C-540, Code Summary

Revision 08-4; Effective October 1, 2008

TANF and SNAP

This section contains a Form H1000-A, Notice of Application, Form H1000-B, Record of Case Action, and Form H1000-C, Secondary Client Input, instructions code summary.

ITEM 02: Category

TANF

2 — TANF

5 — Refugee Cash Assistance (RCA)

SNAP

6 — Public Assistance (PA) SNAP Case

8 — Refugee, PA SNAP

9 — Non-PA SNAP Case

ITEM 03: Sequence No. (SEQ)

TANF and SNAP

Y — Yes

Item 27: Modifier (M)

TANF

P — Protective Payee

R — Representative Payee

SNAP

I — Authorized representative (AR) is a member of household (under the same roof).

O — AR is not a member of household (not under the same roof).

F — AR is an employee of a drug and alcohol treatment/group living arrangement facility.

ITEM 28: Indicator Code

TANF

M — Incapacity

TANF-UP

U — (system entered when TP 61 transfers to TP 07, 20 or 37)

SNAP

1 — Streamlined reporting (SR) household with total gross monthly income that is less than or equal to 130% of the Federal Poverty Income Limits (FPIL).

2 — SR household with total gross monthly income that is greater than 130% FPIL.

3 — Non-SR household.

ITEM 32: Client Number

TANF and SNAP

2 — Check for an existing number.

ITEM 35: Sex

TANF and SNAP

M — Male

F — Female

ITEM 36: Race

TANF and SNAP

1 — White

2 — Black

3 — Hispanic

4 — American Indian or Alaskan Native

5 — Asian or Pacific Islander (includes Indochinese)

6 — Computer entered code indicating inappropriate or omitted code. Must be corrected.

ITEM 39: Education/Service Code

TANF and SNAP

1 — First Grade

2 — Second Grade

3 — Third Grade

4 — Fourth Grade

5 — Fifth Grade

6 — Sixth Grade

7 — Seventh Grade

8 — Eighth Grade

9 — Ninth Grade

A — Tenth Grade

B — Eleventh Grade

C — High School Graduate/completed general equivalency diploma

E — Attending college or completed some college but has not graduated from a four-year college

F — Graduate of a four-year college

N — No formal education

ITEM 40: Status in Group

TANF

Primary Codes

2 — Disqualified/ineligible child or second parent

3 — Noncertified child: Identifies the only deprived child of the certified caretaker/second parent

5 — Certified Child

7 — Second Parent

8 — Caretaker

9 — Payee

0 — Case Name Only:

Secondary Codes

G — Reached End of Time Limit

H — Eligible Refugee

I — Ineligible Child

K — Child of a Minor Child

L — Minor Parent with a Dependent Child

M — Eligible Only for Three Months Prior Medical Assistance

N — Ineligible for Retroactive Medical Assistance and Current Assistance

P — Private Health Insurance

Q — Proof of THSteps Screening

R — HHSC Employee

S — Alien with Acceptable Alien Status

T — Ineligible Alien

U — Ineligible - No Citizenship Proof

V — Living in Nursing Home

W — Disqualified Child

X — Deceased

Y — Disqualified Second Parent

Z — Migrant

SNAP

Head of Household Codes

A — Household head

G — Household head is nonmember

GK — Head of household disqualified for a reason other than an IPV

GT — Head of household is disqualified for intentional program violation (IPV)

Other Codes

B — Student

C — ABAWD not meeting 18-50 work requirement

D — ABAWD meeting 18-50 work requirement

F — Resident of drug and alcohol treatment/group living arrangement facility

H — Eligible Refugee

K — Disqualified for a reason other than IPV

M — Migrant, out of work stream

R — HHSC Employee

S — Eligible Alien (not a refugee)

T — Disqualified for Intentional Program Violation

U — Seasonal Farm Worker

W — Migrant, in work stream

ITEM 41: Employment Services/Work Registration

TANF

SNAP

ITEM 42A: Type Income

TANF and SNAP

A — Veteran's Administration (VA) benefits

C — Unemployment Insurance benefits

P — Pension benefits (other than RSDI, SSI, VA, or RR)

M — Combination of unemployment benefits with benefits from a pension, VA, or both

W — Combined income from VA and a pension

ITEM 49: Disqualification Code (Intentional Program Violation)

SNAP

ITEM 50: Error Messages

TANF and SNAP

The following format is used for all error messages: AAABBCCC

AAA — Form item number 001-191; client items 32-50 will be shown A32-K32, through K50. When a client item is shown without line indicator, 032-050, then the comparison of all entries within that item caused the error.

