A complete renewal is a comprehensive review of eligibility factors subject to change. The CAO uses the review to determine continued eligibility of each budget group member and to determine whether the category and monthly payment amount are correct.
SNAP households enrolled in semiannual reporting (SAR) that apply for and are authorized for Temporary Assistance for Needy Families (TANF) or Medical Assistance (MA) may have their current SNAP certification period shortened. A new certification period will align the SAR and renewal periods of all programs.
The CAO must complete a SNAP renewal if it benefits the recipient . If the IMCW completes a renewal, the current SNAP certification period is shortened and a new certification period aligns with the MA or cash certification period.
NOTE: The CAO must send the household a Confirming Notice with the benefit amount and new certification period. Use Option Code 6 with reason code 001 for the notice.
The CAO must conduct a personal interview, face-to-face or by telephone with the individual who is the payment name for the budget group. This is part of the complete renewal. A personal interview is important to determine if the recipient is making progress meeting goals and to determine what changes may be necessary in the new agreement of mutual responsibility (AMR).
55 Pa. Code § 133.23(a)(2)(ii)
Exception: When the payment name for the budget group is temporarily staying out of the residence county, the CAO may complete the renewal by mail. See Chapter 123.
When processing the cash renewal, the CAO should align the cash SAR and renewal dates with the SNAP and MA SAR and renewal dates.
As part of a complete renewal, the CAO must always review the factors below, if they apply to the budget group:
55 Pa. Code § 133.23(a)(2)(ii)
Common residence and family composition.
Satisfaction of the penalty imposed on an individual sentenced for a felony or a misdemeanor offense.
62 P.S. 432(9)
Compliance with a summons to appear as a defendant at a criminal court proceeding.
62 P.S. 481.1
Compliance with a bench warrant to appear as a defendant at a criminal court proceeding.
Compliance with the most recent AMR by the signer.
55 Pa. Code § 133.23(a)(1)(vi)
55 Pa. Code § 133.23(a)(1)(vii)
Conviction for welfare fraud.
Conviction of a felony offense related to illegal possession, use, or distribution of a drug. This information is needed only for the recipient's requirement to cooperate with assessment or treatment for a drug addiction if assessment or treatment is appropriate. See Section 104.48.
Conviction of misrepresenting residency in two or more states to receive benefits.
Earned and unearned income of budget group members (including sanctioned persons), parents, spouses, parents of minor parents, stepparents, and sponsors of noncitizens.
55 Pa. Code § 133.23(a)(2)(ii)
Income expense deductions.
Resources.
Special need items.
Special allowances for supportive services.
Road to Economic Self-sufficiency through Employment and Training status.
Applications for Social Security numbers not yet reported to the CAO.
Plans for the continuing care of a TANF child who is temporarily not residing with a specified relative.
Third-party medical resources, to update the third-party liability file.
Continued cooperation with support requirements, including reporting address changes and changes in the circumstances of absent parents known to the recipient that would affect support.
Good cause waiver for not cooperating with support requirements.
NOTE: In TANF cases, there is no deprivation of care due to absence if one parent is serving in the uniformed service. However, TANF could be authorized if one of the parents is incapacitated. Since both parents are included in the budget group, the CAO must get the signature of the parent serving in the uniformed service on the renewal form when the parent returns home on leave.
The CAO must require verification of all the eligibility factors that were reviewed at the renewal interview. See Chapter 178.
The CAO must conduct a complete renewal as often as appropriate to the budget, but must complete one at least every 12 months for all TANF and ETANF budgets.
eCIS will set a SAR review date and a renewal due date when authorizing Cash Assistance. The system will set an alert for the renewal due date. See Section 171.2.
A renewal is timely as long as it is completed in the calendar month that it is due. The renewal will appear as overdue on the supervisory alert if the renewal due date is not updated in eCIS on or before the last day of the month.
If benefits are closed because a renewal was not completed on time, the household may complete the renewal process within 60 days after benefits were closed and have benefits restored without submitting a new application. See [Section 179.3].
The CAO must complete a personal interview with the individual who is the payment name for the budget group when redetermining eligibility.
