1.3.1  Application Processing Timeframe

Within ten working days of the application date, the W-2 agency must process the EA application, which includes:

1.             Determining Eligibility (see 1.3.2);

2.             Entering all EA applications in WWP (see 4.4.2);

3.             Issuing an Eligibility Notice of Decision (see 1.3.3); and

4.             Issuing Payments (see 1.3.4).

The application date is used to determine the ten working days timeframe. Day one is the first working day after the application date. Day ten ends at the close of business on the tenth working day after the application date. If the agency date stamp is different from the date the applicant signed the application, the date stamp is the date that is used to calculate the ten working days timeframe for processing EA.

EA applicants are often dealing with time-sensitive emergencies; therefore, W-2 agencies must make an eligibility decision as quickly as the situation allows. The full ten working days timeframe must only be used in scenarios where the applicant requires additional time to obtain verification or other information necessary to process the application. EA Comments must document rationale for using the full timeframe. Once all necessary information is obtained by the agency, applications must be processed in a timely fashion.

EXAMPLE 1: Inez inquired about EA on Tuesday, May 29th. She completed an EA application on the same day and the W-2 agency date stamped the completed EA application as received on May 29. Inez had to pick up her children from school, so she was unable to wait to meet with an EA worker that day to complete the meeting. Inez met with an EA worker on Thursday, May 31st, when the worker reviewed the EA application and Inez reviewed each assurance statement. The W-2 agency used the date of the agency date stamp (May 29th) to begin the ten working days timeframe for processing the EA application, therefore Tuesday, June 12 is day ten of the ten working days timeframe for processing the EA application.

 

EXAMPLE 2: Jonathan applied in ACCESS the morning of Wednesday, February 23rd. ACCESS processes the application with an application date of that day, 2/23. Jonathan also scheduled a phone meeting in ACCESS for the following day (2/24, day 1) to continue with the application process when he is able to take the call in private, to ensure his attention and confidentiality. The EA worker has until Wednesday, March 9 to process the EA application in the ten working days timeframe.

 

EXAMPLE 3: María Belén submitted an ACCESS application with an application date of Thursday, May 2. She met with her worker on Friday, May 3, where she was provided the list of documents required to complete her application. She was able to obtain them over the weekend and the worker received them Monday, May 6. The worker approved the application that day and the EA payment was mailed the following day, Tuesday, May 7. While the agency has until Friday, May 17, per policy to process the application, they were able to process in fewer days since María Belén submitted her documentation quickly.

 

History: Release 24-03; Release 23-01; Release 22-04; Release 21-01; Release 20-01.