BB — One of the following two-digit qualifiers:

EC – ERROR CODE NUMBER"CCC"
EQ – EQUAL
GE – GREATER THAN OR EQUAL
GT– GREATER THAN
LE – LESS THAN OR EQUAL
LT – LESS THAN
NA – NOT ALLOWABLE WITH THE ENTRY OR LACK OF ENTRY IN "CCC"
NE– NOT EQUAL

CCC — Form item number 001-191; or error code number 300-999; or one of the following "KEY" words:

ALP – ALPHABETIC
BLK – BLANK
CUR – CURRENT PROCESS MONTH
DAT – VALID DATE
FIL – VALUE ALREADY ON FILE
N-3 – today minus 3 months
N-6 – today minus 6months
N12 – today minus 12 months
N24 – today minus 24 months
N45 – today minus 45 days
NAM – NAME FORMAT
NOW – PROCESS DATE OF FORM
NUM – NUMERIC
NXT – NEXT PROCESS MONTH
VAL – VALID

Error Codes

300 — Either the first digit of application number is not A or the last eight digits are not numeric

301 — By changing the A of the application number to zero, it was found that a case already on file has been assigned that number.

304 — Application already disposed

305 — BJN was incorrect

307 — The case or individual indicated is already active in the same program area for the benefit period requested.

308 — The client number entered cannot be reassigned due to a mismatch of client information.

309 — Multiple entries for this item contained the same value.

320 — A SNAP denial cannot precede a benefit issuance month.

321 — The ATA issuance exceeded the maximum allotment for household size.

400 — The individual's SSI coverage was changed to SUSPENSE

402 — Hierarchy of individual information prevented the use of the client entries on the transaction.

403 — The entry made in Adjusted Gross Income is zero. Determine if the correct income was entered.

404 — Valid entries for case number reassignment are required.

500 — The rejection of this attempted denial caused the case to be placed on hold.

ITEM 78: Type of Review

SNAP

C — Complete review

I — Incomplete review

N — Non-review activity (case maintenance)

ITEM 79: Application Codes

SNAP

ITEM 84: AID

SNAP

1 — NPA Only

2 — NPA Mixed

3 — TANF-PA

5 — Refugee, PA

ITEM 85: Test (Income Test/Shelter Deduction Identifier)

SNAP

B — Gross and net income tests with capped shelter deduction.

C — Categorically eligible household with capped shelter deduction.

E — Gross and net income test and uncapped shelter deduction. Use this code only if the member who is entitled to uncapped shelter costs is disqualified for intentional program violation.

M — Net test only, uncapped shelter deduction.

T — Categorically eligible household with uncapped shelter deduction. Note: This code is also used in situations where a household member, disqualified for any reason, is the only elderly or disabled member.

ITEM 87: NON (Non H/H Members)

SNAP

A — Attendant

B — Boarders

C — Ineligible alien

D — Ineligible student

E — Any combination of two or more of A, B, C, or D

ITEM 89: SSI

SNAP

X — Every household member receives SSI

ITEM 90: Util (Utility Expense Code)

SNAP

ITEM 91: Action Code

SNAP

See C-221, Denial Codes.

ITEM 95: Code/Hold Date

SNAP

Hold Codes

2 — Hold benefits

A — Form H1000-B has fatal error not cleared by cutoff

Z — Dormant EBT account (state office use)

Release Codes

0 — Do not hold future benefits.

ITEM 101: Prepared Meals Services Code

SNAP

C — SSI/elderly member authorized to purchase from communal dining facilities, meal delivery service, or contracted restaurant

E — Homeless and either elderly or SSI recipient; authorized to purchase from every service (communal dining, meal delivery services, or homeless meal providers/contracted restaurants)

