GA cases may have either a NERF record or a case record.
- File any additional document or information obtained:
- behind the form to which it relates; or
- behind all other case material if the information does not relate to any form.
- Include in the case record all documents that verify factors of eligibility.
- Place copies of material in the appropriate section of the case record.
- Complete the eligibility summary/disposition page of Form 2378C.
- Enter on AIS the date, eligibility factor, and means by which verification was made.
- File all case related forms and records of all actions taken on case in the appropriate section of case record, with most recent forms filed to front.
- For NERF records, file additional forms and documents for an approved application and for active cases in the following section and order:
- Section 1 - Application
- Includes application forms, except those for only SNAP (see Section 2), attachments, requests for additional assistance, clearances, and copies of notices in response to applications or requests for additional assistance.
- Section 2 - SNAP/Shelter
- Includes applications for only SNAP, and all forms relating to SNAP, except for recovery or recoupment related forms (see Section 5), and income-related forms and worksheets (see Section 7).
- Section 3 - Verifications/Assets
- Includes forms, documentation, and notices regarding verification of assets and nonfinancial factors of eligibility, except for medical-related verifications (see Section 4).
- Section 4 - Miscellaneous Responsible Relatives/Medical/Referrals/Other
- Includes forms regarding paternity, child support, responsible relatives, medical-related issues including determinations of medical barriers, and referrals.
- Section 5 - Recovery/Recoupment
- Includes forms, notices, and documents relating to Cash/SNAP overpayments, Intentional Program Violation disqualifications, and personal injury claims.
- Section 6 - Redeterminations
- Includes all forms and notices relating to the REDE process. Includes all forms and notices relating to the Family Assessment, RSP, supportive services and referrals made to other agencies or providers.
- Section 7 - Income
- Includes all worksheets and income verifications.
- Section 8 - Form 157 Series/Form 514/Miscellaneous
- Includes all Forms 157, Notices of Change, Forms 514, Case Recordings, and Forms 3067, Case Review Findings. Include in this section all other notices, forms or material that does not belong in any other section.
- Section 9 - Form 552
- One copy of each turnaround and pencil copy of Form 552 for the 4-year retention period.
