How to Report Changes to SNAP in Virginia: Step-by-Step Guide

If you get SNAP (food stamps) in Virginia, you are required to report certain changes to the state agency that manages your case. Reporting on time can help you avoid overpayments, benefit cuts without warning, or possible penalties.

This guide from HowToGetAssistance.org explains, in plain language, how people in Virginia typically report changes to SNAP, what must be reported, and what to expect. This site is not an official government agency and cannot take applications or updates for you, but it can help you understand how to use the official channels.

Understanding SNAP in Virginia

In Virginia, SNAP (Supplemental Nutrition Assistance Program) is administered through the Virginia Department of Social Services (VDSS) and local departments of social services in each city or county.

SNAP helps eligible households buy food each month with funds loaded on an EBT (Electronic Benefit Transfer) card. After you are approved, your household is expected to tell the agency about important changes that could affect your eligibility or benefit amount.

These changes are sometimes called:

• “Change reporting”
• “Reporting requirements”
• “Household changes” or “circumstance changes”

Your approval letter and renewal/recertification notice usually explain what and when you must report.

Why Reporting SNAP Changes in Virginia Matters

Reporting changes is important because it can:

• Prevent overpayments (when you get more benefits than you should and must pay them back)
• Protect you from penalties, including disqualification in serious cases
• Help you get more benefits if your income goes down or your expenses increase
• Keep your case active, so you do not lose benefits for failing to update information

If you are unsure whether a change must be reported, it is usually safer to contact your local office or the official SNAP phone line and ask.

What Changes You Usually Must Report for SNAP in Virginia

Your exact requirements can depend on your household type and whether you are in a simplified reporting category, but many SNAP households in Virginia are asked to report certain key changes, such as:

Common Changes That Often Must Be Reported

• Income changes

  • Starting or stopping a job
  • Increase or decrease in work hours
  • Significant raise or drop in pay
  • New income from self-employment, unemployment, disability, or other sources

• Household size or composition

  • Someone moves in or out of your home
  • Birth or adoption of a child
  • A household member passes away

• Address or shelter costs

  • You move to a new address
  • Your rent or mortgage amount changes
  • Utilities (like heat or AC) that you pay out-of-pocket change significantly

• Work or student status

  • An adult starts or stops working
  • A student’s enrollment changes in a way that may affect eligibility

• Immigration or legal status

  • A change in a household member’s citizenship or immigration status

• Other benefits

  • You begin receiving or stop receiving benefits such as:
    • Social Security
    • SSI
    • Unemployment benefits
    • Workers’ compensation
    • Child support received or paid

Your Notice of Action or approval letter usually lists which changes must be reported and by when, so it is helpful to keep that paperwork in a safe place.

When You Must Report Changes in Virginia

The timeframe to report changes can depend on your reporting category, but many SNAP households in Virginia are asked to report certain changes within 10 days of when they happen or when you become aware of them.

For example, you may need to report within a short time if:

• Your income rises above a certain limit listed in your notice
• Someone moves in or out of your household
• You move to a different address

Because rules can change and can vary by household type, it is important to:

1. Read your official SNAP notices carefully.
2. Call your local department of social services or the official SNAP hotline if you are not sure about your specific deadline.

How to Report Changes to SNAP in Virginia

You cannot report changes through HowToGetAssistance.org. To update your case, you must use official Virginia state or local channels. Most SNAP households in Virginia can report changes in one or more of the following ways:

1. Online Through the Official Benefits Portal

Virginia typically offers an online benefits portal where people can:

• View their SNAP case
• Report changes
• Upload documents

To use the official website:

1. Go to the state’s official benefits portal (look for a “.gov” website for Virginia, not a private site).
2. Log in or create an account, if you do not already have one.
3. Go to the section for SNAP or benefits.
4. Select the option to report a change or update your information.
5. Enter your new information (for example, new income, new address, new household members).
6. Upload any supporting documents, if requested.
7. Submit your changes and save or print confirmation if available.

Online reporting is often useful because you can upload pay stubs and other documents directly and check your messages from the agency.

2. By Phone With Your Local Office or State Hotline

You can usually report changes by calling:

• Your local Department of Social Services (DSS) office, or
• The official Virginia SNAP customer service number, if your documents list a central hotline.

Steps:

1. Find the phone number on:
   • Your SNAP approval or renewal notices, or
   • The official Virginia DSS website.
2. Call during business hours.
3. Have your case number / client ID, Social Security number (if requested), and recent paperwork handy.
4. Tell the representative that you need to report a change on your SNAP case.
5. Provide details of the change (for example, “I started a new job on [date] at [employer], making [amount] per hour for about [hours] per week”).
6. Ask if you need to mail, fax, upload, or bring in documents to prove the change.

Some changes may still require written proof, even if you report by phone.

3. In Person at Your Local Department of Social Services

If you prefer face-to-face help, you can usually:

• Visit your local DSS office in your city or county.
• Ask to report a SNAP change.
• Fill out a change report form or talk to a worker.

