2.1.2 Application Processing Time frame

2.1.2.1 Application Processing 30-Day Time Frame

2.1.2.1 Application Processing 30 Day Time Frame

7 CFRCode of Federal Regulations 273.2(c); 7 CFR 273.2(g); 7 CFR 273.2(h)(2)(i)(A)

OM 14-48

The application process must be completed 30 days from the initial filing date, unless the applicant is eligible for expedited services (2.1.4 Expedited Service at Application). Day one of the application processing period is the day after the filing date. The time frame for processing an application is the filing date plus 30 days.

If the 30th day falls on a weekend or postal holiday :

For denials - the action to deny should be taken the next business day.
For approvals - the approval must be processed no later than the 30th day. Waiting until the next business day or later to process an application for an eligible FoodShare assistance group is untimely and, therefore, not allowable.

Note: If the application is being processed after adverse action, CARES will test eligibility for the application month and the next two months. If the food unit is ineligible for the application month and the second month, eligibility for the third month will also fail and the applicant would have to reapply even if there are changes in the third month that may make the food unit eligible for that month.

Applicants are required to cooperate with the completion of this process. Agencies are required to assist the applicant in the completion of the application process if the applicant requests such assistance.

When the application process has not been completed by the end of the 30th day, a notice of pending will be sent explaining the necessary steps to resolve the delay. If there is outstanding verification, the notice of pending will list those outstanding items.

Late Verifications

When an applicant fails to submit required verification by the 30th day following the filing date, or 10 days from the date verifications were requested, whichever is later, the application should be denied. The applicant has an additional 30 days from the date of a timely denial (denied on day 30), or 60 days from the filing date, to submit the required verification without requiring a new application or interview (i.e. required verifications are received during the period on or after the 31st day but no later than the 60th day from the filing date). If the applicant is found eligible, benefits should be prorated from the date all required verifications were submitted. The initial month of application should be denied.

Example 1: Jane applies on January 5, and her application is considered a regular 30 day application. Her verification checklist is mailed on January 6 with a due date of February 5. Jane fails to submit the required verifications by February 5. Her case is denied for lack of verification on the 30th day. The notice will inform Jane that she will have until March 9 (60 days from the filing date including extensions for weekends) to submit the required verification without needing to reapply. If verifications are not submitted by this date, Jane will need to reapply and complete a new interview in order to have her eligibility determined.

Note: If verifications are submitted any time after February 5 but on or before March 9, issue prorated benefits from the date all verifications were submitted.

See 1.2.1.2 Request for Verification for details on verification time frames.

2.1.2.2 Late Expedited Determinations

7 CFRCode of Federal Regulations 273.2(i)(3)(iv)

A late determination of expedited benefits happens when an application is submitted as a non-Priority Service application, but found to be eligible for expedited benefits at any time during the eligibility determination process. Once the agency is aware that the applicant is eligible for expedited benefits, benefits must be made available to the FoodShare assistance group within seven calendar days from the date of discovery, or by the 30th day following the filing date, whichever is sooner. The application is no longer considered a 30 day application, but an expedited application, and must be processed as such.

Example 2: An ACCESS application is submitted on January 18 and the information provided on the application indicates that applicant does not qualify for priority service. The interview is scheduled and held on January 28. During the interview the IM worker determines that the applicant is eligible for expedited issuance. There could have been a change in the applicant's circumstances or the Priority Service Determination screen could have been filled out incorrectly. The FoodShare benefits must now be confirmed on or before February 4 to be considered timely. If the FoodShare benefits are confirmed any later than February 4 they will be untimely. In this situation the IM worker does not have until February 18 to make a final determination as he or she originally had when this was a 30 day application.

This page last updated in Release Number: 17-01

Release Date: July 10, 2017

Effective Date: July 10, 2017