How to Report SNAP Changes in West Virginia: A Step‑by‑Step Guide

If you get SNAP (Supplemental Nutrition Assistance Program) benefits in West Virginia, you are required to report certain changes to the state agency that manages your case. Reporting on time helps keep your benefits accurate and can prevent overpayments, interruptions, or penalties.

This guide from HowToGetAssistance.org explains how SNAP reporting usually works in West Virginia, what changes you must report, when to report them, and how to contact official offices. This site is not a government office or application portal, but it can help you understand what to expect so you can use official West Virginia channels with more confidence.

Understanding SNAP in West Virginia

SNAP is a federal food assistance program that helps eligible households buy groceries. In West Virginia, SNAP is managed by the West Virginia Department of Health and Human Resources (DHHR) through local county DHHR offices.

When you apply and are approved, you agree to report changes that could affect:

• Your eligibility for SNAP, and/or
• The amount of SNAP benefits you receive.

West Virginia may use different reporting rules depending on your household type (for example, “simplified reporting” for many working households). Your approval notice or benefit review paperwork usually explains which kind of reporting rules apply to you.

If you are not sure, you can contact your local county DHHR office or the state’s SNAP customer service line and ask what reporting rules apply to your case.

Why Reporting SNAP Changes Matters

Keeping your case up to date is important because:

• ✅ You may get more benefits if your income goes down or your household size increases.
• ✅ You can avoid overpayments and later collection if your income goes up and you do not report it.
• ✅ You reduce the risk of sanctions, repayment, or case closure for failing to report required changes.

Even if a change seems small, if it could affect your income, household size, or living situation, it is usually safer to notify your local office and ask whether an official report is required.

What Changes You Typically Must Report in West Virginia

Your exact reporting duties can vary, but SNAP recipients in West Virginia are often required to report changes such as:

1. Changes in Income

You may need to report:

• Starting or stopping a job
• Changes in wages or hours (including overtime or reduced hours)
• Self-employment income changes
• Unemployment benefits starting or stopping
• New income sources (such as pensions or Social Security income, depending on your case type)

West Virginia often uses income thresholds in simplified reporting. For many households, you must report if your gross monthly income goes over a certain limit printed on your approval notice. If you are not sure what your limit is, ask your county DHHR office.

2. Changes in Household Size

Usually must be reported:

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

These changes may increase or decrease your SNAP amount, so the agency needs accurate information.

3. Changes in Address or Shelter Costs

You should report:

• New address (even within the same town)
• Changes in rent or mortgage amount
• Changes in property taxes or homeowner’s insurance
• Changes in utility expenses (heating, cooling, or other utility allowances, as applicable)

SNAP uses your shelter costs to help determine your benefit level, so these details matter.

4. Changes in Immigration Status or Citizenship

If a household member’s immigration status changes, or they become a U.S. citizen, that may affect their eligibility. This type of change should be reported to the agency right away.

5. Student, Work, or Disability Status

In many cases you should report if:

• A household member starts or stops attending college at least half-time
• A person’s work hours change in a way that affects work requirements (for example, going below 20 hours per week, if subject to certain work rules)
• A household member is approved for disability benefits such as SSDI or SSI
• A household member’s ability to work changes due to a disability or health condition and you are asked for verification

6. Other Major Changes

Depending on your situation, you may also need to report:

• Changes in child support payments you pay or receive
• Changes in dependent care expenses (like child care)
• Changes in medical expenses for elderly or disabled members if those are being counted

If you are unsure whether a change needs to be reported, the safest step is to call your county DHHR office and ask.

When You Must Report Changes in West Virginia

West Virginia uses different timelines depending on your household type and your reporting rules. General patterns include:

• Simplified Reporting Households
  Many households only have to report when their gross monthly income exceeds the limit shown in their approval notice. Even so, you can report other changes at any time if it might help your case.

• Households with Earned Income and Time-Limited Benefits
  Some adults may have specific work reporting rules and must report certain job or hour changes more quickly.

