MR #24.22: Change to Cash and/or Food Assistance (SNAP/State Food) Expungement Time Frame

10/04/24

Summary

• This manual release informs Family Community Resource Centers (FCRCs) of the change to the expungement time frame and procedure for unused Cash and/or Food Assistance (SNAP/State Food) benefits.
• The final rule of the SNAP 2008 Farm Bill Provisions changes the requirement to expunge unused benefits:
  • from 365 days (12 months) to 274 days (9 months); and
  • to remove benefits from the Illinois Link Account immediately following the cancellation of a case whose only member is deceased.
• To be consistent with the SNAP requirements, State Food and Cash benefits will be removed from the Illinois Link Account if not used within the 274 day time frame or if the only member in the case is deceased. State Food is in the food portion of the account and will be expunged using the same time frame.
• Notice of a Change to your Illinois Link Electronic Benefits Transfer (EBT) Account (IL444-4500/4500S), is sent to notify a household of the benefit type and the amount that will be expunged if not used by a specific date.
• The Electronic Benefits Transfer (EBT) Unit will systematically remove Cash and/or Food Assistance (SNAP/State Food) benefits from the Illinois Link Account on the following workday after a case with only one member has been canceled due to death. FCRCs are still required to verify the death prior to taking action to cancel the case.
• All Illinois Link Program (WCS 9203) brochures are updated with the new expungement time frame.
• IES generated Notice of Change (IL444-0360C) has been updated to reflect the 274 day time frame. The version in the OneNet Forms Library is under revision. Staff will be notified when the updated version is available.

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• Effective 09/19/2024, the Illinois Department of Human Services (IDHS) Electronic Benefits Transfer (EBT) Unit will begin a new process of reviewing all Illinois Link EBT Accounts and sending notification to households receiving Cash and/or Food Assistance (SNAP/State Food) benefits, who are at risk of losing benefits because they have not accessed their account to make purchases.
• This change is the result of the final rule of the SNAP 2008 Farm Bill Provisions which requires a change to the time frame of expunging unused benefits from 365 days (12 months) to 274 days (9 months). In addition, benefits must be removed from the Illinois Link EBT Account immediately following the cancellation of a case whose only member is deceased.
• To be consistent with the SNAP requirements, State Food and Cash benefits will follow the same expungement time frame as SNAP.

Notification of Expungement

• Form IL444-4500/4500S, Notice of a Change to your Illinois Link Electronic Benefits Transfer (EBT) Account, will be mailed to the applicable households receiving Cash and/or Food Assistance (SNAP/State Food) benefits no later than 30 days prior to expunging benefits. The notice is generated by the EBT system. The notice informs the household of the benefit type and the amount that will be expunged unless a purchase is made by the date listed on the notice. The entire balance does not need to be spent. A purchase for any amount will start the counter over for the 274 day time frame.
• A record of the notice is not in the ECR within IES. If a copy of the notice is needed, staff must obtain the copy out of Mobius.

Expunged Benefits Due to Account Inactivity

• Form IL444-4500/4500S will be mailed to all Cash and/or Food Assistance (SNAP/State Food) households who are at risk of losing benefits no later than 30 days prior to expungement. 
• Cash and/or Food Assistance (SNAP/State Food) benefits will be expunged for non-use once two conditions are met: 
  • Benefits have been available to the customer for at least 274 days (9 months) from the availability date; and
  • No purchase EBT transaction has been made with that type of benefit for 274 days (9 months) from the last transaction date.
• If the customer receives both Cash and Food Assistance (SNAP/State Food) benefits and only uses one of the accounts, benefits in the unused account will be removed if no activity has occurred within 274 days (9 months).
• Balance inquiries and benefit deposits do not count as benefit use. Benefits will not be removed if a purchase is made within the time frame. A purchase for any amount will start the counter over for the 274 day time frame.
• No action is required by the Family Community Resource Centers (FCRCs) for this process. Benefits that have been expunged are no longer available to the customer and cannot be reissued.

Expunged Benefits Due to Death

• The EBT Unit will systematically remove Cash and/or Food Assistance (SNAP/State Food) benefits from the Illinois Link EBT Account on the next workday following the cancellation of a case whose only member's death has been verified.
• When information is received from a source, such as a Death Crossmatch that was not reported by the household, the FCRC must send Verification Checklist (IL444-0267) and allow the household 10 calendar days to respond to the information received about the individual's death before taking a negative action against benefits. This is to prevent benefits from being terminated or reduced based solely on information that has not been confirmed with the household and may be inaccurate. Once verified, the FCRC will process the cancellation or the removal of the member due to the person's death. Notice of Decision (IL444-0360C) is sent to the household with the appropriate reason. No action is taken against benefits if it is confirmed that the information received was not correct.
  • A household with more than one member may confirm with the FCRC if the information is accurate and their statement is sufficient verification.
  • For a household with only one member, if the Verification Checklist is returned as undeliverable or the household does not respond, the Notice of Decision is sent to the last known address with the appropriate cancellation reason.
• IES will send the Notice of Decision with the appropriate cancellation reason. Any remaining Cash and/or Food Assistance (SNAP/State Food) benefits in the Illinois Link EBT Account will be removed from the account on the next workday after the cancellation has been certified.

Illinois Link Program (WCS 9203) brochures

All Illinois Link Program (WCS 9203) brochures are updated with the new 274 day expungement time frame.

Notice of Change (IL444-0360C)

IES generated Notice of Change (IL444-0360C) has been updated to reflect the 274 day time frame. The version in the OneNet Forms Library is under revision. Staff will be notified when the updated version is available.

Manual Revisions

[signed copy on file]

Dulce M. Quintero

Secretary-Designate, Illinois Department of Human Services

Forms referenced:

IL444-0267

IL444-0360C

IL444-4500/4500S

WSC 9203