Applications for Assistance

Purpose:

This chapter includes rules and procedures for processing applications for cash, medical and food assistance. It includes the following sections and rules:

Filing an Application

Created on: 
Mar 11 2020

Created on: March 11, 2020
Revised February 12, 2024

Purpose: 

This section explains who can apply for benefits, how to apply for benefits and the minimum amount of information that must be provided to start the application process.

WAC 388-406-0005  Can I apply for cash or Basic Food?

·Clarifying Information and Worker Responsibilities

WAC 388-406-0010  How do I apply for cash assistance or Basic Food benefits?

·Clarifying Information and Worker Responsibilities

WAC 388-406-0012  What is the date of my application and how does it affect my benefits?

·Clarifying Information and Worker Responsibilities

Clarifying Information - WAC 388-406-0005

1. Applications by others:

For cash and Basic Food, third parties (i.e., persons not applying for themselves or their legal dependents) may apply for other persons. To apply on someone's behalf, third parties must:

  1. Be familiar enough with the applicant's circumstances to complete the application accurately; and
  2. Tell us why they are applying on behalf of the applicant to help us identify if the applicant should receive Equal Access (EA) services under chapter 388-472 WAC. Examples of when someone might apply for another person include when the applicant is:
    1. Physically or mentally ill or otherwise incapacitated;
    2. A minor child;
    3. Subjected to domestic violence;
    4. For Basic Food, living in a qualified DDD group home or qualified Drug & Alcohol treatment facility; or
    5. For ABD cash temporarily residing outside the state.
NOTE: While many others can apply for benefits on behalf of clients, the Health Insurance Portability and Accountability Act (HIPAA) restrictions prevent us from discussing the applicant’s personal health information with the person making the application unless the representative has power of attorney for the applicant or the applicant has signed a DSHS 14-012(x), Consent form.

2.  Authorized representative:

An authorized representative can be any adult who isn’t a member of the AU and has sufficient knowledge of the applicant's circumstances to act on the their behalf. In general, the applicant chooses who will be their authorized representative. For more information, see Authorized Representative – Food Assistance and Authorized Representative - Food, Cash and Medical Benefit Issuances | DSHS (wa.gov)

3.  Applications while in a public institution:​

  1. Prior to release from a public institution, residents may apply for public assistance. Expedited eligibility -- determinations for food benefits and timely access to medical assistance is available for applicants with mental disorders before release from confinement. A Medical ID card is sent to the facility so that the client can leave the institution with the ID card in hand. The goal is to provide eligible people with a medical assistance identification card on the date they are released, whenever possible.
  2. Transitional Outreach ABD Program (TOAP) applications must be tracked for reporting purposes.

4.  Program Options for Justice Involved Individuals

Department of Corrections (DOC) and county and city jails have a variety of programs that may be used in placing offenders outside public institutions. The Program Options for Inmates Matrix, accessed from the staff desk aids page, is intended to clarify how placement in a correctional options program affects a person's eligibility for public assistance benefits. 

 

Worker Responsibilities -  WAC 388-406-0005

FOR NON-COMPLIANCE SANCTION (NCS) APPLICATIONS:

See  WorkFirst Sanctions-Participation

Clarifying Information - WAC 388-406-0010

The following topics related to the above WAC are discussed below:

Application Forms

  1. Opportunity to apply:
    1. Local offices must make application forms readily available and provide a form to anyone requesting one. Applying for benefits is separate from any other program requirements. We can't refuse to give an application form to a client because they aren't meeting other program requirements or for any other reason.
  2. Application filing:

We can't require applicants to use a specific form to request benefits. Examples of typical requests for benefits include:

  1. The ACES Request for Benefits (RFB);
  2. ACES 3G Interactive Interview Declaration (IID) with telephonic signatures. Telephonic signatures are captured when an applicant contacts the customer service contact center and requests benefits but hasn't submitted a paper application. Staff complete an ACES 3G IID while on the phone with the applicant. Two telephonic attestation scripts are needed to complete the telephonic signature for an application or review.
    1. The first telephonic attestation script captures the date of the application, interactively screening an application into ACES 3G.
    2. A second telephonic attestation script completes the the telephonic signature after the IID is reviewed and the applicant confirms the information is correct.
  3. The name, address, and signature on the DSHS 14-001(X) Application for Benefits form;
  4. The name, address, and signature on the DSHS 14-078(X) Eligibility Review form; or
  5. Part 1 of the online application.
  6. Another form of written request that includes a name, address, and signature.
EXAMPLE  Bob sends a letter requesting Basic Food benefits that includes his name, address and signature, and we receive it on October 1st. We send Bob an interview appointment letter and he calls for an interview appointment on October 7th. We pend his Basic Food for a completed IID which he returns with his signature on October 15th. Bob meets all eligibility requirements. His Basic Food starts October 1st.
NOTE  We can't require the use of a specific form to request benefits. But we do require that clients complete an Application for Benefits, Eligibility Review, or IID form to complete their application These forms require physical signatures or telephonic signatures. These forms contain information we must provide to our clients according to federal and state law.

   3. Adding a request for assistance to a pending application or eligibility review for another  program:

  1. Applicant or recipient can add a request for any cash or food benefits to a pending application or an unprocessed eligibility review verbally without submitting a new 14-001 or 14-078.
  2. The applicant or recipient may make the request in writing by checking the appropriate boxes on the 14-001 or 14-078 form and, dating and initialing the form.
  3. Use the date the applicant or recipient added the new request as the date of application for the new program. See WAC 388-406-0012.
  4. If application or eligibility review for the other program has already been processed, the applicant or recipient must submit a new request for benefits.
EXAMPLE Jenny has a pending application for Basic Food. At her intake interview she requests TANF. Add the TANF application to the Basic Food and note the date of request in the ACES narrative.
EXAMPLE Sam has a pending application for ABD cash. At his intake interview the worker makes him aware that he may be eligible for Basic Food. He decides to pursue Basic Food. Add the Basic Food application to the ABD cash and note the date of request in the ACES narrative.
EXAMPLE Maria has a pending application for Basic Food. At her telephone intake interview, the worker makes her aware that she may be eligible for cash benefits. She decides to add a TANF request. Add the TANF application to the pending Basic Food and note the date of request in the ACES narrative. If signatures are missing in the form, follow procedures to collect and document the telephonic signature

