Unable to Register Application in FAMIS

See scenarios below for steps to take when unable to register an application in FAMIS.

 

No Address/Invalid Address

  • SNAP:
    • It is not considered an application without an address. This includes Homeless applications without a mailing address.
    • Staff should attempt to secure the missing information and attempt to call the applicant to obtain missing information if a number is available.
    • Submit an ECM Ticket to have the application removed from the ECM. Use Problem Code: Unsigned Application.
    • For Current instructions, see Incorrectly Queued Current Tasks
  • Non-MAGI/TA:
    • Attempt to establish a valid address by available means: Contacting the applicant by phone, MEDES, FAMIS. MODL, IIVE
    • If you are unable to establish a valid address, complete the IM-33 Notice of Case Action using “unknown address” as the address and rejection reason “We are unable to locate you. This is in accordance with the following Missouri Revised Statutes (RSMo 208.010).”
    • Upload and index a copy of the IM-33 action notice to the ECM
    • Submit an ECM Ticket to have the application removed from the ECM. Use Problem Code: Unsigned Application.
    • For Current instructions, see Incorrectly Queued Current Tasks
    • Make the appropriate comment on EUMEMROL using the Comment section below.

 

No Signature

  • Return the original unsigned application with the Signature Request (IM-2SR) and an FSD addressed envelope to the participant within three business days.
  • Submit an ECM Ticket to have the application removed from the ECM. Use Problem Code: Unsigned Application.
  • For Current instructions see Incorrectly Queued Current Tasks
  • If unable to print the application to complete the return, the ECM ticket should still be entered. ECM support will route the item to be returned by another office.
  • See 8.2.3 Signing the Application for more information

 

Active Case with MCR/Recertification/Renewal Due

  • SNAP:
    • Recertification: Make sure that a SNAP recertification is not due within 60 days. If it is, use the application to process the recertification. See 07- SNAP Recertifications for more information.
    • MCR: Make sure that a SNAP Mid-Certification review is not due within 30 days. If it is:
      • Reject the SNAP application
      • Reprint the FA-546 (Mid-Certification Review/Report Form).
      • Access the IM-112 from the IM Forms Manual and enter the following information:
        • Enter the client’s name, today’s date, address, case name, and case number.
        • Action/Reason: Check the box for “Your application has been rejected because you are currently receiving SNAP benefits. Your case will remain active through (enter the last month of the certification period). You will receive a letter when you need to reapply for benefits.”
        • Enter the phone number for the client’s local legal services office using Program Service Area Map | Missouri Legal Services.
        • Type your name in the signature field and today’s date.
      • The FA-546, IM-2MCR, and IM-112 must be sent to the participant, and a copy of the IM-2MCR, and IM-112 must be put in the participant’s electronic file (ECM).
        • If unable to take this action, submit an ECM ticket. Use Problem Category: Mis-Indexed/Mis-Assigned Item.
    • Make the appropriate comment on EUMEMROL using the Comment section below.
  • Non-MAGI/TA:
    • Make sure a Renewal is not due within 30 days. If so, use the application as a Renewal.
    • Make the appropriate comment on EUMEMROL using the Comment section below.

 

Active Case/Reporting Changes

  • If the participant has reported changes on the application, treat this as a Change in Circumstance/Budget Adjustment.
    • Note:
      • We cannot add Non-MAGI to an active QMB/SLMB if we only received an IM-1MSP or an LIS application
      • We cannot add Cash Benefits (BP/SAB/SNC) to an active Non-MAGI without receiving IM-1MAC
  • Access the IM-112 (SNAP) and/or IM-33 (Non-MAGI/TA) from IM Forms Manual and update the following information:
    • Enter the client’s name and address, case name, and case number.
    • Action/Reason:
      • SNAP:
        • Check the box for “Your application has been rejected because you are currently receiving SNAP benefits. Your case will remain active through (enter the last month of the certification period). You will receive a letter when you need to reapply for benefits.
      • Non-MAGI:
        • The following action was taken on your “MO HealthNet” case:
        • Check the box “Your application has been rejected.”
          • “You currently have an active MO HealthNet benefits. You are currently active on this/these programs (enter active program information). The application you submitted on (enter date duplicate app was received) was rejected but will be reviewed as a change report to review any changes to your current benefits. 13 CSR 4-2.200”
          • “You currently have a pending MO HealthNet application from (date of pending application.) The application you submitted (enter date duplicate app was received) was rejected, but will be reviewed as a change report for your pending application. Please watch your mail for notices regarding requested information or determinations for you pending application. 13 CSR 4-2.200”
      • TA:
        • The following action was taken on your “TA” case:
        • Check the box “Your application has been rejected.”
        • “You currently have active Temporary Assistance benefits. You are currently active on this/these programs (enter active program information). The application you submitted on (enter date duplicate app was received) was rejected but will be reviewed as a change report to review any changes to your current benefits.” 13 CSR 40-2.310
        • “You currently have a pending Temporary Assistance application from (date of pending application). The application you submitted (date of duplicate application) was rejected, but will be reviewed as a change report for your pending application. Watch your mail for notices, requested information, or determinations for you pending application.” 13 CSR 40-2.310
    • Enter the phone number for the client’s local legal services office, Program Service Area Map | Missouri Legal Services.
    • Type your name in the signature field and today’s date.
    • Mail one copy of the IM-112 and/or IM-33 action notice to the participant (if there is an Authorized Representative a 2nd copy should be sent to them)
  • Create an ECM Ticket for Mis-Indexed/Mis-Assigned Item under Problem Category so the item can be tasked as a budget adjustment instead of an application. If the desk rejection is unable to be completed, the ECM ticket should reflect this as well.
  • For Current instructions, see Incorrectly Queued Current Tasks
  • Make the appropriate comment on each program’s EUMEMROL (as applicable) using the Comment section below.