Typical steps:

1. Call ahead or check the official DSS website for:
   • Office address
   • Office hours
   • Whether you need an appointment
2. Bring identification and any supporting documents (listed later in this guide).
3. Complete any change-report forms they provide.
4. Keep copies or a stamped receipt of what you turned in, if possible.

4. By Mail or Fax

Some Virginia localities still allow changes to be reported by mail or fax, especially if you are sending documents like pay stubs or proof of a new address.

To do this:

1. Ask your local DSS office for their correct mailing or fax address for SNAP cases.
2. Complete a change report form or write a clear letter with:
   • Your full name
   • Case number
   • Contact information
   • The specific change you are reporting
   • The date the change happened
3. Attach copies (not originals, if possible) of any supporting documents.
4. Mail or fax your packet.
5. Keep:
   • A copy of what you sent, and
   • Mailing proof or the fax confirmation page, if available.

What Documents You May Need When Reporting Changes

The documents you need in Virginia depend on the type of change. Below is a typical guide:

If you do not have all documents right away, you can often report the change first and ask your worker what proof is needed and how long you have to submit it.

What Happens After You Report a Change

After you report a change through an official Virginia channel, this is typically what happens:

1. The agency reviews your information.
   A SNAP worker reviews your new details and any documents you submitted.

2. They may contact you for more information.

   • You might receive a letter, a call, or an online message asking for:
     • Additional documents, or
     • Clarification on dates, income amounts, or household members.

3. Your benefit amount may change.
   Based on the new information, your SNAP amount can:

   • Increase (for example, if your income goes down or your household grows)
   • Decrease (for example, if your income goes up)
   • Stay the same

4. You receive an official notice.
   You should be sent a written notice that explains:

   • Whether your benefits changed
   • When the change starts
   • How to appeal if you disagree

5. Changes may not be immediate.
   It can take some time for the agency to:

   • Process your update
   • Recalculate your benefits
   • Load any new amount onto your EBT card

If you do not receive a notice or are unsure what is happening with your case, you can contact your local DSS office or the official SNAP hotline and ask for a status update.

If Your SNAP Benefits Decrease or Stop After Reporting a Change

Sometimes people worry about reporting changes because they fear losing benefits. However, not reporting can lead to more serious issues later.

If your SNAP benefits go down or stop after you report a change in Virginia:

1. Read the notice carefully.
   It should explain:

   • Why the decision was made
   • The effective date
   • How to request a fair hearing (appeal)

2. Check for mistakes.
   Make sure:

   • Your income was entered correctly
   • Your household size and expenses are up to date
   • All your deductions (like shelter costs, child care, or medical expenses for certain household members) are counted, if applicable

3. Gather your documents.
   If you believe there is an error, collect:

   • Pay stubs
   • Bills
   • Letters
   • Any other proof that supports your case

4. Request a fair hearing by the deadline.

   • The notice will typically give you a specific number of days to appeal.
   • Instructions usually include:
     • A phone number to call
     • A mailing address, or
     • Directions through the online portal

5. You may be able to keep benefits during the appeal.
   In some cases, if you appeal before the effective date of the change, your benefits may continue at the previous level while the appeal is being decided. This is a decision made through the official process, so ask the agency or read your notice for details.

If you are unsure how to appeal, you can ask your local DSS office for guidance, or contact free or low-cost legal aid organizations in Virginia.

How to Tell You Are Using an Official Virginia SNAP Channel (Avoiding Scams)

Because many websites talk about benefits, it is important to make sure you are using official Virginia and federal resources when you:

• Apply for SNAP
• Report changes
• Check your case

Here are some tips:

• Look for:
  • “.gov” in the website address
  • Mentions of the Virginia Department of Social Services or local departments of social services
• Avoid any website or person that:
  • Asks you to pay a fee to apply for SNAP or report changes
  • Promises to “guarantee approval” or a certain benefit amount
• Use phone numbers that:
  • Are printed on your official SNAP notices or EBT card, or
  • Appear on Virginia’s official state government websites
• If you are unsure, you can:
  • Call your local DSS office directly and confirm the correct website or phone number
  • Dial 211 to ask for help finding the official SNAP office in your area

HowToGetAssistance.org is an informational resource only and cannot access your case, accept documents, or make changes to your benefits.

Tips for Staying Organized With SNAP Changes in Virginia

To make reporting changes easier:

• Keep a folder (paper or digital) with:
  • SNAP approval and renewal notices
  • Pay stubs
  • Rent/lease agreements
  • Utility bills
• Write down important dates, such as:
  • When you started or stopped a job
  • The day someone moved in or out of your household
• Update the agency as soon as possible when you know a change has happened.
• Check your mail and messages regularly so you do not miss requests for more information or recertification notices.

If you are ever unsure whether something needs to be reported, contact your local department of social services or the official SNAP hotline in Virginia and ask them to explain your specific reporting requirements.