Elderly Simplified Application Project (ESAP)
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A streamlined Nutrition Assistance application, verification, and approval process for the elderly.
Policy
The Nutrition Assistance (NA) Elderly Simplified Application Project (ESAP) is a demonstration project approved by the Food and Nutrition Service (FNS). The goal is to increase NA participation among the elderly population by streamlining all of the following processes:
●Application
●Interview
●Verification
All participants of the ESAP budgetary unit must meet all of the following:
●60 years old or older
●No earned or self-employment income
In-kind income is not considered income for ESAP. (See In-kind Income for the definition of in-kind income.)
ESAP participants must meet the same eligibility requirements as NA participants who are elderly or have a disability. (See Elderly or Have a Disability - NA Special Considerations for additional information.)
In addition to special considerations for elderly participants, ESAP eligible budgetary units receive all of the following considerations:
●A 36-month approval period
●A Mid Approval Contact (MAC) is not required
●A renewal interview is not required unless one of the following occurs:
Requested by the participant, see Interview Requirements when the participant requests special accommodations
Prior to denying a renewal application
When information provided by the participant or authorized representative is questionable(g) or incomplete
●Assigned to Simplified Reporting (See Simplified Reporting for the types of changes that must be reported)
●Simpler and shorter ESAP Application (FAA-1821A)
●Designated ESAP telephone and FAX numbers for the interview and verification
ESAP participants are not eligible for benefits when disqualified for, including and not limited to, any of the following:
●They are a fleeing felon
●They have a disqualifying drug conviction
●They have an intentional program violation
For a full list of disqualification reasons, see Disqualified Participants.
ESAP Application
All official application forms submitted are screened for ESAP eligibility. (See Application Requirements for a list of acceptable applications). The ESAP Nutrition Assistance Application (FAA-1821A) form is used for ESAP and is only used when applying for NA. The Application for Benefits (FAA-0001A) or the HEAplus online application is completed, when one of the following applies:
●The NA participant is applying for other programs
●The NA participant is not eligible for ESAP
When an NA participant submits an identifiable ESAP application and is not eligible for ESAP, the ESAP application is used to preserve the application date.
All ESAP new applications(g) are screened for potential eligibility for NA expedited services. (See Requirements for NA Expedited Services (NAX) for NA expedite criteria). To comply with NA expedite time frames, a notice is sent when authorizing expedited benefits with postponed verification. (For policy and procedures regarding NA expedited services with postponed verification, see NA Expedite Applications With Postponed Verification.)
ESAP Interview Process – New Application
An interview is required for all ESAP new applications. When an ESAP participant is not interviewed on the same day, an appointment notice is sent. A notice of missed interview is sent when the participant fails to complete an interview by the deadline provided by the appointment notice.
ESAP participants who do not complete an interview by the deadline provided in the appointment notice are responsible to contact FAA as soon as possible to complete their interview.
When an interview is not completed by the timely denial date, the application is denied. A new application is not required when an interview is completed by the 30th calendar day after the application is denied. The benefits are prorated from the date of the interview.
ESAP Renewal Process
The ESAP Notice of Expiration (NOE) is sent to the ESAP budgetary unit when it is time to reapply. (See NA Notice of Expiration for when the NOE is mailed). The ESAP Notice of Expiration includes the ESAP renewal application. The ESAP participant is required to complete and return the ESAP renewal application or any official application to FAA to continue receiving benefits.
A renewal interview is not required unless the participant requests to be interviewed or prior to denying a renewal application.
When a renewal application is received, FAA staff reviews the application, case information, and system interface, and completes one of the following:
●Authorizes the benefits when the budgetary unit is eligible, and no discrepancies are found between the application, casefile(g), and system interface.
●Sends the ESAP appointment notice when the information provided in the application, obtained from the casefile or system interface is questionable or discrepant. The participant is allowed ten calendar days to contact FAA to complete the interview.
●The renewal application is denied when the participant fails to contact FAA before the timely denial date. A new renewal application may not be needed when an interview is completed within the appropriate timeframes. (See The Renewal Process (Renewals) for additional information regarding timely or untimely renewal application)
ESAP Changes/Conversions
Changes in circumstances may be reported by the budgetary unit, through systems reports or reported by a third-party. For polices on changes, see When to Effect Changes). (See NA Notice of Expiration for the NOE mail date.)