H — Authorized to purchase from homeless meal providers/contracted restaurants

M — Household/disabled member authorized to purchase from meal delivery services

ITEM 104: Special Review Code

SNAP

Enter the appropriate code to show the type of special review needed

0 — State office assigned

1 — Employment Services/Work Registration

2 — School Attendance

3 — Reserved

4 — Management

5 — Income/Expense changes anticipated

6 — Living arrangement change anticipated

7 — Medical review

8 — Household change anticipated

9 — Other

ITEM 127 Type Program

TANF

01 — Cash and medical assistance

04 — Medical Assistance Only – Deceased

07 — 12 or 18 months medical assistance only

11 — Three months prior medical assistance only not currently eligible

20 — Medical assistance only – Child Support

37 — 12 or 18 months medical assistance only

61 — TANF-UP cash and medical assistance

71 — OTTANF – One parent household

72 — OTTANF – Two parent household

ITEM 131: Type Review

TANF

C — Complete review

I — Incomplete review

N — Non-review activity (case maintenance)

ITEM 132: Action Code

TANF

See C-200 for Item 132 Codes.

ITEM 138: (Child Support Cooperation/Reason for Transfer to TP 07/20)

TANF

R — Refusal without good cause to cooperate with child support for one or more APs

X — Exempt from child support requirements, or claiming good cause for all APs

C — Cooperation. Enter this code if Codes R or X do not apply

E — new or increased earned income or earnings of a returning absent parent who is added to the certified group

S — new or increased child support collections

B — TANF denial results from a reason listed under Code E and new or increased child support collections

ITEM 140: CODE

TANF

1 — Employment Services/Work Registration (TANF only)

2 — School attendance

3 — (Reserved)

4 — Management

5 — Income/Expense changes anticipated

6 — Living arrangement change anticipated

7 — Medical review

8 — Household change anticipated

9 — Other

Q — Disability Hardship Exemption (TANF only)

ITEM 142: HOLD CD: DATE

TANF

Advisor Hold Codes

1 — Unable to locate

2 — Guardianship pending

3 — New payee pending

4 — Notice of adverse action to lower benefits that expires between cutoff and the end of the month

5 — Notice of adverse action expires between cutoff and end of month (case denial or transfer to TP 07 or TP 20)

State Office Hold Codes

A — Hold, Form H1000-B has fatal error not cleared by cutoff

C — Form H3087 returned, moved

D — Form H3087 returned, deceased

E — Form H3087 returned, unclaimed

F — Warrant Undeliverable and returned by post office

G — Warrant undeliverable because individual is deceased

H — TANF case has SIG 5 member age 19 or over

L — State time limit expiring and SAVERR cannot rebudget TANF

J — Warrant charged back

R — SDX hold

Z — Dormant EBT account

3 — RCA case has a member who entered the United States eight months ago

6 — TANF case pending denial or transfer to TP 20

Advisor Release Codes

8 — Release benefits as originally authorized

9 — Release benefits as originally authorized using the new address on this Form H1000-B

0 — Release future benefits. Use Form H1008 to release any returned benefits. Use Section XI to issue benefits for months on hold.

ITEM 149: Code

TANF

C — Dependent care deduction

9 — A 90% earned income deduction up to $1400 per employed member or 12 or 18 months additional Medicaid coverage. This entry requires an entry on the same line in Item 151.

Item 179 - Type of Warrant Requested

TANF

1 — Full months amount

2 — Additional amount for a month; Form H1000-B use only

SNAP

S — Reporting ATA issuance untimely

E — Requesting issuance or timely reporting benefits issued via the ATA

N — Requesting cancellation of benefits

ITEM 180: Type Issuance

TANF

Reason for authorization of benefits

9 — Action Code 090, simultaneous open and close on Form H1000-A only

B — Change in both household composition and money reflected in the budget

H — Change in household composition

M — Change in money reflected in the budget

O — Retroactive and/or current month's benefit when releasing a case from hold with release Code 0 or 7 in Item 142

P — Budgeting process requires different payment month benefits. Enter Code 1 in Item 179

R — (State office use only) Identifies on the history file benefits produced when release Code 8 or 9is used to release a case from hold

T — Transfer from TP 07, 20, 29, or 37 to TP 01/ 61 (Form H1000-B and Form H1000-C use only)

SNAP

Full Regular Ongoing Benefits or Their Replacements

A — Initial benefit (regular ongoing benefit)

E — Initial expedited benefit issued*

H — Priority benefits issued to meet hearing officer decision timeliness

L — Restoring benefits for a past month

1 — Initial expedited benefits issued through ATA*

2 — Priority benefits issued through SAVERR or ATA to meet timeliness

3 — Initial priority benefits issued through ATA*

4 — Historical Information: CCDMI mailed out of state as a result of converting EBT benefits to coupons (state office use only). No longer in use effective April 1, 2004.

