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04/13/14

ACTION MEMO

Summary:

A migrant farmworker is a person who moves from place to place doing or looking for seasonal farmwork.

  • Migrants who are "out of funds" qualify for expedited service.
  • Use special calculations if migrants are "out of funds."
  • Noncitizen migrants must meet SNAP rules for noncitizens.
  • Do not prorate benefits if a migrant's SNAP REDE is late.
  • Identify if there is a need for interpreter services.
  • See Policy Memorandum, Expedited SNAP Changes, dated 10/01/13, for changes to the Expedited policy as well as the expedited application process for both initial application and untimely redetermination processed in Service Coordination.  http://intranet.dhs.illinois.gov/onenet/page.aspx?item=67247. Follow the procedures in the policy memo until the manual is updated with these policy changes.

  1. Expedited Service
  2. Definition of "Out of Funds"
  3. SNAP REDE Applications
  4. Citizen/Noncitizen Requirements
  5. Eligibility and Budgeting
  6. Approval Periods
  7. Spanish Language Units
  8. Translators and Interpreter Services
  9. Forms referenced:

Migrant farmworkers will soon come to Illinois for work. A migrant farmworker is a person who moves from place to place doing or looking for seasonal farmwork. Many will apply for SNAP benefits. As required by the Zarate consent decree, this memorandum provides a summary of SNAP policy that affects migrant farmworkers. When determining eligibility for SNAP, also consider a migrant family's potential eligibility for cash or medical benefits. Migrant farmworker policy is in PM 05-05 of the manual.

Expedited Service

An SNAP unit is entitled to expedited service when:

  • gross nonexempt income and liquid assets are less than their monthly rent or their mortgage payment and the appropriate utility standard; or
  • the SNAP unit has liquid assets of $100 or less, and gross monthly income for the month of application is less than $150; or
  • liquid assets of $100 or less, and at least one person applying is a migrant who is "out of funds." See definition of "out of funds" below.

Policy Memorandum, Expedited SNAP Changes, dated 10/01/13, made changes to the Expedited policy as well as the expedited application process for both initial application and untimely redetermination processed in Service Coordination. Follow the procedures in the policy memorandum until the manual is updated with this policy change. See http://intranet.dhs.illinois.gov/onenet/page.aspx?item=67247.

When a SNAP unit is entitled to expedited service:

  1. Conduct an interview no later than the workday after the date the application was filed.
  2. Authorize benefits so that they are available to the SNAP unit no later than the 5th calendar day after:
    • the date of application; or
    • the date you discover the SNAP unit is eligible for expedited service.
  3. If all eligibility factors are verified at the interview, issue expedited benefits right away and put on regular rolls.
  4. If verifications are postponed, issue mercury benefits for:
    •  1 month if the applicant applied on or before the 15th of the month.
    •  2 months if the applicant applies after the 15th of the month. Do not require the waived verifications before approving the 2nd month's benefits.
  5. After issuance of the expedited SNAP benefits, do not issue any more until the missing information is provided, even if they meet the definition of "out of funds." See WAG 02-08-05-b and PM 02-08-01. A new application is not required. Do not obtain a second signature page. See Policy Memorandum, Expedited SNAP Changes, http://intranet.dhs.illinois.gov/onenet/page.aspx?item=67247. Follow the procedures in the policy memo until the manual is updated with these policy changes.
  6. Make all requests for verifications/information for customers who apply for SNAP on Form 267 Instructions to Client. Allow 10 days to return the needed verifications. Specify the last day on which the verifications are due on the Form 267. The last day must always be a workday.

Definition of "Out of Funds"

  • A migrant SNAP unit is "out of funds" if the unit is anticipating income of no more than $25 in the 10-day period starting with the date of application.
  • A migrant SNAP unit that meets the definition of "out of funds" is eligible for expedited service if their liquid assets are $100 or less.
  • Do not count a wage advance for travel costs to get to a new job when you decide if a migrant is "out of funds."
  • If the SNAP unit meets the definition of "out of funds," follow special income calculations to determine eligibility and the benefit amount for only the month in which the application is filed.
    • Consider only income which has been received from the first day of the month through the date the application is filed.
    • Disregard income from a new source that is expected to be received after the day of application.
    • At the SNAP REDE, disregard income from a new source in the first month of the new SNAP approval period if it is more than $25 and will not be received by the 11th day of the month. See PM 02-08-01-a.

SNAP REDE Applications

At the SNAP REDE, determine if the SNAP unit still meets the definition of migrant. If a migrant SNAP unit files an application for an SNAP REDE during the month after the end of the approval period, issue a full month's benefit for the month of application. Do not prorate benefits. See PM 05-05-05, WAG 05-05-05 and Policy Memorandum, Expedited SNAP Changes, http://intranet.dhs.illinois.gov/onenet/page.aspx?item=67247.

Citizen/Noncitizen Requirements

To receive SNAP benefits, each person must be a citizen or must be a legally admitted noncitizen who meets certain other SNAP eligibility requirements. To determine if a person meets these requirements, See PM 03-01-03, WAG 03-01-03.

If a quarters of coverage inquiry is needed, See WAG 22-14-03-d for WTPY instructions, and WAG 25-03-13 to figure the qualifying quarters.

Eligibility and Budgeting

Persons who move to Illinois from another state and received SNAP from the other state, cannot receive duplicate benefits in Illinois for the same period, see PM 03-02-03-b. Verify the last day the applicant received or will receive SNAP benefits from the other state.

Take special care to determine if a migrant SNAP unit has out-of-state resources or income from real property in the home-base area. If out-of-state real property is being rented or is producing income, count the income when determining eligibility and benefit level.

Allow shelter costs for the out-of-state home if the SNAP unit's absence is due to employment and the home is not leased or rented during the absence of the SNAP unit.