Changes in budgetary unit composition, age (turning 60), earned income, or self-employment income may result in one of the following conversions:
●From regular NA to ESAP. When the budgetary unit is now eligible for the considerations offered by ESAP, all of the following applies to the budgetary unit:
The budgetary unit retains its approval period
No longer required to complete the MAC
●From ESAP to regular NA. When the budgetary unit is no longer eligible for ESAP considerations, all of the following applies to the budgetary unit:
Retains the 36-month approval period
Requires completion of the Mid Approval Contact (MAC) (For additional information, see NA Mid Approval Contact (MAC))
NOTE ESAP cases that convert to regular NA in the 17th month or later in the 36-month approval period are not required to complete a MAC. (See Example 1 and Example 2)
ESAP Categorical Eligibility
When an ESAP budgetary unit is NA categorically eligible, all participants who are included and eligible to receive NA are categorically eligible. ESAP categorical eligibility includes any of the following household types:
●ESAP Basic Categorical Eligibility (ESB) (See Basic Categorical Eligibility on how basic categorical eligibility is determined)
●ESAP Expanded Categorical Eligibility (ESE) (See Expanded Categorical Eligibility on how expanded categorical eligibility is determined)
●ESAP Regular (ESA)
NOTE NA Categorical Eligibility (Basic or Expanded) does not exist when a participant is disqualified from participation.
Procedures
See FAA Site Code 705C for ESAP contact information.
Identifying ESAP Cases
When NA benefits are authorized, an ESAP case displays all of the following:
●An ES in the FS TYPE field on CAP2
●An ESB, ESE, or ESA in the HOUSEHOLD TYP field on FSBH
ESAP Notices
The following notices are used for the ESAP Project:
●ESAP Interview Notice (F046)
●ESAP Interview New Application (X906) Notice
●ESAP Approval Notice (F125)
●ESAP Conversion to NA (F712)
●ESAP Mass Conversion Notice (X038)
●ESAP More Information is Needed (F013)
●ESAP NOE with Renewal Application (X091)
●ESAP Renewal Approval (F126)
●NA Conversion to ESAP (F711)
NOTE When the required notice is not listed above, send the regular NA notice. For notice listings, see the procedures in Notifying Participants of Actions Regarding Their Benefits.
ESAP Interview
New Application - An interview is required for all ESAP new applications(g). When an ESAP participant is not interviewed on the same day the application is received, AZTECS sends the ESAP Appointment Notice (X906) through the TIPS transfer(g) process and assigns the case to 705C. AZTECS sends the NA-Did Not Complete Interview Process (X017) notice when an interview is not completed by the deadline provided in the X906 notice. The new application is denied when an interview is not completed by the timely denial date. The benefit is prorated to the date of the interview, when the interview is completed in the second 30 calendar days.
Renewal Application – A renewal interview is not required, unless any of the following apply:
●The information provided on the application or from a system interface is questionable, incomplete, discrepant, or results in ineligibility.
●The participant requests to be interviewed.
Renewal Application Processing
A renewal application is required to continue receiving NA benefits. An ESAP participant may submit any of the following applications:
●The ESAP NOE with Renewal Application (X091)
●The ESAP Nutrition Assistance Application (FAA-1821A)
●The Application for Benefits (FAA-0001A)
●HEAplus online application
When completing a renewal of benefits determination, complete all of the following:
●Review the renewal application.
●Review the casefile.
●Update AZTECS, when needed.
●Review system interface.
When there are no discrepancies noted between the application, casefile, and system interface, and the budgetary unit is eligible, complete all of the following:
●Authorize the NA renewal benefits.
●Send the ESAP Renewal Approval (F126) notice.
●Assign or ensure the case is in the 705C caseload.
An interview is required when the information provided on the ESAP renewal application or information obtained from the system interface is questionable, incomplete, or before denying the renewal. Complete all of the following to schedule an interview:
●Remove the Y in the COMPLETED field on INDA.
●Update INDA with the date the interview must be completed.
NOTE An interview must be completed within ten calendar days from the day after FAA receives the application. When the tenth calendar day falls on a weekend, or observed holiday, the interview is completed by the workday before the weekend or holiday.
●Send the ESAP Interview Notice (F046).
●Document the reason why a renewal interview is needed.
●Assign or ensure the case is in caseload 705C.
ESAP Changes/Conversions
Changes in budgetary unit’s composition, earned income, self-employment income, or age (turning 60) may result in one of the following conversions:
●From regular NA to ESAP. When this occurs, complete all of the following:
Redetermine benefits
Send the appropriate change notice allowing for NOAA(g), when needed
Send the NA Conversion to ESAP (F711) notice
Assign the case to 705C
●From ESAP to regular NA. When this occurs, complete all of the following:
Redetermine benefits
Send the appropriate change notice allowing for NOAA, when needed
Send the ESAP Conversion to NA (F712) notice
Assign the case to the appropriate site code
AZTECS ESAP Determination
AZTECS determines ESAP eligibility by any of the following:
●Caseload
●Food Stamp Allotment Determination (FSAD). When an NA case is keyed, AZTECS completes all of the following:
Reviews the date of birth and participation codes of all persons in the case
Reviews the earned and self-employment screens
AZTECS determines whether the NA case meets ESAP eligibility when all of the following are met:
●All persons in the case, regardless of the participation codes, are age 60 or older
●No income is keyed on EAIN except for in-kind income
●No income is keyed on SEEI
For AZTECS to make a correct determination, delete any optional or non-participants from the case. Do not use the participation code of OU to remove these participants. (See FUNCTION 5. DELETE CLIENT FROM PROGRAM for instructions on how to delete a person from a program).