   4. Handling multiple applications from the same household:

  1. This applies to additional applications received before we determine eligibility on the first application:
    1. Don't deny the additional application(s).
    2. Review the application(s) for impact on eligibility or benefit level and whether the household is applying for any additional programs that weren't selected on the first application.
    3. If the household isn’t applying for additional programs, document the case that additional application(s) were received and that the department is still considering eligibility under the original application date.
    4. Treat the application as a new application for the additional programs only and continue to consider any requests for programs which are still pending under the original application date.
    5. Document in ACES and explain any additional information used to determine eligibility and/or benefit level.
    6. Don't extend the Standards of Promptness period for the original application.

       

      NOTE: If the additional application is received before we determine eligibility on the first application but isn’t acted on until after the first application has been denied, follow procedures under (b.) below.

5)  This applied to additional applications received after we determine eligibility on the first application:

  1. If we denied the first application, treat this as an initial application according to WAC 388-406-0010 except, for Basic Food, if we denied the first application due to lack of information, treat this as a reapplication and follow procedures under WAC 388-406-0040 (6)
  2. If we approved the first application, review the additional application(s) to determine if household circumstances have changed. Take appropriate actions on any changes reported.
  3. Deny additional applications for the same program and same persons to avoid duplicate participation.

NOTE: When denying additional applications as described in (c.) above, avoid creating a new AU if an old AU is available.

Name, Address, and Signature Requirements

  1. Name & address:

An application is received without a name or address, make a reasonable effort to contact the applicant. If the applicant is in the office, we ask for an address where they can be contacted.

Applications Marked “Homeless”:

If we receive an application that includes a name and signature, but is marked "homeless" and doesn’t indicate a mailing address, it is still considered a valid application and must be screened. Make a reasonable attempt to locate an address or phone number for the applicant. Do this can by searching the electronic case record, case narrative or remarks, online directories, etc. Even if contact information isn’t available, an appointment letter must be sent to the applicant. Address the letter in the applicant's name to General Delivery for the town indicated on the application. If no town is indicated, send the appointment letter to the applicant by General Delivery for the nearest town. The application must be processed in accordance with the Standards of Promptness guidelines in WAC 388-406-0035.

  1. Signatures:
    1. For cash or Basic Food, an authorized representative may sign an application if the applicant is unable to apply on their own behalf or is unable to sign the application. See Authorized Representative - Food, Cash and Medical Benefit Issuances | DSHS (wa.gov)
      1. For all cash programs, a responsible adult member of the assistance unit (AU) must sign the application, even if only one is applying. 
      2. If both parents of the minor children are living in the home with the minor children, both parents must sign unless one is incapacitated and unable to sign the application.
      3. For Basic Food, the signature of one responsible AU member is required unless a current authorized representative (AREP) signs instead. Note: Unless an AREP is durable power of attorney (DPOA), the AREP designation is limited to one certification period.
      4. A minor child may sign the application if there is no adult in the AU.  
      5. A mark is an acceptable signature if another person witnesses it.
      6. Online applications for cash or Basic Food are electronically signed when transmitted. The password used to complete the online application is an electronic signature.
      7. Applications received without a signature must be signed either at the time of the interview or by mail. See matrix below for signature requirements and date of application for various programs.  

For Medical applications, please refer to the application section of the Apple Health Manual.

Application Received

Online - for cash or Basic Food

In-person, mailed, emailed, faxed, dropped off, or scanned

Interactive Interview Declaration (IID) in person or by phone (telephonic signature)

Application Signed?

Yes
Always electronically signed when transmitted.

May or may not be signed.  If not signed, see “Action to Take.”

Yes, when the client signs the printed IID or when both attestation scripts have been read and the client has verbally attested to the accuracy of IID content by phone.

Date of Application

Date received or next business day if received after business hours

If signed, date received or next business day if received after business hours.

 

If not signed, see "Action to Take".

 

For cash and food assistance, the signature on the front page of the application after the applicant's name counts as a signature for the purpose of establishing a date of application.

 

If two-parent household applying for cash, at least one parent's signature is required to establish the date of application.

The date the client verbally attests to the first script by phone.

For cash and food assistance, the first attestation after collecting the applicant’s name and address counts as a signature for purpose of establishing a date of application.

If only the first attestation script is obtained during a call, see “Action to Take”.

If a two-adult household is applying for cash, at least one adult’s signature is required to establish the date of application.

 

 

Action to Take

Interview if required or conduct desk review. 

If applying for cash and a 2-parent household with minor children, obtain other parent's signature at interview or mail back for signature.

If not signed, have client sign at interview (if the client is in the office) or mail back for signature.  The date we receive the signature is the date of application for food assistance.  If applying for cash and a 2-parent household, obtain the other parent's signatures.

If only the first verbal attestation is obtained prior to the interview, the second attestation is required to complete the telephonic signature after review of the IID.

If applying for cash and a 2-adult household, obtain the other adult’s signature during the telephonic attestation or pend, mailing the IID back for the second signature.

Other requirements

For cash, both adult signatures are required in a two adult household.

 

For cash, both adult signatures are required in a two adult household.

 

For cash, both adults must sign the IID in a two adult household.

For cash, both adults must attest to the second signature script in a two adult household.
Cash Applications: If we receive an application without a name, address, or a signature to file, we accept the application and take whatever action we can to contact the client to obtain the information needed to officially file the application. We must take action on all applications, even if there is information missing that is needed to file the application such as a name, address, or a signature.
Basic Food Applications: If we receive an application without a signature, do not screen in. Send the client a general correspondence letter detailing the signature requirements and attach an application.