 

Active Case/Reporting No Changes

Access the IM-112 (SNAP) and/or IM-33 (Non-MAGI/TA) from IM Forms Manual and update the following information:

  • Enter the client’s name and address, case name, and case number.
  • Action/Reason:
    • SNAP:
      • Check the box for “Your application has been rejected because you are currently receiving SNAP benefits. Your case will remain active through (enter the last month of the certification period). You will receive a letter when you need to reapply for benefits.
    • Non-MAGI:
      • The following action was taken on your “MO HealthNet” case:
      • Check the box “Your application has been rejected.”
        • “You currently have an active MO HealthNet benefits. You are currently active on this/these programs (enter active program information). The application you submitted on (enter date duplicate app was received) was rejected but will be reviewed as a change report to review any changes to your current benefits. 13 CSR 4-2.200”
        • “You currently have a pending MO HealthNet application from (date of pending application.) The application you submitted (enter date duplicate app was received) was rejected, but will be reviewed as a change report for your pending application. Please watch your mail for notices regarding requested information or determinations for you pending application. 13 CSR 4-2.200”
    • TA:
      • The following action was taken on your “TA” case:
      • Check the box “Your application has been rejected.”
      • “You currently have active Temporary Assistance benefits. You are currently active on this/these programs (enter active program information). The application you submitted on (enter date duplicate app was received) was rejected but will be reviewed as a change report to review any changes to your current benefits.” 13 CSR 40-2.310
      • “You currently have a pending Temporary Assistance application from (date of pending application). The application you submitted (date of duplicate application) was rejected, but will be reviewed as a change report for your pending application. Watch your mail for notices, requested information, or determinations for you pending application.” 13 CSR 40-2.310
    • Enter the phone number for the client’s local legal services office, Program Service Area Map | Missouri Legal Services.
    • Type your name in the signature field and today’s date.
    • Mail one copy of the IM-112 and/or IM-33 action notice to the participant (if there is an Authorized Representative a 2nd copy should be sent to them)
  • Create an ECM Ticket for Mis-Indexed/Mis-Assigned Item under Problem Category so the item can be tasked as a budget adjustment instead of an application. If the desk rejection is unable to be completed, the ECM ticket should reflect this as well.
  • For Current instructions, see Incorrectly Queued Current Tasks
  • Make the appropriate comment on each program’s EUMEMROL (as applicable) using the Comment section below.

 

Multiple Applications Received prior to the due date of the first application

  • SNAP/TA/MHN:
    • If multiple applications are received by the same household prior to the due date of the first application received and no eligibility determination has been made:
      • The first application received from the household will be the application date for the application.
      • Desk rejection(s) for the other applications received, are not required, but staff must compare the information on each application to determine if there were changes reported not on the first application received.
      • All applications should be kept on file with the participants case record and thoroughly document all actions taken.

 

Comment

Comment on the program specific EUMEMROL/FM3Z 

  • The date the first application was received
  • The dates of the other applications received
  • The due date of the first application received
  • The reason it was rejected
  • If new information was or was not reported on the other applications
  • SNAP Only: Date the Action Taken on the SNAP Case (IM-112) was sent to the participant
  • Non-MAGI/TA Only: Date the IM-33 was sent to the participant