The system will issue a Late/Incomplete Notice (L/IN) if the client does not file a complete SAR form. The L/IN will list the questions that were unanswered or indicate that verification was not attached to the SAR form.
NOTE: The L/IN (PA564A) is prepopulated with data from the Client Information System (CIS). See Appendix C.
The CAO must determine if an L/IN is timely and complete and take the proper action based on this determination. Continued eligibility and benefit amount are based on the information shown on the L/IN.
When a client does not submit a complete L/IN or complete SAR form by the Extended Due Date, the CAO should terminate assistance. The client must file a new application for benefits unless good cause is established within the required 30-day period.
The L/IN is considered timely if the CAO receives the form on or before the Extended Due Date shown on the notice.
When an L/IN is needed, the client must complete it entirely. A L/IN is complete if all the following requirements are met:
A completed SAR form accompanies the L/IN if the SAR form was not submitted previously.
All questions are answered completely.
The form is signed by the payment name.
Acceptable verification of earned income is attached.
Acceptable verification of a change in unearned income is attached.
NOTE: If a client did not answer only the question about dependent care expenses or did not verify those expenses, track the SAR form or L/IN as complete. Determine eligibility and payment amount without dependent care deductions.
When an L/IN is received by the Extended Due Date and is complete, with all verification attached, the CAO must not track the L/IN, but it must do the following:
Determine continued eligibility and benefit amount based on the information shown on the L/IN.
Promptly mail a Confirming Notice telling the client of any action taken, such as reinstatement, termination, or change. The notice must include the basis for the action and be based on information reported on the SAR form and L/IN.
Return all verification materials to the client.
Reinstate benefits.
Reminder: If income or circumstances reported on the SAR form affect other benefits such as SNAP or MA, take necessary action.
When the CAO receives an L/IN before the Extended Due Date but not all questions are answered completely or verification is not attached, the CAO must not track the L/IN, but it must do the following
Promptly mail a Confirming Notice to the client to notify him or her of the termination. The notice must inform the household that the L/IN was not complete. It must list the specific missing information.
Record in the case record that benefits are terminated because the client failed to complete the L/IN.
If the client provides the missing information before the Extended Due Date, reinstate the budget and allow deductions. If the client provides the information after the Extended Due Date, check for good cause and reinstate or reopen the budget if good cause is established. Record the good cause determination.
Review the Weekly Activity Report for cases suspended by SAR to make sure all cases have been suspended. Review for cases that may have been suspended in error due to CAO failure to complete the tracking process.
Reminder: If income or circumstances reported on the SAR form affect other benefits such as SNAP or MA, take necessary action.
When the CAO receives a complete or incomplete L/IN after the Extended Due Date, the CAO must not track the L/IN, but it must do the following:
Send no other termination notice because the L/IN is notice of closing.
Record in the case record that benefits ended because the client did not complete an L/IN timely.
Discontinue benefits and remove the budget from the CFSR System.
Determine good cause if the client contacts the CAO. Record in the case record the decision about good cause. Reopen without an application if benefits were stopped and good cause is established within 30 days of the termination.
Review the Weekly Activity Report for cases suspended by SAR and take appropriate action.
Reminder: If income or circumstances reported on the SAR form affect other benefits such as SNAP or MA, take necessary action.
Reissued August 9, 2008, replacing September 27, 2005; Reviewed January 31, 2012