NOTE Do not delete an ineligible student. Use the participation code of OU to remove these participants.
When an NA case meets ESAP eligibility, all of the following occurs when the case is processed through FSAD:
●A 36-month approval period is assigned
●The budgetary unit is assigned to simplified reporting
Specialized ESAP Unit
FAA Site Code 705C is designated as the ESAP Unit. Assigning all ESAP cases to 705C is important to ensure case maintenance is assigned to the correct workload. Case maintenance includes all of the following:
●Working ACTS Alerts
●Processing renewal applications
●Processing changes
ESAP Eligibility is Discovered During an Interview
When ESAP eligibility is discovered during the interview, complete the interview. Educate the participant about ESAP and the considerations offered by the project. Complete one of the following:
●When additional verification is needed, send the ESAP More Information (F013) notice allowing 10 calendar days for the participant to provide the information. Assign the case to Site Code 705C.
●When no additional verification is required and the budgetary unit is eligible, complete all of the following:
Authorize the NA benefits.
Send either the ESAP Approval Notice (F125) or the ESAP Renewal Approval (F126) notice.
Assign the case to Site Code 705C.
●When the budgetary unit is not eligible, complete all of the following:
Deny the application using the appropriate Denial Closure Reason Code.
Send the appropriate denial notice.
Assign the case to the appropriate site code.
Verification
System interface and the case file(g) must be reviewed before verification is requested. No additional verification is needed when AZTECS interface or HEAplus hubs have identified the participant has already verified the eligibility factor.
For the ESAP Demonstration Project, participant statement verification can be used as the primary source of verification for any of the following:
●Identity
●Income
●Shelter expenses
●Telephone expense
●Utility expenses
For the ESAP Demonstration Project, participant statement verification may not be used as the primary source of verification for any of the following:
●A new report of medical expenses, that exceed the standard medical deduction amount
●Child Support Expense Deduction
●Immigration Status
●Questionable information
AZTECS Keying Procedures
When it is determined that the case is an ESAP eligible, assign the case to site code 705C by keying 705 in the SITE CODE field on CARC. When it is determined that the case is not ESAP eligible key on CARC the site code that serves the participant’s residential ZIP Code.
When a renewal interview is needed, send the ESAP Interview Notice (F046) and complete all of the following:
●Change the INDA INTERVIEW DATE to the last day of the date indicated in the F046 Notice
●Remove the Y in the COMPLETED field
When an ESAP participant is working in exchange for room, board or other needs, complete all of the following:
●Key Y in the WS field to access EAIC
●Type the name of the person on the EMPLOYER field the participant is performing the in-kind work for
●Key IK in the INC TYPE field
●Key the frequency in the FREQ field
●Key the date the participant is paid in the DATE PAID field
●Key the number of hours the participant spends performing the in-kind work in the HOURS field
●Key the value of the in-kind work in the GROSS AMOUNT field
●Press ENTER. AZTECS automatically fills the HR. RATE field
HEAplus Procedures
All paper applications received are data entered into HEAplus to allow for automatic interface with the federal and state hubs.
Examples
1) Maria’s NA benefits are approved for the months of 01/2019-12/2021.
Maria is an ESAP-eligible participant. Maria reported on 04/28/2020 (the 16th month of the 36-month approval period) that she gains custody of her 10-year-old grandchild. The change is processed on 05/04/2020 (the 17th month of the 36-month approval period) resulting in Maria’s case being converted to regular NA. Since the conversion occurs during or after the 17th month of the 36-month approval period, Maria is not required to comply with the MAC process.
1) Maria’s NA benefits are approved for the months of 01/2019-12/2021.
Maria is an ESAP-eligible participant. Maria reported on 01/05/2020 that she gains custody of her 10-year-old grandchild. The change is processed on 01/10/2020, resulting in Maria’s case being converted to regular NA during the 13th month of the 36-month approval period. Since the conversion occurs before the 17th month of the 36-month approval period, Maria is required to complete the MAC process.
Legal Authorities
ESAP Demonstration Project Waiver
7 CFR 273.10
7 CFR 273.10(a)(1)(ii)(A)-(B)
7 CFR 273.10(a)(1)(iii)(A)-(C)
7 CFR 273.10(a)(2)
7 CFR 273.11(c)
7 CFR 273.12(a)(5)(i)
7 CFR 274.3(c)(3)
last revised 02/05/2024