In instances where SNAP or TANF cases in VaCMS are closed due to non-receipt of renewals, the reinstate functionality cannot be used. Instead workers must enter the renewal as an application. For example, for SNAP cases with a certification period end date of January 31 that are auto-closed on February 28 for failure to renew, workers must enter a new application in VaCMS to ensure benefits are accurate and prorated properly.

Note: Evaluate if the delay was client or agency caused. If the certification period end date is January 31 and the renewal is submitted on or after March 01, it is a client-caused delay and a new application is required. As a best practice, workers are advised to initiate the Redetermination case action within 48 hours upon receipt of the renewal which will prevent the closure of the SNAP or TANF case.

The steps for reinstating SNAP or TANF cases that are closed for late renewals include processing a new application.

1. From the Left Navigation, select Application / Screening and click Register an Application / Screening.
2. Register a new application based on the information from the renewal packet to ensure that benefits are properly prorated and evaluation for expedited benefits is completed.
3. On the Register Family page, enter the date that the renewal packet was received for the Date Received field.
4. Complete the registration process and assign the application to the appropriate worker.

Note: Associate the application with the case that was closed because of an overdue renewal.

5. From the Left Navigation, select Data Collection and Case Action.
6. Enter the case number and select Intake/Screening from the What action do you want to perform? dropdown menu. Click Next.
7. Proceed through the driver flow in Data Collection and enter any changes based on the information in the renewal.
8. Run eligibility.
9. Certify and Authorize the results.

Notes:

• Workers must issue the SNAP household a new EBT card and advise the household that their issuance date will be based on their VaCMS case number when a case is entered as a new application.

• Workers must manually deny the case within 30 days if no interview is held or the household fails to provide requested verification(s). Workers can use the Pending Point in Time Report to monitor the number of days the application remains pending or enter a manual reminder. Workers must deny the renewal on the 30th day and not extend pend.  

TBD

Updated: 03/17/2017