Informational Handouts and Supplemental Forms:

  1. For all applicants:
  2. For cash:
  3. Assistance for applicants with children:
    • Women, Infants and Children (WIC) pamphlet to applicants who are pregnant, postpartum, or who have children under age five. Pamphlets are available to local WIC offices.
  4. Additional Requirements for Emergent Needs or the Consolidated Emergency Assistance Program - CEAP:

See EMERGENCY ASSISTANCE - Additional Requirements for Emergent Needs (AREN)or EMERGENCY ASSISTANCE - Consolidated Emergency Assistance Program - CEAP for forms needed when the applicant applies for benefits from these programs.

Interview

See INTERVIEW REQUIREMENTS and Documentation.

Special Situations

See APPLICATIONS FOR ASSISTANCE – Special Situations for the following situations:

  • Trial visit program
  • Applications for MSP from Social Security Administration Interface (LIS file)

 

Worker Responsibilities

Forms that must be reviewed with the household at the time of interview:

Rights and Responsibilities

Review form DSHS 14-113(X), Client Rights and Responsibilities with the household:

  1. Face to Face Interviews

When conducting a face-to-face interview, explain the rights and responsibilities to the applicant and ask them to sign form DSHS 14-113 to acknowledge that they understand them. Send the document as file only to be scanned into the client’s Electronic Case Record (ECR).

      2.  Phone Interviews:

When conducting phone interviews, explain the rights and responsibilities to the applicant, send them a copy of form DSHS 14-113, and request them to sign and return the document (do not hold up benefit issuance waiting for this form).

Your DSHS Cash or Food Assistance Benefits

For cash or food assistance benefits, review form DSHS 14-520, Your DSHS Cash or Food Assistance Benefits with the household:

       1.  Face to Face Interviews:

When conducting a face-to-face interview, explain the allowable use of benefits to the applicant and ask them to sign DSHS 14-520 to acknowledge that they understand the restrictions and penalties for illegal use. Send the document as file only to be scanned into the client’s Electronic Case Record (ECR).

        2.  Phone Interviews:

When conducting phone interviews, explain the allowable use of benefits to the applicant, send them a copy of form DSHS 14-520, and request them to sign and return the document (do not hold up benefit issuance waiting for this form).

 

Clarifying Information - WAC 388-406-0012

Processing Basic Food and Cash Applications for Applicants Receiving Benefits from Another State during Month of Application

When applicants apply for Basic Food or Cash and they received benefits from another state during the application month, this doesn’t change the date of application:

  • Deny the application for the initial month (and second month if necessary) if they have already received or will receive SNAP or TANF benefits from the other state for that month(s).
  • If Basic Food or Cash benefits can be approved for the ongoing months and the benefit start date isn’t more than sixty days from the initial application date, a new application isn’t needed..

Worker Responsibilities -  WAC 388-406-0012

  1. Date stamping the application:
    1. Date stamp the application, the same day we receive the application; or
    2. The next business day if we received the application outside of normal business hours.
  2. Adding a request for Basic Food to a pending application:

If the applicant has a pending application for one of our programs and requests Basic Food, use the application the applicant provided for the other program. The date the applicant requested food benefits is the date of application for Basic Food.

  1. Do not require the applicant to complete another application. If you need additional information to determine eligibility for Basic Food, request the necessary information;
  2. Document the request for Basic Food and the date the applicant requested the benefits; and
  3. Add a program for Basic Food.
NOTE: If you have already processed the application for the other program(s), the client will need to apply for Basic Food separately. See Clarifying Information #4 under WAC 388-406-0010 for details about handling multiple applications from the same household.

 

 

Top of Page

 

Expedited Service for Basic Food

Revised November 7, 2023

Purpose:

This section lists the emergent conditions needed to get benefits under the Washington Basic Food Program (Basic Food) within seven calendar days. This section also includes Basic Food expedited service requirements and certification procedures.

WAC 388-406-0015 Can I get Basic Food right away?

WAC 388-406-0021 How does being a migrant or seasonal farmworker affect my application for Basic Food?

Clarifying Information - WAC 388-406-0015

EXAMPLE:  Bob applies for Basic Food and meets expedited service criteria. He reports $100 income from his parents and $350 monthly income through AmeriCorps. Since we exclude AmeriCorps under WAC 388-450-0015(1)(g), his gross income is $100. Bob is eligible for expedited service.
  1. Gross monthly income: 
    Food and Nutrition Services (FNS) defines “gross monthly income” as income before taxes less excluded income. We don't consider excluded income when determining expedited eligibility. See WAC 388-450-0015 for excludable income.
  2. Resources 
    We must consider countable liquid resources under WAC 388-470-0055 when determining eligibility for expedited services, even if the client is categorically eligible under WAC 388-414-0001.
  3. Request for Basic Food:
    Applicants request Basic Food by:
    • Checking “Food” on the application; or
    • Checking “Other” and indicating they want or need food on their application. See WAC 388-406-0010 for information on what constitutes an application.
EXAMPLE:  Joe checks “Food” on the application form. Consider this a request for Basic Food.
EXAMPLE:  Petra checks “Other” on the application form and indicates she needs food. Consider this a request for Basic Food.
EXAMPLE:  John doesn't check “Food” nor does he request food next to “Other” on his application form. Don't consider this as a request for Basic Food.
  1. Screening and Determining Eligibility for Expedited Service
    1. Households entitled to expedited services must be interviewed and receive benefits within seven calendar days of filing an application. If the seventh day falls on a day when the office is closed (holiday, temporary layoff), benefits must be issued the working day prior to the office closure.
    2. To identify households entitled to expedited service, we review the application to determine whether the circumstances meet one of the Expedited Service criteria under WAC 388-406-0015 (2). We must consider the household’s circumstances at the time of application, including work registration sanctions or disqualifications, when we are making the determination.
    3. We screen for expedited service eligibility on the day we receive each application. If we receive an application outside of normal business hours, we screen for expedited service on the next business day.
    4. All applicants, not interviewed on the date they apply, are sent an interview appointment letter (11-01) after screening to contact us for an eligibility interview within 7 days of the date of application. 
    5. We determine expedited service eligibility for all Basic Food applicants during the interview.
      1. Except for identification, verification that isn't available at the time of the interview is postponed (see Postponed Verification and Required Verification sections for more information).
      2. A person who wasn't screened as expedited or who waives the expedited interview can be determined expedited at the interview and receive benefits within seven days.
      3. A person who was screened as expedited but who is determined not expedite eligible at the interview must be processed under regular procedures.
NOTE:  Applicants can't waive being screened for expedited service and don't have to ask for expedited service screening. 
NOTE:   Not all households are eligible for the Standard Utility Allowance (SUA). When comparing an AU's gross income and available cash resources to their total shelter cost, use the appropriate utility allowance as a part of their shelter cost.
 NOTE: ABAWD Cases: 