55 Pa. Code § 133.23(a)(1)(iii)
The setting chosen for conducting an interview will be that which best serves the purpose of the interview and is most satisfactory for the recipient and the agency. The CAO should give the greatest consideration to the phone interview first before choosing interviews in the CAO. If the recipient chooses a face-to-face interview, the CAO may give a recipient money from the petty cash fund or authorize a special needs allowance to make the office visit. See Chapter 138.
The CAO may make a home visit when:
the recipient absolutely cannot be reached by phone or get to the CAO for an interview (no landline or cellular phone and housebound, incapacitated, lack of child care, distance from the recipient's home to the office, availability and cost of transportation, etc.)
a home visit would reveal information about suspected fraud or abuse
the agency believes there is a valid reason for a home visit.
The caseworker must get a supervisor’s approval before making a home visit.
The recipient must complete and sign a renewal form as part of a complete renewal.
NOTE: The CAO may accept documents received via CAO RA-account which are legible with the individuals name, address, and signature. The CAO must notify the recipient they may upload documents by enrolling in the MyCOMPASS PA app.
55 Pa. Code § 133.23(a)(1)(ii)
These individuals must sign the renewal form:
55 Pa. Code § 133.23(a)(1)(iii)
The individual who is the payment name, regardless of age, before or during the renewal interview.
A recipient who is 18 years of age or older, during the renewal interview or within 15 working days of the renewal interview date.
A recipient who is an emancipated minor under age 18, during the renewal interview or within 15 working days of the renewal interview date.
An individual who is required to sign the renewal form may sign the PA 1902 Rights and Responsibilities instead of the renewal form. An individual who does not sign the renewal form or a PA 1902 is ineligible for benefits after proper notice.
Exception: When a parent of a TANF child is serving in the uniformed service, the CAO must get their signature on the renewal form when they return home on leave.
The Authorization for Release of information Form (PA 4) is a consent form signed by the applicant/recipient authorizing a third party to give information to the CAO.
These individuals must sign the PA 4 consenting to the disclosure of information when requesting the CAO to obtain the verification on their behalf:
The person who is the payment name, regardless of age, before or during the renewal interview.
A recipient who is 18 years of age or older, during the renewal interview or within 15 working days of the renewal interview date.
A recipient who is an emancipated minor under age 18, during the renewal interview or within 15 working days of the renewal interview date.
A mandatory budget group member who is added to an existing budget group, within 15 working days of the authorization date.
Exception: When both parents are in the budget group and one parent is serving away from home in the uniformed service that parent will be requested to sign when they return home on leave or at the end of service.
Before the renewal interview, the CAO must do the following:
Review the caseload alerts to determine which budget groups are due for renewal. All TANF budgets are enrolled in SAR. SAR cases are renewed every 12 months. If the last renewal interview in a SAR case was completed six months earlier, change the renewal due date in eCIS without an interview. The new renewal due date must be no more than 12 months from the last renewal interview date.
If a renewal is due, schedule the renewal interview and send the recipient a renewal form to complete. Contact the recipient and tell them what documentation must be provided to the CAO to maintain continued eligibility.
Complete an Data Exchange/DX Status Inquiry file clearance. Review the information already available in the “Detail” and “History” screens. The CAO must review this information for every applicant, recipient, legally responsible relative (LRR), and individual whose income and resources must be considered. If more recent information may be available, complete an “Information Request” inquiry.
Review the caseload alerts to determine whether a TANF recipient has been convicted of welfare fraud. See Section 170.5.
At the interview with the recipient, the CAO must do the following:
Help the recipient complete the renewal form if necessary.
Review the renewal form with the recipient.
Obtain the required signatures on the renewal form.
Have the recipient complete the Criminal History Inquiry form if applicable. See Section 104.482 for procedures.
NOTE: Criminal history requirements apply to all Cash programs. Verification of compliance must be completed at application, renewal, or when the CAO receives pertinent information. While the individual has the burden of proof, the CAO may assist using collateral contacts with parole officers, clerk of courts, etc. There is no need to reverify information that has been previously verified, such as past convictions in which the person paid all fines, costs, and restitutions.
