.
         4. Review the value of liquid and non-liquid resources. Look for an increase in the value of real estate, cash value of life insurance, and securities that can be sold such as stocks, bonds, and certificates of deposit (CD).
         5. Review and get proof of eligibility factors that have changed.
         6. Review and document previous proof to ensure that:
      3. Previously verified factors are clear and complete in the case file; and
      4. Do not asking for duplicate or unneeded proof.
         
         1. Document proof we received.
         2. Take action on any incorrect payments you discover. Send the person a letter about the actions you took.
      5. Work Registration:
         
         1. Check the work registration status of each customer to see if it matches their current circumstance. Take any action to update the status if there are changes.
2. Referrals: Review all mandatory and voluntary referrals and complete referrals as needed.
3. Incomplete and late reviews: A household is ineligible for benefits if they don’t complete a required interview, complete a review form (if asked to do so), or give us proof we ask for.
   
   1. See Equal Access (EA) for additional actions required when the household has an EA plan.
   2. If the person does not take the needed actions or give us the proof we need to decide if they are eligible for benefits by the end of the review month, cash and food assistance will auto close.

Clarifying Information – WAC 388-493-0010

Working Family Support recertification occurs every six months and align with the Basic Food Mid-Certification (MCR) and Eligibility Review (ER) periods. See the CSD Procedures Manual section Working Family Support for WFS recertification procedures at Basic Food MCR and ER.

For information about medical certification periods and Eligibility Reviews, see HCA Manual Chapters – Eligibility Review and Certification Periods.

ACES Procedures (Staff Only)

• Eligibility Review
• Certification Period