5 — Historical Information: Benefits replaced in EBT account when CCDMI was returned (state office use only). No longer in use effective April 1, 2004.

*See details in C-500, Item 180 instructions.

Additional Benefits for a Month

C — Supplemental benefits. Use when providing benefits in addition to initial benefits for the current month, or following month if submitting Form H1000-A,Form H1000-B and Form H1000-C after cutoff.

D — Restoration benefits. Use when restoring partial benefits for a past month.

F — Supplemental or restoration benefits. Use when providing additional benefits for a month in which the household has already received one issuance coded C and/or D.

P — Restore an erroneously expunged EBT benefit.

Destroyed Food

T — Replacement of destroyed food, which was purchased with SNAP benefits

Advisor enter cancellation

G — Use to cancel EBT benefit because the household has moved out of state

ITEM 186: OTHER DATA (Range Code)

SNAP

P — Initial month benefit prorated

Benefit Range Code for all issuances coded C, D, F, H, P, or T in Item 180

ITEM 187: Household Composition for Benefit Requested

TANF

ITEM 214: FIC (R/E) (Finger Image Code)

TANF and SNAP

Enter individual's finger image enrollment or exemption code

Y — If all available images have been taken

Z — If one image has been taken

A — Appeal pending (TANF related)

B — Low quality image/physically unable to image/equipment failure

C — Certified out of office or unable to come to office

D — Undue burden for disabled individual

E — Undue burden for elderly individual

F — Disqualified (FS only)

ITEM 215: LSIS Vendor's Unique Number (VUN)

TANF and SNAP

If the entry in Item 214 is Y or Z, enter the nine-digit VUN.

ITEM 216: Disqualification Type

SNAP

Enter the code(s) to indicate that an individual is being disqualified for one or more the following reasons.

B — ineligible alien without BCIS document

C — ineligible aliens with BCIS document

D — felony drug conviction

F — first offense failure to comply with ESP requirements (E&T /voluntary quit/reducing work hours to less than 30 )

J — fugitive

N — failure to meet SSN requirement

S — second offense failure to comply with ESP requirements

T — third or subsequent offense failure to comply with ESP requirements

W — failure to comply with the 18-50 work requirement

ITEM 217: Remove

SNAP

Enter a code below to end a disqualification or change a time-limited benefit code.

1 — delete the first countable month

2 — delete the second countable month

3 — delete the third countable month

4 — delete the fourth countable month (first month of second three month period)

B — end the ineligible alien (undoc) disqualification

C — end the ineligible alien (doc) disqualification

F — end the first offense SNAP ESP disqualification

J — end the fugitive disqualification

L — subtract one offense from the ESP offense counter (when entering Code L, do not enter Code F, S, or T in Item 216 on the same Form H1000-A, Form H1000-B and Form H1000-C transaction)

N — end of the SSN disqualification

S — end the second offense SNAP ESP disqualification

T — end the third offense SNAP ESP disqualification

W — end the 18 - 50 work requirement disqualification

ITEMS 218-223

SNAP

Make entries in these fields to report that HHSC has authorized a SNAP benefit for a countable month of the initial or second three-month period of time-limited benefits in a 36 month period for an individual age 18-50. Make entries of Code(s) 1-4 in Items 218 and the corresponding month(s) in Item 219.

ITEMS 218, 220, and 222 - Countable Month Code

SNAP

Enter one of the following codes and a corresponding month in Item 219, 221, and 223:

1 — benefit authorized for the first month of the initial three-month period

2 — benefit authorized for the second month of the initial three-month period

3 — benefit authorized for the third month of the initial three-month period

4 — benefit authorized for the first month of the second three-month period

Additional Codes

TANF

Benefit History Codes

A — Mailed warrant/EBT benefit issued

C — Warrant held

D — Warrant or EBT issuance cancelled

E — Warrant charged back

P — Warrant paid by state treasure

R — Warrant returned

S — Warrant stop payment in effect

L — Warrant stop payment lifted

Y — Duplicate EBT benefit or warrant issued

Z — Duplicate warrant returned

Read benefit history codes on inquiry from right to left. The most recent code/action appears on the far left.