As part of determining a client’s program eligibility and responsibilities, when entering earned income in BEACON, hours worked must also be entered.
In most situations, the number of hours worked per pay period will be available on a client’s wage stubs, pay envelopes, employer statement, or through other acceptable earned income verification.
Determining Hours Worked When Not Available on Wage Stubs
When a client’s wage stubs or other earned income verification does not include the number of hours worked, but includes the client’s hourly rate:
divide the gross income listed on the earned income verification by the hourly rate
use the result as the number of hours worked
Example: Jose submits the following weekly wage stubs:
7/28 – 8/3, listing $256.50 in gross income
8/4 – 8/10, listing $297.00 in gross income
8/11 – 8/17, listing $216.00 in gross income
8/18 – 8/24, listing $249.75 in gross income
Jose’s wage stubs list their hourly rate at $13.50 per hour but do not detail the hours worked per week. To determine the number of hours worked, the FAW handling Jose’s case performs the following calculations:
$256.50 gross income / $13.50 hourly = 19 hours
$297.00 gross income / $13.50 hourly = 22 hours
$216.00 gross income / $13.50 hourly = 16 hours
$249.75 gross income / $13.50 hourly = 18.5 hours
A detailed narrative must be included in any case where hours worked are determined in this manner.
If the client is experiencing difficulty obtaining verification of their hours worked, case managers and FAWs must explore verification by collateral contact if this option is feasible for the client. If attempts to verify the information by collateral contact fail, the client may supply their hourly rate by a telephonic self-declaration for purposes of determining the client’s amount of hours worked.
Hours Pertinent to SNAP Eligibility
In addition to determining income eligibility for SNAP, hours worked may also be required to determine other SNAP eligibility factors.
Students
If the client is considered a student who, based on the interview, is claiming that they are working at least 20 hours per week or is working 20 hours per week when averaged monthly and hours worked cannot be determined based on the Determining Hours Worked procedure above, staff must accept the client’s telephonic self-declaration of the number of hours worked.
However, if the number of hours worked reported by the client calculates to an hourly rate less than the federal minimum wage, this is considered questionable, and collateral contact or documentary evidence of the number of hours worked must be provided.
Able Bodied Adult Without Dependents (ABAWD) who, based on the interview, is:
claiming to be meeting the work requirement by working 20 hours per week, or
claiming to be employed 20 hours per week when averaged monthly (80 hours per month), or
claiming to be employed 30 hours per week averaged monthly or the federal minimum wage equivalent (30 x $7.25); or
and hours worked cannot be determined based on the Determining Hours Worked procedure above, staff must explore verification by collateral contact if this option is feasible for the client. If verification cannot be obtained in this manner, a mandatory (VC-1) must be sent requesting the required information.
Important |
An ABAWD claiming eligibility based on the number of hours worked, such as an ABAWD or a Student, may do so if they meet the criteria outlined above. When a client’s hours worked cannot be determined based on available verifications, and the client's eligibility is dependent on hours worked, a mandatory VC-1 must be sent for the missing information. These clients may self-declare their hours worked in writing if the employer is unable to supply this information. If the client's eligibility is not dependent on hours worked, the client must be sent an optional VC-1 for hours worked. |
For more, see Types of Earned Income, ABAWD Work Requirement Overview and Students.
Hours Pertinent to TAFDC Eligibility
In the TAFDC program, work program required clients need to meet a minimum number of hours of participation through either engagement or work or a combination of both to remain eligible for TAFDC benefits Work Program Requirements Policy and Procedures. Some work program required clients who are working are still engaged with their Employment Services Program (ESP) provider. For these clients, if hours are not available on the wage stub and cannot be determined using the method above you must reach out to the ESP provider to determine the number of hours worked by collateral contact. If the client is not enrolled with an ESP provider, a VC-1 must be sent to the client under the appropriate program.
A detailed narrative must be included when the hours worked are determined in this manner.
For more, see Types of Income - TAFDC, Earned Income - TAFDC, and Meeting the Work Program Requirements
Determining Hours Worked Examples
Example 1: William, 24, is applying for SNAP, is a student attending Roxbury Community College, and states that they work an average of 22 hours per week for a local business. William supplies their wage stubs for the previous four weeks:
10/27 – 11/2, listing $308.00 in gross income
11/3 – 11/9, listing $350.00 in gross income
11/10 – 11/16, listing $280.00 in gross income
11/17 – 11/23, listing $322.00 in gross income
William’s wage stubs list the hourly rate at $14.00 per hour but do not detail the hours worked per week. To determine the number of hours worked, the FAW handling William’s case performs the following calculations:
$308.00 gross income / $14.00 hourly = 22 hours
$350.00 gross income / $14.00 hourly = 25 hours
$280.00 gross income / $14.00 hourly = 20 hours
$322.00 gross income / $14.00 hourly = 23 hours
Based on this calculation, the FAW determines that William meets the Student eligibility criteria as they are paid for a minimum of 20 hours per week averaged monthly.
Example 2: Michael, 40, is applying for SNAP, and works part time for a small construction company. Michael states they works for an average of 20 – 25 hours per week. Michael supplies their wage stubs for the previous four weeks:
4/28 – 5/11. listing $504.00 in gross income
5/12 – 5/25, listing $552.00 in gross income
Michael’s wage stubs list the hourly rate at $12.00 per hour but do not detail the hours worked per week. To determine the number of hours worked, the FAW handling William’s case performs the following calculations:
$504.00 gross income / $12.00 hourly = 42 hours
$552.00 gross income / $12.00 hourly = 46 hours
Based on this calculation, the FAW determines that William is meeting the ABAWD Work Requirement as William works at least 20 hours per week averaged monthly.
Example 3: Lori, 32, is applying for SNAP in their local TAO. Lori states they work an average of 30-40 hours per week as a receptionist for a doctor’s office. As verification of the income, Lori submits an employer statement detailing the last four weeks’ pay. The employer statement details:
2/24 – 3/9, listing $1,050.00 in gross income
3/10 – 3/23, listing $1,125.00 in gross income
The employer statement supplied by Lori does not detail the hourly rate and does not detail Lori's hours worked for the periods.
As part of the application interview, the FAW handling Lori’s case informs them that this additional verification element will be needed for BEACON entry before the application can be completed and that this can be accomplished through a collateral contact. Lori completes and signs a Voluntary Consent to Release Information (VARI-O). The FAW is then able to contact Lori’s employer and establish the numbers of hours worked for the required periods.
Income Policy and Procedures (EAEDC)
Earned Income Policy and Procedures (SNAP)
Income Policy and Procedures (TAFDC)
Last Updated: November 30, 2022