  • If an ABAWD does have non-qualifying months available they can be considered for expedited services.

  • Clients who have been disqualified for Basic Food due to not meeting ABAWD participation requirements aren't eligible for expedited services until they have requalified.

  • Expedited cases can be approved with postponed verification for proof of out of state non-qualifying months.

EXAMPLE:  Mark, who is a non-US citizen has income of $1000 per month. He declares no resources. His rent is $1200 per month. Mark has a WA ID card. He states that he has an LPR card but he doesn’t have it readily available.  In this case, we must approve expedited benefits and issue an 'Expedited Approval Letter (02-24)' for all outstanding verifications including immigration status.
EXAMPLE: A 3-person household applied on August 1st and reported anticipated income of $500 for the month, plus rent of $450 and the SUA.  At the interview, you find out that the household has anticipated income of $1,000. Since the income is greater than rent plus the SUA the household isn't eligible for expedited issuance. Process this application as a non-expedited application.
EXAMPLE: Don is unemployed and has no resources. He lives for free in a trailer in the back of his uncle's house. Don's parent's send Don $250 monthly to help out. With no utility expenses, Don is coded as ZUA.  He isn't eligible for expedited service because his monthly income from his parents exceeds his countable expenses at time of application.
EXAMPLE: Jude files an application on Monday, May 23rd and meets expedited service criteria. The office is closed on Friday, May 27th for a temporary layoff day and Monday, May 30th for a holiday. The office is regularly closed for the weekend. Because the seventh day falls on a day the office is closed, expedited benefits must be issued by Thursday, May 26th (the working day prior to the office closure). To meet the seven day timeframe, Jude is interviewed on May 26th and is issued expedited benefits the same day.
EXAMPLE: Linda applies for Basic Food on March 25th and doesn't appear to meet the expedited criteria based on the information she provides on her application. At her interview on April 10th, she indicates that her circumstances have changed and her situation in April appears to meet the expedited criteria. Because expedited services are based on the circumstances at the time the person applies, we evaluate whether to provide expedited issuance based on the March information.
EXAMPLE: Teresa mails in her application and it is received on July 2nd. Based on the information available, Teresa doesn't appear to meet expedited. When she completes her interview on July 10th, the worker finds that Teresa did actually meet one of the criteria. We provide expedited issuance and use July 10th as the date of discovery for expedited services.
 EXAMPLE: Ira is attempting to requalify for Basic Food after being terminated for non-participation under ABAWD rules. He would otherwise meet the expedited criteria based on the information he provided on his application. Ira must provide verification that he has met requalification before benefits can be issued. The application is denied and Ira is provided the DSHS Form 11-034b with information on how to requalify.
  1. Screening an institutionalized client for Expedited Service:
    Applications from persons living in an institution are denied unless the person will be released within 30 days of submitting the application. Use the date of release from the institution as the date of request and as the expedited service start date.
    1. If the applicant is eligible for expedited service, provide an interview within seven calendar days of the date of request; and 
    2. If the client is eligible for Basic Food, issue benefits within seven calendar days of the date of request.
EXAMPLE: Olivia files an application on May 6th. She is in the hospital and isn't eligible for Basic Food until released from the hospital on May 16th. The date of request for Basic Food is May 16th; the date of her release from the hospital. Her answers to the screening questions suggest that she meets Expedited Service criteria. Further review of the information Olivia provided supports this finding. We must interview Olivia and issue benefits by May 23rd.
  1. Destitute migrant or seasonal farm workers:
    To determine if a client is a destitute migrant or seasonal farm worker use WAC 388-406-0021, then see WAC 388-450-0230 for information about budgeting income in the month of application.
EXAMPLE: Kate applies for Basic Food, and the answers to the screening questions suggest that her household may not meet Expedited Service criteria. A further review of income sources indicates that she has income in excess of the Expedited Service criteria that you can't exclude.
  • Deny expedited service; and
  • Process the case using regular processing standards.
EXAMPLE: Mary applies for Basic Food, meets expedited service criteria and is interviewed the same day. At the interview, she states she doesn't have identification but previously received benefits in another state. We call the other state and ask them to fax a copy of her identification, which they say will take about a week. Mary's boyfriend is at the interview with her. Since the boyfriend isn't a member of Mary's Basic Food household, we can take a statement from him as collateral contact verification of her identity and issue benefits the same day. All other verification is postponed including further verification of Mary's identity.
  1. Denying Expedited Service:
    1. If at the interview we determine a household isn't eligible for expedited issuance and more information is needed to determine eligibility:
      1. Inform the client that they don't meet the criteria for expedited issuance with postponed verification; and
      2. Explain how to get a department review of the decision (see WAC 388-406-0015(10)). 
NOTE:Clients who have been disqualified for Basic Food due to not meeting ABAWD participation requirements arn't eligible for expedited services until they have requalified. 
  1. Required Verification:
    1. Verification of identity of the applicant (and authorized representative if the head of household isn't at the interview) is the only required verification to issue benefits on an expedited case. All other verification can be postponed.
      1. Identity can be verified with available documents, through interfaces such as SOLQ, or through a collateral contact. Photo ID isn't required.
      2. Delay benefit issuance only when there is no means to establish identity.
    2. When all required verification to determine eligibility is available at the interview, issue benefits and establish an appropriate certification period (see WAC 388-416-0005 ).
  2. Postponed Verification:
    1. When verification is postponed, issue benefits as described in WAC 388-406-0015(6) based on the information available.
    2. Send a letter of limited approval and request the client provide the missing information for continued eligibility to be determined. The letter also functions as a denial notice should the client fail to provide all of the verification listed in the letter timely.
    3. The denial of ongoing benefits can be reconsidered if all of the required information is provided within the timeframes listed in subsection (6) of the WAC. The letter will reflect the correct timeframes. Don't send another request letter with a new timeframe if the client provides only part of the required verification.
    4. If all postponed verification isn't received timely (within thirty days or the end of the second month), the client isn't eligible for ongoing benefits without a break in benefits. If the client turns in the postponed verification untimely, but before the 60th day after the date of application, refer to WAC 388-406-0055 (4) (c) to determine the reconsideration date of benefits.
    5. It is possible for a client to receive expedited benefits and not be eligible for on-going Basic Food when the postponed verification is provided. We must send clients a denial letter if we determine they are ineligible from the verification.

