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Minnesota Department of Human Services Combined Manual
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ISSUE DATE: 12/2014

You may become aware of changes through various sources:

Client reporting. See 0007 (Reporting) for client reporting responsibilities, timeliness, and methods.

Information reported by other people or agencies.

Information from IEVS or other computer matches. See 0005.12.15.03 (Delays in Processing Applications), 0026.48 (Notices - IEVS).

Upcoming or potential changes the agency has been tracking through MAXIS or other tracking methods.

When you become aware that a change in circumstances has occurred or will occur, follow these steps:


Determine if you need more information. See 0008.03 (Changes - Obtaining Information).


Determine if the change affects any eligibility factors. Evaluate eligibility prospectively for some programs. See 0011 (Technical Eligibility), 0012 (Procedural Eligibility), 0013 (Basis of Eligibility), 0014 (Assistance Units), 0015 (Assets), 0016 (Income From People Not in the Unit), 0017 (Determining Gross Income), 0018 (Determining Net Income), 0019 (Gross Income Test), 0020 (Net Income Limits), 0029.03 (Health Care Programs).


Determine if the change affects the budgeting cycle. See 0022.03 (How and When to Use Prospective Budgeting), 0022.06 (How and When to Use Retrospective Budgeting), 0022.09 (When to Switch Budget Cycles - Cash), 0022.09.03 (When to Switch Budget Cycles - SNAP).


Determine if the change affects the benefit amount. See 0008.06.15 (Removing or Recalculating Income), 0022.12 (How to Calc. Benefit Level- MFIP/DWP/GA), 0022.12.01 (How to Calculate Benefit Level - SNAP/MSA/GRH), 0025.09 (Correcting Underpayments), 0025.12 (Types of Overpayments).


Determine if the change affects the payment method. See 0024 (Payments).


Apply the change to the case. See 0008.06 (Implementing Changes - General Provisions), 0008.06.01 (Implementing Changes - Program Provisions).

Requirements for frequency of client reporting vary by program. See 0007 (Reporting). You must act on all reported changes, regardless of the client's reporting method. See 0007.12 (Agency Responsibilities for Client Reporting).

If you become aware of a future change which may affect eligibility, track the expected change.

Schedule a special eligibility review if necessary. See 0009.03 (Length of Recertification Periods), 0009.03.03 (When to Adjust the Length of Certification).

When you can anticipate a change, request all information needed to determine eligibility. Notify clients of the effect of changes before the effective date. For cash assistance programs, this may reduce the number of overpayments and underpayments that you may otherwise have to determine. See 0010 (Verification), 0026 (Notices).

There may be special procedures for people who get assistance from another state, who are in another assistance unit, or who receive another type of assistance. See 0011.21 (Receipt of Other Assistance).

When you become aware of a change, you may need to ask the client for more information or verification before you can determine if the change affects the case. Act on changes without requiring verification if they cause a client to be prospectively ineligible for some programs.

For changes which units report on a Household Report Form (HRF) or Combined Six-Month Report (CSR)/ Combined Six-Month Report Supplement (CSRS), follow HRF or CSR/CSRS processing requirements. See 0007.12 (Agency Responsibilities for Client Reporting).

For changes reported or discovered by a method other than on an HRF or CSR/CSRS for which you need more information or verification, give clients at least 10 days to provide the information or verification. If you do not get information needed to determine eligibility, follow the procedures for each program. See 0010 (Verification), 0010.21 (Verification Due Dates), 0026.12 (Timing of Notices).

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