Job Ended

Clients often apply for SNAP when there has been a change in household income, including a job ending. A job ending may also occur anytime throughout the certification period.

This page will discuss obtaining proof that a job ended and links to pages on calculating terminated income and applying voluntary quit rules. See the chart below for a comprehensive list of questions and verifications to request based on the status of the case.

Application

At application, if it is determined that a job ended, it is important staff discuss with the client:

the date they last worked,
the date of their last pay,
the reason why their job ended (i.e., terminated by employer, laid off, resigned or quit), and
if they are receiving other income (i.e., wages from a new job, unemployment compensation, PFML, disability benefits)

If a person in the SNAP household job has ended 30 days or less prior to the application date, DTA must obtain verification that their job ended. You must also explore if there is terminated income that is countable and if Voluntary Quit Rules must be applied.

If a person in the SNAP household had a job that ended more than 30 days prior to their application date, no verification is required, unless questionable.

Additionally, staff must explore if the household is receiving another form of income such as wages from a new job, unemployment compensation, PFML, disability benefits, etc.

Remember: When interviewing a client at application, the reason why their job ended is especially pertinent for those who are subject to the General Work Rules as voluntary quit rules may apply.

Recertification

At Recertification, if it is determined that a job has ended, it is important that staff discuss the following items with the client during the interview:

the date they last worked,
the date of their last pay,
the reason why their job ended (i.e., terminated by employer, laid off, resigned or quit). The reason job ended is applicable to clients subject to the General Work Rules. and
if they are receiving other income (i.e., wages from a new job, unemployment compensation, PFML, disability benefits)

If a person in the SNAP household reports that their job ended at Recertification, regardless of when the job ended, DTA must obtain verification that the job ended.

Remember: If the client is subject to the General Work Rules or is newly subject to the General Work Rules at Recertification due to their job ending, you must ask the client about the reason their job has ended. This is always necessary when a client reports that they are no longer working at any point during the certification period.

Interim Report

At Interim Report, if it is determined that a job has ended, DTA must obtain verification that the job ended. Staff must first review all external databases for proof of job termination before sending a mandatory VC-1.

Case Maintenance

Households are not required to report when a job ends during case maintenance. However, if a client contacts the Department and indicates their job ended, you must:

Create an additional User-Entered verification as optional under the applicable client and write Proof of Job Termination in the Details field.
Annotate the Document(s) of Evidence section with,
“You told us that you are no longer working. Please provide a letter from [EMPLOYER NAME] stating the employer’s name, their contact information, your last day worked, your last day paid, and the reason your job ended. If you are having a hard time getting this letter, please call the DTA Assistance Line so we can help you with getting this information.”
For [EMPLOYER NAME] you enter the name of the employer.

If the client does not respond to the VC-1, the income must remain in the client’s case until the next reporting period when verification of the job ended must be verified.

Additionally, if you are speaking to the client, you must ask the client if they are receiving any other income now that their job has ended (i.e. PFML, Unemployment, wages from a new job). If they state they are receiving income, you must review the new income and determine if the income must be added to the case based on Simplified Reporting rules at case maintenance.

How to Verify Job Ended

Before sending a VC-1 to the client for proof that their job has ended, you must always check external databases first (depending on case stage, i.e., application, case maintenance, IR or recertification, due to Simplified Reporting Rules).

Collateral Contact
Collateral contact can also be made with the client and the employer, if the client consents in writing or is present for the conversation.
Work Number
If the employer is on Work Number and shows an Inactive status, this can be used as proof of job termination.
If the employer is on Work Number and it does not show wages within 30 days of the case worker reviewing the case, this can be used as proof of job termination, regardless of if the employer shows an Active or Inactive status.
Unemployment Claim
In certain instances, a client’s unemployment claim may be used as proof of job termination. However, using the EMT system as proof of job termination is limited to when an unemployment claim is:

not a partial claim (meaning the client could be still working at the job but at reduced hours); and,
is Active and receiving UC payments and the Massachusetts Employer listed on the Unemployment Claim matches the employer the client is stating they are terminated from.

Remember: You must not review EMT during Case Maintenance for proof of job termination only.

Employer Letter
Job separation can most often be verified by a letter from the employer stating the company’s name, employer contact information, the client’s last day worked, and their last day paid.
Collateral Contact
Collateral contact can also be made with the client and the employer, if the client consents in writing (such as using a DORL-1 form) or is present for the phone conversation.

How to Request Proof of Job Ended at a Reporting Period (at Application, IR, and Recertification)

Once it is determined that proof that a job ended is required and external databases cannot be used to verify that a job ended, you must:

Create an additional User-Entered verification as mandatory under the applicable client and write Proof of Job Termination in the Details field.
Annotate the Document(s) of Evidence section with,
“You told us that you are no longer working. Please provide a letter from [EMPLOYER NAME] stating the employer’s name, their contact information, your last day worked, your last day paid, and the reason the job ended. If you are having a hard time getting this letter, please call the DTA Assistance Line so we can help you with getting this information.”
For [EMPLOYER NAME] you enter the name of the employer.