Applicants who meet expedited criteria and are eligible for Basic Food can get benefits even if they don't have all the necessary verification to determine eligibility. We must attempt to verify as much information as possible at the interview prior to postponing verification (see Verification).

EXAMPLE: Edward applies for Basic Food May 6th (on or before the 15th of the month), and meets expedited service criteria. He is eligible for expedited Basic Food with postponed verification and benefits are issued for May only. Edward must provide postponed verification by June 5th (the 30th day from the date of request for Basic Food) to be eligible for ongoing benefits without a break in benefits.
EXAMPLE: Martina applies for Basic Food May 16th and meets expedited service criteria. She is eligible for expedited Basic Food with postponed verification and is issued Basic Food for May and June. Martina must provide postponed verification by the end of the second month after the date of request for Basic Food (June 30th) to be eligible for ongoing benefits without a break in benefits.

 

Worker Responsibilities - WAC 388-406-0015

  1. Record the date each application is received, or the next business day if received after business hours.
  2. When the application is received, screen for expedited eligibility using the responses to the expedited screening questions on page one of the application (part one for the online application). Review other information on the application as needed to identify expedited households.
  3. Whenever possible, interview clients who apply in person and meet expedited service criteria the same day the applications are received. The interview can be conducted by telephone.
  4. Issue benefits the same day to households determined expedited.

Clarifying Information - WAC 388-406-0021

EXAMPLE: Seasonal farmworker client applied for Basic Food on April 22nd and hasn't received income in the month of April. The client has no available cash resources. The client states he has worked two 8-hour days for this period at $7 an hour. He expects to get this income on April 26th ($7/hr x 8hrs x 2 days = $112). The AU's shelter expenses for April are $200.00. The farmworker client isn't destitute because they will receive over $25.00 within ten days of their date of application. Since they have income and available resource s under their shelter costs, the client is eligible for expedited service under WAC 388-406- 0015.
EXAMPLE: Seasonal farmworker client applies for Basic Food. The client isn't currently working and has no other income. The client states that they will work as soon as the farms start hiring. The client has always worked this season over the past several years and averages $900.00 income each month. We would consider this client destitute because they don't have a source of income identified.
EXAMPLE: Migrant farmworker client arrived in the state on July 1st and was hired by a grower to pick cherries on July 2nd. On July 3rd, the client applied for Basic Food. The client was unsure of when he would be paid, and the worker was unable to contact the grower. The client was told that the farmer pays everyone when the harvest is complete. The client wasn't sure how much longer the harvest would take. In this example, the client is destitute. Based on the information available to us, we don't know when the worker will be paid or exactly how much. We can't be reasonably certain that the client will receive more than $25 within ten days of July 3rd, the date of application.
EXAMPLE: Migrant farmworker client arrived in the state on July 1st and was hired by a grower to pick cherries on July 2nd. On July 3rd, the client applied for Basic Food. The client states he averages about twelve boxes a day but was unsure of when or how much he would be paid. The worker contacted the grower by phone and confirmed that the client was hired and worked on July 2nd. The grower stated that they expect to have work for the client through the rest of the month. According to the grower, the client will be paid weekly, beginning July 10th. The grower confirms that the client averages 12 boxes each day. He pays $3.50/box and the client will work 6 days/week. The first check will be for five days (12 boxes/day x $3.50/box x 5 days = $210). In this example, the client isn't destitute. Because we have confirmed that the client will be paid on July 10th, we are reasonably certain that the client will receive more than $25 within ten days of July 3rd, the date of application.
EXAMPLE: Seasonal farmworker client applied for benefits on May 2nd. A grower hired the client, but the client isn't sure when work will start. The client must check with the grower each day to see if the harvest has started. The financial worker calls the grower and confirms that the client has been hired and says that work will start the next day, if the weather is good. The grower states that if all goes well, the client will be paid on May 9th and should receive over $25. In this example, work is uncertain. The client **is destitute. * * The uncertainty around the harvest and when the client will start work prevents us from being reasonably certain that the client will receive more than $25 within ten days of May 2nd, the date of application.
EXAMPLE: Client applied for benefits on May 2nd. The client works for the same grower every year. The financial worker calls the grower and confirms that the client has been hired and says that work will start on Monday May 5th. The grower states that first check will be paid on May 9th and client is expected to produce 10 boxes/day and will be paid for three days work at $3.50/box for the first week ($3.50x30=$1 05). The client agrees with the estimate.
EXAMPLE: Farmworker client arrived in Washington from California on June 16th. The client worked in California and was paid every Friday. They were last paid $ 90 on June 14, and won't be paid on June 21st. This income is from a terminated source, because the client doesn't expect to be paid by the California grower for the remainder of June or in July.
EXAMPLE: A seasonal farmworker applies on March 6th. They anticipate income on a weekly basis from their employer starting on March 22nd. The client last received wages from this employer on January 18th. We consider the income from this employer as income from a new source.
EXAMPLE:  Client arrived in Washington from California on June 16th and applied for Basic Food on June 17th. The client worked in California and was paid $200 on June 14th from a terminated source. The client expects to be paid in Washington on June 28th from a new source. In this example, the client is destitute . They won't receive more than $25 from their new source of income within ten days of the date the client applied for benefits. In this scenario, don’t count the income the client expects to receive on June 28th. See WAC 388-450-0230.
  1. General information regarding seasonal farmworkers:
    1. A seasonal farmworker can work all year round and still be considered a seasonal farmworker.
    2. The unemployment compensation a seasonal farmworker may receive doesn't have to be from seasonal farmwork.
    3. We don't average a migrant or seasonal farmworker's income when determining if they are destitute.
    4. Seasonal farmworkers may be required to meet ABAWD participation.
  2. Eligibility for expedited service:
    1. Destitute farm worker assistance units (AUs) with under $100 are eligible for expedited service.
    2. Migrant and seasonal farmworkers who aren't destitute may receive expedited service based on other criteria under WAC 388-406-0015.
  3. Earnings from a previous season:
    ​    Don't use a previous season's information unless it reflects what the client anticipates for the current season.
  4. The source of a farmworker's income:
    Consider the grower, not the crew chief, as the source of income.
  5. Farmworkers with income from a new source:
    We consider a farmworker who has income from a new source destitute unless it is reasonably certain that the farmworker will receive more than $25 in income within ten calendar days of the date of application.
  6. Employer's statement of likely work:
    An employer’s statement that the client will likely have work shouldn't be considered a guarantee that the client will work and receive more than $25. Farm work is uncertain because harvests may be delayed or interrupted by weather problems. There also may be times when a grower discovers they need less labor than originally predicted.
  7. Income from a terminated source:
    Consider income to be from a source no longer providing income when:
    1. The AU is usually paid at least once a month and income from that source isn't expected for the remainder of the month of application or the following month; or
    2. The AU is paid less often than monthly, such as quarterly, and the household won't receive the next payment in the month it would normally be received.
  8. Income from a new source:
    Consider income to be from a new source when:
    1. The household is paid at least monthly and received $25 or less from that source in the 30 days prior to the date of application; or
    2. The household is paid less often than monthly, such as quarterly, and received $25 or less from that source since the last regular pay date.
  9. Income from a terminated source and a new source in the same month:
    A farmworker AU may receive income from a source no longer providing income and a new source in the same month and still be considered destitute.
  10. Travel advance:
    If a migrant/seasonal farmworker client gets an advance from an employer to cover travel costs, we don't consider the advance when deciding if the client is destitute.
    1. We exclude the travel funds if they are a reimbursement for travel expenses.
    2. If the funds are an advance on wages and not a reimbursement for travel, we budget the advance as earned income.
  11. Budgeting income:
    1. For the standard rule on how to budget a client's income, see WAC 388-450-0215.
    2. For the rule about budgeting a destitute client's income, see WAC 388-450-0230.

