Economic & Employment Services CSFP Manual Chapter 2

1. The applicant must complete the CSFP Application.  [CSFP Application, Exhibit A-2]. Applicants who have difficulty completing application or other CSFP forms because of language barriers, illiteracy, or other difficulties must be allowed to complete them with LA staff assistance. If applicants have not completed the application before the appointment time, they should be given the opportunity and wait for the next available opening that day or be rescheduled.
2. Review the application and check for prior or current participation in CSFP.  Notify the applicant that an individual is prohibited from participating in CSFP in more than one location.  [See Dual Participation Section V below].
3. Insure applicants’ race is indicated on the application for the required annual USDA Racial/Ethnic statistical report.  If applicant does not make a selection, the LA may make a visual assessment and choose a selection on their behalf.
4. Document proof of identity and age.  [See Participant Identity and Age, Section VII].
5. Document proof of residency.  [See Residency, Section VIII].
6. Document proof of income.  [See Income Guidelines and Section IX].
7. Determine final eligibility and notify participant in writing whether they are eligible, ineligible, or are on a waiting list.  [See Processing Standards, Section III and Waiting Lists, Section IV].
8. Document referrals to other agencies [See Program Referrals, Section X]
9. Provide nutrition education.  [See Nutrition Education, Chapter 4]
10. Have LA staff sign, or initial, and date the Application and/or fill out Initial Visit Date Log/Waiting List [Exhibit A-16]
11. Have the applicant sign and date the Rights and Responsibilities statement at certification and at each subsequent certification. The applicant must read, or be read to, the rights and responsibilities statement.  When a significant portion of the population serviced by the LA  is composed of non-English or limited English speaking persons, the sentences shall be stated to such persons in a language they understand. See Spanish version.
12. Homebound elderly may mail the CSFP application, copies of income, identity and residency documentation and the proxy form [Exhibit A-6] to the LA. The proxy form authorizes another party to pick up the foods and is filed in the participant file when completed. The proxy authorization is good for one year and will need to be re-authorized at the time of the participants annual paper certification. [See Section VI Certification Period].

• Notify the applicant of his or her eligibility or ineligibility within 10 days of the applicant’s initial visit to apply for benefits. The 10 day time limit does not apply to telephone inquiries concerning program participation. [See Notification Letter Exhibit A-4]
• The LA shall provide each participant with an explanation of the food delivery system, including how often he or she can receive food, and the quantity for which they are eligible.
• An applicant who is determined to be eligible for CSFP shall receive a food package within 30 days of the initial visit to apply for benefits.
• If an applicant is missing documentation, a one time benefit can be issued until the documentation is brought in.  After 60 days the applicant is notified of their discontinuance with the program for lack of proof.  [See Discontinuance Ch. 10].

• The LA shall notify applicants of their placement on a waiting list within 10 days of the initial visit. [See Notification Letter Exhibit A-4]
• A waiting list such as the CSFP Applicant’s Initial Visit Date Log/Waiting List  Exhibit A-16 may be used. The waiting list must be organized by the date of application.  The waiting list must include all information listed on Exhibit A-16.
• When a caseload opening becomes available, the LA shall contact the  person with the earliest date of application. The LA shall record on the waiting list, the date the contact was made to the individual. The individual must return to the LA for an eligibility screening.
• Participants on a wait list shall utilize one-month certification period timeframes until such time as a permanent caseload spot becomes available.  Only then will their  certification period change to a one-year timeframe.  (See VI. Certification Period below.)

1. Suggested documentation includes: a current pay check stub, pay envelope showing total gross pay, letter from employer, or tax return. Documentation of verification may be a copy of the information provided or a notation on the application indicating what verification was seen.
2. The LA may issue one month of food if the applicant forgets to bring verification to the certification appointment. The LA must require the necessary documentation at the next food pick-up or benefits will not continue. Agencies should document the attempt to verify the income on the Application.
3. A homeless applicant may not be able to provide the written documentation for income verification. If a homeless applicant has income but no verification, a self-declaration of income can be accepted. [See No Proof Form, Exhibit A-5].
4. If a participant brings to the LA’s attention or the LA has reason to believe that the participant’s income has changed during a certification period, income must be reassessed. If the participant is found to be over income, the LA must discontinue the participant from CSFP. [See Discontinuance, Ch. 10].
5. Applicants declaring a zero income should be prompted to describe in detail their living circumstances and how they obtain basic living necessities such as food, shelter, medical care and clothing. In some instances, family members provide financial support, while in others the participant may be providing services to a larger household unit in exchange for lodging and food. It is imperative that the size of the household and the income associated with that household be accurately determined.

• Monetary compensation for services including wages, salary, commissions, or fees.
• Net income from farm and non-farm self-employment.

• Military Family Subsistence Supplemental Allowances (FSSA), as indicated on the service member’s Leave and Earnings statement, which is the standard wage information used by the military.
• Gross Social Security payment amounts.
• Dividends or interest on savings or bonds, income from estates or trusts, or net rental income.
• Public assistance or welfare payments.
• Unemployment or Worker's Compensation.
• Government civilian employee or military retirement or pensions or veterans' payments.
• Private pensions or annuities.
• Alimony or child support payments actually received.
• Regular cash contributions from persons not living in the economic unit or household.
• Net royalties.
• Other cash income including but not limited to cash amount received or withdrawn from any source including savings, investments, trust accounts, and other resources that are readily available to the family.
• Sale of property, house, car, or other.
• Cash lottery winnings.
• Mutual funds.

• Supplemental Food Assistance Program (SNAP) and Supplemental Security Income (SSI); and
• Medicaid, including medical assistance provided to qualified Medicare beneficiaries.

• Participants will not be required to make any payments in money, materials or services for, or in connection with the receipt of supplemental foods.
• Participants will not be solicited in connection with the receipt of supplemental foods for voluntary cash contributions for any purpose.
• Distribution of supplemental foods will not be used as a means for furthering the political interest of any person or party.

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