National Directory of New Hires (NDNH)
  |
This section includes information about the National Directory of New Hire (NDNH) report.
Policy
The National Directory of New Hire (NDNH) report is a computerized matching program which compares FAA’s NA and CA participant information with new employment information.
The NDNH helps to establish a participant’s eligibility for NA and CA, may reduce payment errors, and maintains program integrity. The NDNH is a report received monthly, and is considered unclear(g) information.
When an employer match is made between the NDNH report and an active NA or CA participant, FAA completes all of the following:
●Reviews the employment information against the current case information.
●Determines what action is required. (See Verifying Reported Changes for more information.)
●Takes one of the following actions:
Resolves unclear information during the Mid Approval Contact (MAC), or renewal, whichever comes first.
Requests the verification from the participant, allowing 10 calendar days to provide.
When the participant provides verification of the earned income, FAA redetermines NA or CA benefits based on the income verification provided and all other eligibility factors. A determination notice is sent to the participant.
When the participant does not respond to the original request, or fails to resolve disputed discrepancies, FAA completes all of the following:
●Denies or closes the case allowing for NOAA
●Sends a notice
When the participant states that someone else is using their Social Security Number (SSN), see Participant Disagrees with Wage Information for more information.
FAA is required to provide an annual report to the Food and Nutrition Service (FNS) of the outcome of cases included on the NDNH Report.
Procedures
The NDNH report is received monthly and is considered unclear(g) information. Workers in a specialized unit review each entry from the NDNH report to the information in the case file. This process is completed daily.
When a discrepancy is found between the report and the case file, the specialized workers complete all of the following:
●Review the budgetary unit’s reporting requirement. (See Standard Reporting or Simplified Reporting to determine what the participant must report.)
●Determine whether an immediate action is required. (See Verifying Reported Changes for more information.)
When no immediate action is required, the specialized workers complete all of the following:
●Key Y in the UNCLEAR INFO field on INDA.
●Update the NDNH report spreadsheet.
●Document the case file identifying the information received and all actions taken.
●Send a Nutrition Assistance (NA) – Voluntary Information (F090) or a Cash Assistance (CA) – Voluntary Information (A090) notice, when the information would potentially cause a benefit increase to the budgetary unit’s benefits.
NOTE When a budgetary unit fails to respond to the F090 or A090, or the information remains unclear, do not take adverse action on the case.
When immediate action is required, the specialized workers complete all of the following:
●Sends the Employment Discrepancy NDNH Only (C038) notice to the participant to verify the information from the NDNH report
NOTE A C038 must be sent for each new employer and terminated income.
●Sets the ND ACTS Alert code setting the due date to one day after the verification due date
●Updates the NDNH report spreadsheet
●Documents the case file identifying the discrepancies and all actions taken
For additional information, see the Verifying Third-Party Source Reported Changes Decision Tree.
When the requested verification is returned, the specialized workers complete all of the following:
●Takes the necessary actions to redetermine benefits
●Sends the appropriate Change notice or Denial Closure notice allowing for NOAA
●Closes the ND ACTS Alert code
●Updates the NDNH report spreadsheet
●Documents the case file with all actions taken
When the requested verification is not returned, the specialized workers complete all of the following:
●Takes the appropriate actions to deny or close the case
●Sends the appropriate Denial Closure notice allowing for NOAA
●Closes the ND ACTS Alert code
●Updates the NDNH report spreadsheet
●Documents the case file of the missing verification and all actions taken
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 verified the information.
The participant has the primary responsibility for providing verification. (See Participant Responsibilities – Providing Verification for additional policy.)
Verification includes any of the following:
●The C038 notice completed by the employer
●Pay stubs
●A written letter from the employer
●Screen shots of the pay received with employer’s name
●Collateral Contact with the employer
AZTECS Keying Procedures
When immediate action is not required, key Y in the UNCLEAR INFO field on INDA. No further action is required.
When denying or stopping benefits for refusal or failure to provide employment information, complete all of the following:
●Key the VI Denial Closure Reason Code on FSED for NA and AFED for CA
●On NORE, send one or both of the following notices:
For NA, send the NA Denial/Closure (F200) notice
For CA, send the Cash Assistance Deny/Close (A200) notice
When the requested information is provided after denial or closure, see one of the following to determine whether the application can be reverted to open:
●For new applications, when a participant provides information after a denial, see NA Participant Complies in the Second 30-day Period
●For renewal applications, when a participant provides information after a denial, see Compliance with NA Renewal Requirements After the Approval Period Ends
●When the participant provides information after benefits have stopped, see NA Compliance After Closure
Legal Authorities
7 CFR 272.16
7 CFR 273.12(c)(3)
42 U.S.C. §653(j)(3)
42 U.S.C. §653(j)(10)
last revised 03/13/2023