Review compliance status with the Agreement of Mutual Responsibility (PA 1661). If the plan is revised, have the recipient sign the revised AMR. If there are no changes to the current AMR, the CAO must date the reviewed AMR and obtain signatures. See Section 107.2 for procedures.
55 Pa. Code § 133.23(j)(vi)-(viii)
NOTE: The recipient must be given the option to orally sign the new or updated AMR. If the recipient chooses not to orally sign the AMR, the CAO can e-mail the AMR for signature using the CAO resource account, have the individual sign at the CAO or mail the AMR for signature. Advise the recipient that if they fail to sign and return the AMR within 30 days they would be ineligible for TANF and if ETANF the entire budget group is ineligible.
Discuss with the recipient whether they want benefits to continue, what plans they may have for self-support or self-care, and when they expect those plans to develop.
55 Pa. Code § 133.23(a)(2)(ii)
If the recipient wants benefits to continue, review those eligibility factors that are subject to change. See Section 176.2 for a list of factors to review, if applicable, with the budget group.
Review Data Exchange information with the recipient. If verification is needed, provide the recipient with a Client Verification Request Form (PA 162-VR) and give them ten calendar days to provide the verification.
Verify the eligibility factors and resource items that were reviewed that are subject to change. Tell the recipient they must provide any needed verification within 15 working days after the interview except for documentation of incapacity. Documentation of incapacity is due 30 calendar days from the interview date.
The CAO must help the recipient get verification, if necessary, or make a reasonable plan for the recipient to get verification on their own. Attempt to notify the recipient before making any collateral contacts, except in cases of suspected fraud.
Reminder: It is not necessary to verify those eligibility factors that have already been verified and are not likely to change, such as birth date, unless there is an indication of a change or discrepancy with current information.
55 Pa. Code § 133.23(a)(3)(iii)
When a delay is due to a third party and the recipient is cooperating, the CAO must continue benefits. Review progress on getting documentation and cooperation every 30 days.
Discuss possible resources and income and get the recipient's agreement to develop those resources.
55 Pa. Code § 133.23(a)(3)(iii)
Explain that the recipient must cooperate with the HIPP program. Explain that if the recipient does not cooperate with the HIPP program, the CAO must discontinue Medical Assistance with proper notice. See MAEH 338.225 .
Evaluate social service needs and plans. Review DHS services, such as Early and Periodic Screening, Diagnosis, and Treatment (EPSDT), and services other agencies provide to eligible recipients.
Make plans with the recipient for the next interview and remind them of the responsibility to report changes. Set controls for any possible changes.
NOTE: The CAO must fully narrate that the rights and responsibilities have been discussed with the applicant/recipient at the application and renewal interviews.
Update the eligibility information, the renewal due date, and any other case record information.
At the end of the renewal interview, offer the recipient the opportunity to register to vote. Provide the registration form if the recipient wants to register. Help the client complete the voter registration form if necessary. See Supplemental Handbook, Chapter 980.
45 U.S.C.A. §§ 1973gg-5(a)(2)(A)
Provide information about lower telephone costs through Link-Up America and Lifeline programs. See Section 103.33.
55 Pa. Code § 121.3(a)(2)(iii)
As a condition of continued eligibility, the individual who is the payment name must do the following:
Complete the renewal form to the best of their ability and sign it.
55 Pa. Code § 133.23(a)(1)(iii)
Provide the information necessary to complete the renewal.
Provide the information needed to complete the medical resources form. The individual must provide information about medical resources within 30 days after each renewal interview.
Cooperate with the HIPP program.
Sign an Authorization for Release of Information form (PA 4) consenting to the disclosure of information from third parties when requesting the CAO to obtain the verification on the recipient’s behalf.
55 Pa. Code § 133.23(a)(1)(iv)
NOTE: Each member of the budget group who is required to sign the Application for Benefits (PA600) must update, complete, or sign a separate Agreement of Mutual Responsibility (AMR). See Section 107.2 Failure to complete and sign the AMR, will result in the CAO removing the individual from the TANF grant or closing the grant if it is an Extended TANF budget.
Updated September 24, 2025, replacing January 12, 2023