Transcript Authorized Representatives - Eastern Kentucky University

Authorized Representatives
Policy for Representative Requirements
can be found in Volume II, MS 3800
Application Procedures
In addition to filing food stamp applications
in person, households can also apply by:
– Completing a phone interview
– Completing a home visit interview
– Designating an authorized representative
to complete the interview
– Mailing-in or faxing their application
Phone Interviews or Home Visits
can be Conducted When:
The household is unable to name a representative
AND one of the following apply:
– All members are 60 or older or physically or mentally
disabled, and have no earned income.
– There is no local DCBS office.
– The household has transportation difficulties or similar
hardships, such as illness or training/work schedule.
– Residence more than 30 miles one way from the office.
Waiver of Face-to-Face Interview
• If a waiver to the office interview is requested, the
case file must include documentation explaining the
rationale for granting or denying the request.
• Waiver of the face-to-face interview may not affect
the length of the household's certification period.
Home Visits
Home visits are conducted only if the
household is notified in advance of the visit.
To view policy and procedures for Out-ofOffice Interviews, see Volume II, MS 6330.
So, if they CAN designate an
Authorized Representative,
that is our FIRST preference.
But, who can be an
Authorized Representative?
Allowed Representatives
Authorized Representatives must be ADULTS who:
– Are designated in writing by the head-of-household, the
spouse or another responsible adult of the household.
– Are sufficiently aware of household circumstances.
If the only adult member of a household is a nonmember in the case, that person may be designated
as the authorized representative for the household.
Who Cannot be a
Representative?
Volume II, MS 3820
• Individuals under age 18
• Persons disqualified from being a representative
• Individuals disqualified for IPV (during the period of
disqual.), unless this is the only adult member of
the household able to act on its behalf and it is
determined that no one else is available to serve.
Who CANNOT be a
Representative?
In order to serve, the following must have specific
written approval from the SRA or designee, AND
ONLY if no one else is available to serve:
– Family Support employees involved in certification
and/or issuance processes (this means you!)
– Retailers authorized to accept food stamp benefits
Are You Currently a Representative?
• If you are currently serving as Authorized
Representative for anyone’s SNAP case, go talk to your
supervisor about it, immediately.
• As you just learned, you cannot serve unless you get a
written statement from the SRA, and only if no one
else can represent the family.
Warning: It is considered FRAUD for a caseworker
to be an Auth. Rep. unless given special permission.
Emergency Representatives
• The household can designate an emergency
representative to obtain benefits on occasions
when neither a household member nor the
representative is able, due to an emergency.
• A separate written designation is needed each
time an emergency representative is used.
Go to Volume II, MS 3830
and explain that process on
your Notes Page...
Treatment Center Representatives
• Some residents in drug/alcohol treatment programs
may receive SNAP if the treatment center is certified
by the appropriate State agency(s).
• Residents can apply through the representative who
is designated by the treatment center.
• The center receives and spends the allotment for
food prepared by or served to the resident.
System Entries
• Enter the name and address of the authorized
representative on KAMES.
• If the household does not have an authorized
representative, then (with household's
approval) enter the spouse as representative.
System Entries
• The “trigger”
question for
Authorized Rep.
is on the Address
Screen.
• Answer “Y” to
get the Auth.
Rep. screen.
Authorized Representative Screen
• Enter the name and
address for the
Authorized Rep.
here.
• The family can use
one Rep. to apply,
and another to use
the EBT card, or one
person can do both.
Verification Needed
When making the application, an
Authorized Representative must provide:
– His/her own ID
– Written Statement from client
designating them as the AR
– Client’s ID
The worker should make every effort to
ensure this information is present before
starting the application on KAMES.
PAFS-97 for SNAP
Unlike the KTAP and Medicaid programs, the
PAFS-97 “Inquiry/Update” form is ONLY used
for SNAP when the applicant refuses to
complete the shortened version of the online
application.
We always try to put on the required screens
and deny the case on KAMES, when possible!
Verification Needed
• If the representative is NOT designated in writing,
complete KIM-77 to protect the application date.
• Provide the individual with a FS-120, KIM-100 Sup. A
(to be completed by the household) and a PAFS-2
requesting a WS authorizing the representative.
• Schedule an interview within 10 days to complete the
application process.
Next Steps
• If the appointment is kept and all verification
(including a written statement designating the
representative) is provided, process the application.
• If the appointment is not kept, process a paper
denial at the end of 30 days, and send form FS-105.
If you started the application...
• If needed verification is not present, but you have
already started the application on KAMES, enter the
appointment on the RFI screen, and pend the case.
• If the appointment is not kept, KAMES will
automatically process the denial at the end of 30
days, and send a denial letter.
Your Local Office Procedures
• Discuss the questions on the third Notes Page
with your supervisor, principle or mentor.
• Find out your local office procedures for each
of these situations.
When you have finished this task,
return to Blackboard to continue
assignments for “Designating an
Authorized Representative.