 

Worker Responsibilities - WAC 388-406-0021

  1. Document the decision on a client's destitute status:
    Document your decision on whether or not a migrant/seasonal farmworker client is destitute. If you exclude any income under WAC 388-450-0230 document that this income was excluded.
  2. Document income:
    Always document the income you budgeted for the AU. 

ACES Procedures

See Process Application Month

See Finalize Application

See Basic Food Program - Expedited Services

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Time Limits for Processing

Revised October 17, 2016

Purpose:

This section includes rules and procedures related to application processing time limits and processing delays.

WAC 388-406-0035 How long does the department have to process my application?

WAC 388-406-0040 What happens if the processing of my application is delayed?

WAC 388-406-0045 Is there a good reason my application for cash or medical assistance has not been processed?

Clarifying Information - WAC 388-406-0035

If an applicant for food assistance completes their interview late in the application process and we still need some information to determine eligibility, take the following steps:

  1. Notify the client during interview  that we must have the required information/verification no later than the 30th day from their application date, otherwise they will not receive benefits for the application month. List the 10 day deadline to provide verification. 
  2. Tell the client we can reconsider a denied application if we have the information/verification by day 60. We will prorate benefits for the second month starting the date we receive the required information/verification.
EXAMPLE: Cliff applies for Basic Food on November 1st. He interviews on November 25th. The worker pends for verification. The worker enters December 10th as the due date on the RFI letter, but explains to Cliff that we will deny the application on December 1st unless we have all the verification required to determine his eligibility. The worker also explains that we can approve benefits from the date the verification is received if we receive all verification to determine eligibility by the 60th day from the application date
NOTE: For further information and canned text, see the Procedures Manual.

Clarifying Information - WAC 388-406-0040

ACES will  deny a food program application by the 30th day, or next business day if the 30th day falls on a weekend or holiday, even if the household requests additional time to provide information.  See WAC 388-406-0040, #4. 

Applications processed after the 30-day standard of promptness are considered untimely even if the household had the interview before the 30th day and we needed verification to determine eligibility for benefits.

Clarifying Information - WAC 388-406-0045

For cash and medical assistance applications, good cause exists only when the local office meets all processing requirements and the client causes a delay in the process.

EXAMPLE Client applies for TANF. We schedule an interview appointment timely. The client does not appear for the appointment. The client requests a second appointment on the 29th day following the date of application. Because the client caused the delay, good cause for not processing the application within 30 days exists.
EXAMPLE Mark applies for ABD cash on August 17th. He is scheduled to be released from Walla Walla Correctional facility on September 1st. His forty-five days ends on September 30th. We receive the medical evidence and establish disability on September 28th. He is released on October 5th. Mark is eligible for benefits beginning October 5th. The client caused the delay, so good cause for not processing the application within 45 days exists. (See: Applications for Assistance - Completing the Process)

ACES Procedures

See:

  • Standards of Promptness
  • Standards of Promptness - When is there good cause for not processing an application by the SOP date?
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Filing Applications - Special Situations

Revised August 28, 2018

Purpose:

This section contains applications procedures for special situations, including when an applicant is temporarily out of state and the Trial Visit Program.

