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PRS and DOD Discrepancies

You must address and resolve prisoner (PRS) and date of death (DOD) discrepancies within 45 days. When you receive one of these discrepancies, you cannot simply act on the information reported by the discrepancy. You must independently confirm the accuracy of the information before acting on it.

​ ​How to pursue PRS and DOD discrepancies?
Step 1: Investigate ​See what verification is available.
  • For PRS, check the Oklahoma Department of Corrections website, the county jail website, or call the client.
  • For DOD, you may use an obituary published in a newspaper or on a funeral home’s website, a statement from a nursing home or other medical facility, or a household member or authorized representative's statement.
Case note what you were able to learn from verification readily available to you. A household member cannot receive SNAP benefits while in jail for more than 30 days or after death.
  • When the verification indicates a person's continued eligibility, case note how you proved the client's eligibility.
    • When removing a household member but not closing the benefit for DOD, use “REMOVED FROM THE BENEFIT SECTION” for F25 and “DEATH” for F26.
    • For PRS, use “REMOVE FROM BENEFIT SECTION” for F25 and “OTHER” for F26.
    • DOD Closure: use “REMOVE FROM BENEFIT SECTION” for F25 and “DEATH” for F26. The Effective Date on the SNAP tab (C5) and on the Household tab (F27) is the confirmed date of death. Use the “DEATH (01)” as the Reason (C4).
    • PRS closures: use the “LIVING IN AN INSTITUTION (48)” reason. The benefit closes on the next effective date not the date of incarceration. 
Step 2: Seek verification from the household ​If you are not able to confirm or disprove the discrepancy, ask the household to provide verification. Send the household a Client Contact and Information Request (Form 08AD092E or ADM-92). The form must allow the household 10 calendar days to respond and inform the household that if DHS does not hear from them the benefit will close.
​Step 3: Act on available information Your next step depends on how the household responds and the household’s reporting status. When the household provides the adequate verification, take action based on the information provided.
  • When the verification indicates a person’s continued eligibility, case note how you proved the client’s eligibility.
When you do not receive adequate verification, you act based on the household’s reporting status.
  • For a change reporter household, close the household’s food benefits. It does not matter how many people are in this household. The benefit closes for “FAILED OR REFUSED TO PROVIDE NECESSARY VERIFICATION WITHIN THE TIME ALLOWANCE (45).”
  • For an annual or semi-annual reporting household, remove the person whom the PRS or DOD edit suggests may have died or be living in a jail or prison. This action may lead you to close the SNAP benefit if there is only one person in the household.
      • When removing a household member but not closing the case for DOD, use “REMOVED FROM THE BENEFIT SECTION” for F25 and “OTHER” for F26.
      • For PRS, use “REMOVED FROM THE BENEFIT SECTION” for F25 and “OTHER” for F26. 

      Remember: you must always case note the result of any G1DX discrepancy.

      Example 1:

      You certify Spencer for his K months on January 23, 2019. On February 7, you receive a PRS edit that shows Spencer began a period of confinement on February 1. On March 7, you confirm that Spencer is in the county jail and has been since February 1. What will you do? 

      You cannot act at this time. A client must be in jail for more than 30 days before we remove them from the household. The discrepancy should be cleared, and you should set a reminder to check his status after 30 days.

      Example 2:
       
      You receive a DOD edit on October 15, 2018. When you check the BEN screen in show the client died on August 5, 2018. The B61 field on the BEN screen indicates Social Security has evidence of the client’s death. It reads “PROVEN.” What step must you take to pursue this information?

      We cannot accept Social Security’s information as verification. You must independently confirm a client’s death. Check to see what verification is available and, if you do not resolve the edit, send a Client Contact and Information Request (Form 08AD092E or ADM-92).

      Example 3:

      The PRS edit indicates that Molly went to jail on October 13. After you check the available web resources and call the client’s available numbers, you send a Client Contact and Information Request Form. After 10 calendar days, you review the SNAP benefit. The SNAP household includes Molly and her boyfriend Brock. It is a change reporting household. What will you do?

      When Molly does not respond to the Client Contact and Information Request Form, you must close the SNAP benefit for the next effective date. If it had been a semi-annual or annual reporting household, you would remove Molly and leave the benefit open for Brock.

      If Brock calls after receiving the closure notice and provides the needed information by the end of the closure month, reopen the benefit. If he provides it the following month, he must reapply.

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