Authorized Representatives

1. Authorized Representatives Policy for Representative Requirements can be found in Volume II, MS 3800

2. 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

3. 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.

4. 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.

5. Home Visits Home visits are conducted only if the household is notified in advance of the visit. To view policy and procedures for Out-of-Office Interviews, see Volume II, MS 6330.

6. So, if they CAN designate an Authorized Representative, that is our FIRST preference. But, who can be an Authorized Representative?

7. 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 non-member in the case, that person may be designated as the authorized representative for the household.

8. 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.

9. Who CANNOT be a Representative? In order to serve, the following must have specificwritten 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

10. Are You Currently a Representative? • If you are currently serving as Authorized Representative for anyone’s SNAP case, gotalk 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.

11. 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...

12. 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.

13. 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.

14. System Entries • The “trigger” question for Authorized Rep. is on the Address Screen. • Answer “Y” to get the Auth. Rep. screen.

15. 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.

16. 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 beforestarting the application on KAMES.

17. 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!

18. 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.

19. 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.

20. 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.

21. 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.