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Reviews and Annual Renewals: Incomplete or Unsigned

Proper procedures must be followed when returning a review/renewal to a participant to ensure participants are able to receive accurate information about their case status.

 

SNAP #

Requirement #

SNAP mid-certification reviews (FA-546) must be complete and signed by the participant, a responsible household member, or authorized representative.

The FA-546 is only considered complete when:

 

    1. All pages with questions and signature page are present and
    2. All required questions #1–12 are answered YES or NO and details are provided on all questions answered YES.
        • Questions regarding military service on Page 1 are not required.
        • If question #8 is answered NO indicating the participant has not moved, then question #9 does not need to be completed.
        • Writing n/a, no change, or a similar statement is acceptable in place of checking NO.
        • Writing an answer in the details section of the question is acceptable in place of checking YES.
            • Exception: Question #12 must be answered with YES, NO or N/A; only answering in the details section is not acceptable

 

Incomplete or Unsigned SNAP Mid-Certification Review (FA-546) #

When the FA-546 is received incomplete or unsigned:

 

Step 1

Review the Audit Detail Screen.  If an audit date was entered follow Review and Edit Audit Date instructions to remove the date.

 

Step 2

Complete a Mid-Certification Review Request (IM-2MCR) and send a copy of the IM-2MCR to the ECM. Do not send the incomplete or unsigned FA-546 to the ECM.

    • In the IM-2MCR drop down box, give the participant detailed instructions on what is needed and include comment, “Please answer questions 5 & 10, sign and date on page 10 & make sure to return the entire completed form as the original incomplete form has already been destroyed. Our office must receive the requested information by due date, or you will have to reapply.”

Step 3

Return the incomplete/unsigned FA-546, any missing pages, and the IM-2MCR to the participant.

    • Allow the participant 10 days to return the signed and completed FA-546.
        • If the 10th day falls on a weekend or state holiday, use the following business day.
    • If unable to print and return the incomplete/unsigned FA-546 and IM-2MCR, continue to Step 4 for Current™ outcome. Do NOT use the Mail Out Request Hand Off.

Step 4

Enter a comment on EUMEMROL(FM3Z) in FAMIS making sure to document if the FA-546 was returned to the participant for being incomplete and/or unsigned.

 

Step 5

Select the task outcome in Current™ ‘Unsigned/Incomplete.’

    • If able to reprint and mail out the review, use outcome reason ‘Letter Sent.’
    • If unable to reprint and mail out the review, use outcome reason ‘No Letter Sent.’
        • ECM support will review to remove the incomplete/unsigned FA-546 from the VFR and determine if the incomplete/unsigned FA-546 and IM-2MCR needs to be routed to another office to be returned to the participant.

 

 

TA and MHN #

Requirement #

Temporary Assistance eligibility reviews (FA-202), Non-MAGI annual renewals (FA-402), and MAGI annual renewals (IM-1U) must be signed by the participant, a responsible household member, or authorized representative. Participants are not required to answer all the questions on the FA-202, FA-402, or IM-1U.

 

See Signed but incomplete TA Review (FA-2-2) or MHN Annual Renewal (FA-420, IM-1U) for further instructions.

 

Unsigned TA Review (FA-202) or MHN Annual Renewal (FA-402, IM-1U) #

When an FA-202, FA-402, or IM-1U is received unsigned:

 

Step 1

Complete the Signature Request (IM-2SR) and send a copy of the IM-2SR to the ECM. Do not send the unsigned FA-202, FA-402, or IM-1U to the ECM.

 

Step 2

Return the unsigned FA-202, FA-402, or IM-1U and the IM-2SR to the participant.

    • Only return an FA-202, FA-402, or IM-1U when it is unsigned. Do not return an incomplete FA-202, FA-402, or IM-1U.
    • Allow the participant 10 days to return the signed form.
        • If the 10th day falls on a weekend or state holiday, use the following business day.
    • If unable to print and return the unsigned FA-202, FA-402, or IM-1U and the IM-2SR continue to Step 4 for Current™ outcome.

Step 3

Enter a comment in the eligibility system making sure to document if the unsigned FA-202, FA-402, or IM-1U was returned to the participant.

    • For MAGI, enter the comment on the head of household’s person page in MEDES.
    • For Non-MAGI and TA, enter the comment on EUMEMROL (FM3Z) in FAMIS.

Step 4

Enter task outcome in Current™ ‘Unsigned/Incomplete.’

    • If able to reprint the review/renewal, use outcome reason ‘Letter Sent.’
    • If unable to reprint the review/renewal, use outcome reason ‘No Letter Sent.’
        • ECM support will review to remove the unsigned FA-202, FA-402, or IM-1U from the VFR and determine if the unsigned FA-202, FA-402, or IM-1U and the IM-2SR needs to be routed to another office to be returned to the participant.

 

Signed but Incomplete TA Review (FA-202) or MHN Annual Renewal (FA-402, IM-1U) #

When annual renewal form is received signed but is incomplete:

    • Begin the annual renewal.
    • Attempt to get missing information by contacting the participant via phone and/or using available resources.
        • If unable to obtain missing information, send a request for information allowing 10 days for the household to respond.
            • If the 10th day falls on a weekend or state holiday, use the following business day.
            • Enter a comment in the eligibility system that the review/renewal was provided but missing information and request for information sent to the participant.
                • For MAGI, enter the comment on the head of household’s person page in MEDES.
                • For Non-MAGI and TA, enter the comment on EUMEMROL (FM3Z) in FAMIS.
            • Enter task outcome ‘Pend’ in Current™.
            • If verification is not provided, the eligibility system will take the appropriate steps to close the case.
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