Employable members of migrant SNAP units in Category 08 cases must comply with the work provisions unless they are under contract to begin work within 30 days of application.

In some migrant SNAP units, children may earn a portion of the SNAP unit income even though the SNAP unit receives only one payment for all work performed. The child's portion of the income is exempt if they are age 17 or under, attend elementary or secondary school, and are under the parental control of another SNAP unit member. Determine the child's portion of the income by prorating the total earnings equally among all working SNAP unit members. The child's portion of the income is not counted.

If a migrant farmworker SNAP unit was entitled to more benefits than were authorized, issue the past month's benefits immediately upon the discovery of the error. See WAG 23-01-02-b

Approval Periods

For migrant SNAP units including those receiving medical assistance, assign an approval period of up to 6 months, based on the likelihood of a change in circumstances. See PM 17-05-02-g.

Spanish Language Units

A SNAP unit is a Spanish Language Unit (SLU) if the adult members speak only Spanish, or the unit does not contain a person age 18 or over who can speak or read English.  See PM 22-11-00.

Use only Spanish SNAP materials to communicate with SLUs. The standardized messages are printed in the Spanish language on all centrally generated notices.

Special procedures apply to SLUs in designated and migrant counties.

  • The SLU designated counties are: Cook, DuPage, Kane, Lake, McHenry, Rock Island, Will, and Winnebago.
  • When a SLU applies for SNAP and/or cash or medical assistance in designated and migrant counties:
  1. Ask the SNAP unit in Spanish to complete Request for Financial Assistance-Medical Assistance-SNAP (Form 2378BS).
  2. Ask the applicant to sign the rights and responsibilities page of Form 2378BS.
  3. Insert Form 2378BS as the last page of the printed Combined Application Form (CAF).

A SLU is not required to sign the printed CAF. Application for SNAP - Spanish (Form 683S) may also be used when a SLU applies for only SNAP.

Translators and Interpreter Services

When an English-speaking employee in a designated or migrant county is contacted by a SLU, the employee must follow the FCRC's written procedures for talking in Spanish with a SLU. The use of persons other than Department employees or qualified interpreter services to translate for a SLU is not allowed. Minors (persons under age 18) and persons in the waiting room cannot be used to interpret for a SLU.  See PM 22-11-02.

  • Within an hour of deciding that a client needs interpreter services, determine whether the service can be provided within a reasonable time that day. Reasonable time means that a person will not have to wait longer than other persons applying for benefits.
  • If bilingual services cannot be provided within a reasonable time that day, give the person an appointment when the services will be available.
  • The application date, appeal date, and the beginning of all other timeframes is the first day of contact. A SLU is not penalized because the FCRC has to reschedule an appointment for a later date when an interpreter is available.
  • For interpreter services, if all other FCRC sources are unavailable, contact the Office of Hispanic/Latino Affairs: (312) 793-3613 (voice) or (312) 793-2670 TTY or (312) 793-7852 (fax).
  • A migrant SLU who is in a migrant county during the migrant season receives the same bilingual services provided by the Department to a SLU in a designated county. Bilingual services are provided by the Illinois Migrant Council (IMC) during the migrant season for migrant SLUs. Bilingual services include the use of English/Spanish SNAP forms, notices, and pamphlets at all times, as well as the use of bilingual staff or interpreters for all oral discussions during the migrant season.

FCRCs in migrant counties supply the IMC with Form 2378BS for completion by applicants. The date the local office receives the application from the IMC is the application date.

[signed copy on file]

MICHELLE R.B. SADDLER

Secretary, Illinois Department of Human Services

Forms referenced:

Migrant Desk Aid (pdf)

  • Form 683S
  • Form 2378BS
  • Migrant Desk Aid

(see above link to printable migrant desk aid)

Where to Find It

Policy Memorandum, Expedited SNAP Changes, dated 10/01/13

http://intranet.dhs.illinois.gov/onenet/page.aspx?item=67247

EXPEDITED POLICY:

Migrants qualify for expedited service if:

  • they meet the normal expedited qualifications, or
  • liquid assets are $100 or less and they are "out of funds."

PM 02-08-01

See Policy Memorandum, Expedited SNAP Changes, dated 10/01/13. Follow the procedures in the policy memo until the manual is updated with the policy change.

http://intranet.dhs.illinois.gov/onenet/page.aspx?item=67247

"OUT OF FUNDS":

Use special income calculations

PM 02-08-01-a

CITIZENSHIP/IMMIGRATION STATUS:

Apply rules for noncitizen migrants.

PM 03-01-03
QUALIFYING QUARTERS:
  • Policy
  • WTPY Inquiry
  • Figuring Qualifying Quarters

PM 03-01-03-f

WAG 03-01-03-f

WAG 22-14-03-d

WAG 25-03-13

PERSONS WHO RECEIVED IN ANOTHER STATE:

Cannot receive duplicate benefits in Illinois

PM 03-02-03-b

INTERPRETER SERVICES:

Contact Office of Hispanic/Latino Affairs for interpreter services if all other local office sources are unavailable:

312-793-3613 (voice) 312-793-2670 (TTY)

312-793-7852 (Fax)

PM 22-11-02

SLUs:

Use 2378BS; household does not have to sign printed CAF.

PM 22-11-03

WAG 22-11-03

BUDGETING:
  • Exempt a child's portion of the household income.
  • Allow shelter costs for out-of-state homes.

PM 05-05-03

WAG 05-05-03

PM 13-01-08-c

WAG 13-01-08-c

APPROVAL:
  • Approval period up to 6 months, depending on circumstances.

WAG 27-36-00

PM 17-05-02-g

REDES:

Don't prorate late REDEs for migrants.

PM 05-05-05

WAG 05-05-05