Worker Responsibilities

  1. The Trial Visit Program is part of a treatment plan for clients in institutions. The institution determines if the client is able to participate in the program. If assistance is needed before the client can participate in the program, the CSO serving the client's institution will initiate the application.
    1. Administrative Disability Review Committee: Each institution will designate a liaison to coordinate with the CSO when an approved trial visit client is in need of public assistance. At least ten days prior to the scheduled release date, the liaison will provide the CSO with a completed Application for Benefits, DSHS 14-001(X) and related supplements. In addition, the liaison will provide:
  2. Determine eligibility for a Medicare Savings Program (MSP) and, if requested, all other medical programs.
    1. Review ACES instructions for auto-screened MSP application.
    2. WA State SSI Related income and resource rules differ from SSA LIS income and resource rules so S03 cannot be auto-opened without an application.
    3. ACES sends a LTR 023-02 and a 14-001 application form.
    4. If client returns the application form, look to see if medical is requested. If so, determine eligibility for all medical programs.
    5. If medical is not checked, determine eligibility for only the Medicare Savings Programs (ie S03, S04, S05 and S06).
    6. The Standard of Promptness (SOP) count begins from the date DSHS received the SSA/LIS input file. ACES is programmed to apply the correct SOP date.
    7. Estate Recovery rules apply to all medical programs except MSP.
  3. Denying automated MSP applications.
    1. ACES will auto-deny MSP applications with LTR 004-05 and reason code 230 after 30 days when an application is not returned.
    2. Do not deny for failure to provide information prior to the automated ACES denial.

Completing the Process

Revised July 22, 2024

Purpose:

This section contains rules and procedures related to application approvals, denials and withdrawals, including notification requirements, eligibility effective dates for approved applications, limits on denial actions, and when we may reconsider a denied application.

WAC 388-406-0050 How do I know when my application is processed?

WAC 388-406-0055 When do my benefits start?

WAC 388-406-0060 What happens when my application is denied?

WAC 388-406-0065 Can I still get benefits even after my application is denied?

Clarifying Information - WAC 388-406-0055

Basic Food and Transitional Food Assistance:

Transitional Food Assistance (TFA) provides five months of basic food benefits as a fixed benefit amount for families leaving TANF or Tribal TANF. When someone moves out of a TFA household, they aren't automatically removed from the TFA assistance unit.

Federal rules don't allow people to receive benefits under the Food Stamp program in more than one household at the same time. This includes basic food and TFA.

  • When an active member of a TFA AU moves away and applies for basic food in a different household, we must remove the applicant from the TFA AU before starting basic food or adding them to someone else’s basic food AU.
  • The applicant is eligible for basic food effective the first of the month after they were removed from the TFA AU with advance notice.
EXAMPLE: Mark, Heidi and Lance receive TFA with a certification period of March through July. On April 3rd, Lance moves out and is approved to receive basic food with his girlfriend Amber. Their worker removes Lance from Mark and Heidi’s TFA AU effective April 30th. Lance is added to Amber’s benefits effective May 1st.
EXAMPLE: Same scenario as above, but Amber applies to add Lance to her basic food on April 25th. We don't have time to provide Mark and Heidi 10 days adverse-action notice and remove Lance from their TFA benefits by April 30th.Their worker removes Lance from Mark and Heidi’s TFA AU effective May 31st. Lance is added to Amber’s benefits effective June 1st.
ABD cash: If the date of release from the facility or institution is beyond the forty-five day processing period, the beginning date of assistance is the date the applicant is released or approved, whichever is later.
EXAMPLE: Mark applies for ABD cash on August 17th. He is scheduled to be released from Walla Walla Correctional facility on September 1st. His forty-five days ends on September 30th. We receive the medical evidence and establish disability on September 28th. He is released on October 5th. Mark is eligible for benefits beginning October 5th.

Worker Responsibilities -WAC 388-406-0055

  1. For approved applications processed outside the applicant’s catchment area, transfer the case record to the correct CSO and notify the applicant of the CSO address and phone number.Use ACES Letter 023-03 - Information/Action Request for Transfer. 
  2. For applicants ineligible for benefits because they are institutionalized, open:
    1. Basic Food from the date:
      1. Of release from the institution, if released within 30 days from the date of application and we have the information needed to determine eligibility; or
      2. We have the information needed to determine eligibility, if released within 30 days from the date of application, and the information was received after the 30th day but before the 60th day, and the delay was caused by the applicant.
    2. Cash assistance from the date:
      1. Of release if released within 30 days from the date of application and we have the information needed to determine eligibility for TANF, SFA, PWA, or RCA; or
      2. Of release if the release date is past the forty-fifth day processing deadline; or
      3. We have the information needed to determine eligibility, but no later than the 30th day for TANF, SFA, PWA, or RCA.
NOTE: The system doesn't use an applicant's date of release from an institution or the date delayed verification was received as the start date for basic food. If the application is already screened, deny the existing application and re-screen basic food using the applicant's release date, or the date delayed verification was received, as the date of application.
EXAMPLE: Cody applies for basic food on May 1st. We schedule the appointment for May 20th and give them until May 30th to provide information needed to determine eligibility. On June 3rd we deny the application. Cody gives us the needed information on June 12th. Good cause doesn't exist. Since Cody caused the delay, open basic food from June 12th. Don't request a new application to open benefits.
EXAMPLE: Same scenario as Example 1, except we schedule the appointment on June 1st. Cody is given until June 11th to provide information and doesn’t provide it until June 13th. Since the delay is our fault because we didn’t schedule an appointment timely (see WAC 388-452-0005 (6)), we must open benefits from the date of application (May 1st).
EXAMPLE: Taylor applies for basic food on July 1st and is interviewed the same day. The application is denied on July 15th for failure to provide information. Taylor submits the required information on August 10th and is determined to be eligible. Approve benefits effective August 10th. When rescreening the AU, use August 10th as the new application date.
EXAMPLE: Same as the previous scenario, except Taylor submits the information on July 20th. Rescreen and start benefits from the date of application (July 1st) because the information was received within 30 days.
EXAMPLE: Sam applied for basic food on May 15th. They were interviewed on May 20th and asked to provide additional information by May 30th. They were determined eligible for Equal Access and contacted the department to get assistance in obtaining the required verification. The department was able to help obtain the verification on June 24th. The application wasn't processed within 30 days, but Sam was eligible for EA and cooperated with the department to obtain the required verification. Open benefits effective the date of application (May 15th).

