TO:	  Commissioners, TA Directors, FS Directors, Staff Development Coordinators

FROM:	Patricia A. Stevens, Deputy Commissioner, Division of Temporary Assistance

SUBJECT:  Shortening 24-Month FS Certification Periods/New B80 CNS Code

EFFECTIVE DATE:	Immediately

CONTACT PERSON:	Eastern Regional Team @ 1-800-343-8859, ext. 3-1469

This is to notify districts of procedures to follow when a food stamp (FS) household that has been assigned a 24-month certification period no longer qualifies for the 24-month certification period.  In these situations, federal FS law requires that the certification period be shortened to a maximum of 12 months and proper notice be sent.  A household certified for 24 months may need to have its certification period shortened for one or more of the following reasons:
•	The household gains a new adult (18 or over) member who is not elderly or disabled, or a current non-disabled household member turns 18;
•	An adult household member loses the “disabled” designation, e.g., loses SSI or loses MA disabled status;
•	The household now has earned income;
•	The household now has no income.

When shortening the certification period, either the CNS code Z75 or the new B80 code (to be available to districts on 3/22/04) must be used in order to provide the appropriate notice language when taking action, as explained below:

1.	Beginning with the “FROM” date of the existing 24 month certification period, as determined at the last certification, determine if more than 10 months have already elapsed:
a.	If 10 months or more of the 24-month certification period have already elapsed, use CNS code Z75 to send a Recertification Call-In notice. Because this household has already reached, or will soon reach, the end of the normal 12-month certification period for the new situation, the district must do a recertification.  The Z75 reason code sends recertification call-in text to the household without shortening the certification period.  If the household fails to respond to the Recertification Call-In notice, the district must close the case.
b.	If less than 10 months have elapsed, take the following actions:
(1)	If the household has provided all information necessary to take action on the budget, change the budget, shorten the appropriate payment lines and the “AUTHORIZATION TO” date (to within 12 months of the “FROM” date of the existing 24-month certification period) and use the new B80 code to send the notice OR
(2)	If the household has not provided all information necessary to change the budget, use the V19 reason code to send a “Request for Contact” (RFC) notice.

Example 1 – 10 Months Have Already Elapsed
A 24-month household reports in the 18th month of its certification period that it has gained a non-elderly/disabled adult with unearned income.  This new household situation would normally be assigned a 12-month certification period by the district.
1.	Send the Recertification Call-In notice (CNS code Z75);
2.	If the household remains eligible, recertify the household and assign the new, shorter certification period and payment lines;
3.	If the household responds to the Recertification Call-In notice and is now ineligible, close the case using the appropriate CNS FS closing reason code.  If the household fails to respond to the Recertification Call-In notice, close the case using CNS FS closing reason code Y10.

Example 2– 10 Months Have Not Already Elapsed – All Verification Provided
A 24-month household reports and verifies in the sixth month of its certification period that it now has a non-elderly/disabled adult with Unemployment Insurance Benefits (UIB) income.  This new household situation would normally be assigned a 12-month certification period by the district.
1.	Change the budget, shorten the appropriate payment lines and “AUTHORIZATION TO” dates;
2.	Use the new CNS code B80 to assign the balance of the 12-month certification period in the notice.

Example 3– 10 Months Have Not Already Elapsed – Verification Needed
A 24-month household reports in the sixth month of its certification period that it has added a non-elderly/disabled adult with UIB income.  This new household situation would normally be assigned a 12-month certification period by the district.
1.	Use the V19 code to send the “Request for Contact” notice to obtain the necessary UIB verification from the household; if the household fails to respond to the RFC, close the case;
2.	If the household verifies the information, change the budget, shorten the appropriate payment lines and “AUTHORIZATION TO” dates;
3.	Use the new CNS code B80 to assign the balance of the 12-month certification period in the notice.

For previous information on the recently approved 24-month FS certification periods, please see:			GIS 03 TA/DC028
11/14/03 WMS/CNS Coordinator letter, Att. I, Page 2
03/08/04 WMS/CNS Enhancements Letter, Att. III, Page 1