Important: If a client is subject to the General Work Rules and quits a job within 30 days of their application date or at any point during their certification period, the reason their job ended must also be requested and verified to determine if the client is subject to Voluntary Quit rules. For more information, see SNAP Voluntary Quit and Reduction of Work Hours for requesting proof of Reason Job Ended.

When the Client is Having a Difficult Time Obtaining Proof of Job Termination

If a client reports that they are having a hard time obtaining documentary evidence of their job separation, and attempts of collateral contact have been exhausted, a written self-declaration is acceptable as a last resort. A detailed narrative must be completed indicating the steps taken to obtain proof of job separation.

Table Summarizing Verification Procedures

	Questions to ask during the interview to determine if a client ended their job or if an income source has ended	When to Request Proof Job Ended and the Verification Needed	When to Request Proof of Terminated Income	When to Request Proof of Reason Job Ended
Application	Has anyone in your household left a job in the last 30 days or ended an income source such as unemployment compensation? If yes, when was the last day of pay? What was the reason the job ended? Is the household receiving any other income?	Verification of job termination at application is mandatory if client ended their job 30 days or less from application date. Verification: Check all external databases to determine if you can obtain this information by using databases such as EMT or the Work Number If external databases do not show proof of job ended, a letter from the employer stating the employer’s name, their contact information, the client’s last day worked, and their last day paid, or; Collateral contact with written permission from the client (such as a DORL-1 form) or with the client on a three-way call or in person. Note: If all attempts to obtain proof of job termination (including collateral contact) have been exhausted, a written self-declaration of the employer’s name, the client’s last day worked and last day paid will be accepted as a last resort.	When terminated income (both earned and unearned) falls within the client’s cyclical month of application. If the household is eligible for expedited benefits, terminated income can be verbally self-declared, unless the income is available on external databases, such as the Work Number or EMT. If the household is not eligible for expedited benefits, the household must provide documentary evidence of terminated income, such as wages or a letter from the employer. Work Number can only be used for proof of terminated income if wages are displayed AND the Work Number match shows an Inactive status.	If client is subject to the General Work Rules. For more information, see SNAP Voluntary Quit and Reduction of Work Hours for requesting proof of Reason Job Ended. Clients can provide a telephonic or written self-declaration of the reason their job ended, unless questionable.
Interim Report	No interview is required at Interim Report.	Verification of job termination at Interim Report is mandatory if client indicates they ended a job. Verification: Check all external databases to determine if you can obtain this information by using databases such as EMT or the Work Number If external databases do not show proof of job ended, a letter from the employer stating the employer’s name, their contact information, the client’s last day worked, and their last day paid, or; Collateral contact with written permission from the client (such as a DORL-1 form) or with the client on a three-way call or in person. Note: If all attempts to obtain proof of job termination (including collateral contact) have been exhausted, a written self-declaration of the employer’s name, the client’s last day worked and last day paid will be accepted as a last resort.	Although terminated income is not required at Interim Report, clients must provide documentary evidence to prove that an income source has ended.	If client is subject to the General Work Rules. For more information, see SNAP Voluntary Quit and Reduction of Work Hours for requesting proof of Reason Job Ended. Clients can provide a telephonic or written self-declaration of the reason their job ended, unless questionable.
Recertification	Has anyone in your household left a job? If yes, when was the last day of pay? What was the reason the job ended? Is the household receiving any other income?	Verification of job termination at Recertification is mandatory if client indicates they ended a job. Check all external databases to determine if you can obtain this information by using databases such as EMT or the Work Number If external databases do not show proof of job ended, a letter from the employer stating the employer’s name, their contact information, the client’s last day worked, and their last day paid, or; Collateral contact with written permission from the client (such as a DORL-1 form) or with the client on a three-way call or in person. Note: If all attempts to obtain proof of job termination (including collateral contact) have been exhausted, a written self-declaration of the employer’s name, the client’s last day worked and last day paid will be accepted as a last resort.	Although terminated income is not required at Recertification, clients must provide documentary evidence to prove that an income source has ended.	If client is subject to the General Work Rules. For more information, see SNAP Voluntary Quit and Reduction of Work Hours for requesting proof of Reason Job Ended. Clients can provide a telephonic or written self-declaration of the reason their job ended, unless questionable.
Case Maintenance	No interview is required at Case Maintenance.	Verification of job termination at Case Maintenance is optional if client indicates they ended a job. Client can provide a letter from the employer stating the employer’s name, their contact information, the client’s last day worked, and their last day paid, or; Collateral contact with written permission from the client (such as a DORL-1 form) or with the client on a three-way call or in person. Note: If all attempts to obtain proof of job termination (including collateral contact) have been exhausted, a written self-declaration of the employer’s name, the client’s last day worked and last day paid will be accepted as a last resort.	Although terminated income is not required at case maintenance, clients must provide documentary evidence to prove that an income source has ended in order to have the income removed. At case maintenance, documentary evidence of an ended income source is optional.	If client is subject to the General Work Rules. For more information, see SNAP Voluntary Quit and Reduction of Work Hours for requesting proof of Reason Job Ended. Clients can provide a telephonic or written self-declaration of the reason their job ended, unless questionable.