Processing an NCS Application:

See WORKER RESPONSIBILITIES Non-Compliance Sanctions (NCS) Re-Applicants

Clarifying Information - WAC 388-406-0060

For basic food, when the thirty-day period ends on a weekend or a holiday the denial notice is sent the first working day after the thirtieth day.

Worker Responsibilities -WAC 388-406-0060

If a basic food applicant doesn't show for the required eligibility interview within the 7-day interview window:

  1. ACES sends a Notice of Missed Interview informing the applicant to contact the department by phone or in person for an interview by the 30th day.
  2. ACES automatically denies a pending basic food AU in overnight processing on the 30th day from date of application regardless of whether an interview has been initiated. If the 30th day falls on a weekend or a holiday, the denial occurs in overnight processing on the next business day.
NOTE: If an applicant is applying for classic medical as well as other programs, they aren't required to interview for the classic medical. Most other programs require an interview. The worker must manually track the other assistance units and deny the application on the correct date.

Clarifying Information - WAC 388-406-0065

Processing Basic Food Applications for Individuals Ineligible Due to Duplicate Participation

When applicants apply for basic food and are ineligible for benefits during the month of application because they received benefits from another state:

  •  Deny the application for the initial month (and second month if necessary) if they have already received or will receive SNAP benefits from the other state for that month(s).
  •  If basic food benefits can be approved for the ongoing months and the benefit start date is not more than sixty days from the initial application date, a new application isn't needed.
    EXAMPLE: Theo moved to Washington from Nevada and applies for benefits on 3/15. We interview them on 4/2 and determine they are financially eligible at the time, except that they received 3/2021 and 4/2021 benefits from the other state. We have verified that they won't receive benefits in 5/2021. Correctly deny basic food for March and April for duplicate participation and approves benefits for May 2021 and ongoing. Use the initial application until May 14.

Worker Responsibilities -WAC 388-406-0065

  1. Reconsidering a Denied Application
    If the applicant provides only part of the information we need per the timelines in WAC 388-406-0065 (1), take the following actions:
  2. Review the case to see if we can determine eligibility for each program based on what we have received; and
  3. Send the applicant a letter advising of our reconsideration decision for each program. This includes:
    1. An approval letter if we can determine they're eligible;
    2. A new denial letter if we are able to determine they're ineligible; or
    3. A second denial letter indicating the original denial reason and effective date stands and why.

EXAMPLE: We request verification of income, residence, and utilities due by 5/15. This isn't provided, and we send a denial letter on 5/20. The applicant then provides the residence and income verification on 5/30. This is within 30 days of the denial, and is sufficient to determine eligibility. We approve benefits from the appropriate date and advise the applicant in the approval letter that utilities weren't considered in the benefit decision, as that requested verification wasn't provided.
EXAMPLE: Same as above, but the applicant provides only the income verification. This information shows them to be over the program’s gross income standard. We send a new denial letter to the applicant advising of the change in denial reason.
EXAMPLE: Same as above, but the applicant provides only the residence verification. We can't determine eligibility without the income information. We send a letter to the applicant advising that we received the partial information, but the denial from 5/20 stands as we still don't have the income and utility verification we require.
  1. NCS Re-applicants who failed to complete their 28 day participation:

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Information Needed to Determine Eligibility

Revised September 11, 2019

Purpose:

This section includes rules and procedures on what happens when a client applies for benefits and the department needs other information to determine eligibility.

WAC 388-406-0030 Do I need to submit other information after I apply for benefits?

Clarifying Information - WAC 388-406-0030

EXAMPLE Rayanna applies for food assistance on July 8th and has her interview on July 15th. The worker pends the food assistance for verification of income, due by July 25th. On July 25th, Rayanna requests extra time. If the worker determines the client is cooperating, the worker should extend the due date at least 10 days but may extend the due date more, to between August 4th (10 more days) and August 7th (30th day of application) without penalty. If Rayanna requests the due date to be extended past the 30th day of application, then we must deny the application by August 7th and would delay the start date of benefits as applicable in WAC 388-406-0040.

Worker Responsibilities - WAC 388-406-0030

  1. See verification. Whenever possible, obtain verification by phone. For cash, food, and long-term care programs, verify an applicant's circumstances if needed to determine eligibility.
  2. Use cross-matches and alerts whenever possible to verify a client’s income or expenses.
  3. Do not request a specific form to determine eligibility. For example, do not request a landlord statement. Instead, ask for what is needed to determine eligibility such as an address, household composition, and shelter costs. Give or send the client any departmental or approved local-office forms that would help give us the information we need to determine eligibility.
  4. See WAC 388-406-0040 for what to do if the application process is delayed.
  5. When requesting further verification or requesting missing verification, allow a ten-day extension on the due date as under WAC 388-406-0030, #4, as long as the client is not refusing to cooperate and/or the application processing time limits under WAC 388-406-0040 haven't passed.
  6. If the application process has been delayed due to the household interviewing late in the 30 day processing period, we cannot give a ten day extension.
  7. The application must be denied by the 30th day (first business day after the 30th day if it falls on a weekend or holiday) if we don't have all the information we need to determine eligibility and the delay has been caused by the household.