• Households with No Earned Income or Special Status
  Certain groups (for example, some elderly or disabled households) may have different or fewer reporting duties.

Because rules can change, always check:

• Your approval notice
• Any review/recertification letter
• Any change-reporting form sent by DHHR
• Directly with your local agency

When in doubt, many offices recommend reporting as soon as possible, ideally within 10 days of the change, especially for income or household size changes that may affect eligibility.

How to Report SNAP Changes in West Virginia

You usually have several ways to report changes. Not all methods are available to everyone, so it is important to confirm what is currently offered where you live.

1. By Phone

You can typically:

• Call the state SNAP customer service number listed on your SNAP paperwork or EBT card, or
• Call your local county DHHR office directly.

When you call, be prepared with:

• Your full name
• Your SNAP case number or Social Security number (as requested)
• A clear description of the change (for example: new employer, change in wages, new address, new household member, etc.)
• The date the change happened or will happen

Ask whether you will also need to submit written proof (for example, pay stubs, lease, or ID) and how to send that.

2. In Person

County DHHR offices normally accept walk-in or scheduled appointments for reporting changes. You can:

• Visit your local DHHR office during business hours
• Ask to report a change on your SNAP case
• Fill out any change-report forms they provide
• Turn in verification documents at the same time

Office hours and walk-in rules can vary by county, so it can be helpful to call ahead.

3. By Mail or Fax

Some West Virginia SNAP recipients report changes by:

• Completing a change report form (if provided), or
• Writing a signed letter that clearly explains the change.

In that letter or form, include:

• Your name
• Your case number
• Your current contact information
• A detailed explanation of the change and date of the change

You can mail or fax this to the address or fax number printed on your SNAP notices. If you mail documents, consider keeping copies of everything you send.

4. Online (If Available)

West Virginia may offer an online benefits portal where you can:

• View your case, and
• Report certain changes electronically.

Online options can change over time. To find the current official portal:

• Look at your approval or recertification notice for website instructions, or
• Call the SNAP customer service line or your local DHHR office and ask for the official website where changes can be reported.

Never enter your Social Security number or case information on an unofficial site or through links from emails or texts that you did not request.

Commonly Needed Documents When Reporting Changes

When you report changes, the agency may ask for proof. Typical documents include:

• Income changes

  • Recent pay stubs showing new pay rate or hours
  • Employer statement or letter with start/end dates and pay
  • Proof of unemployment benefits, pension, or Social Security payments

• Address or shelter cost changes

  • Lease agreement or updated lease
  • Rent receipt
  • Mortgage statement
  • Utility bills (electric, gas, water, etc.)
  • Property tax or homeowner’s insurance statements

• Household size changes

  • Birth certificate (for new child), if requested
  • Adoption or guardianship papers
  • Statement or document showing someone moved in or out (some offices may accept a written statement)

• Immigration or citizenship changes

  • Naturalization certificate
  • Permanent Resident Card or other official immigration documents

• Disability or medical expense changes (for elderly/disabled households where these are counted)

  • Award letters for SSI or SSDI
  • Medical bills or receipts
  • Proof of health insurance premiums

If you do not have a requested document, contact your county DHHR office and ask what other forms of proof they will accept.

Quick Reference: How and When to Report SNAP Changes in West Virginia

*Actual reporting deadlines and requirements can vary by household type and West Virginia policy changes. Always confirm with your local DHHR office or the state SNAP helpline.

What Happens After You Report a Change

Once you report a change to your West Virginia SNAP case, the typical steps are:

1. The agency records the change
   A worker enters the information into the system and may ask you for additional details or proof.

2. You may be asked for verification
   You could receive a letter asking for certain documents. The letter usually includes a deadline. If you miss that deadline, your benefits could be delayed, reduced, or closed, so read it carefully.

3. Your SNAP benefits are recalculated
   Based on your new income, expenses, and household size, the agency recalculates your benefit amount.

4. You receive a notice of decision
   The agency typically sends a written notice explaining:

   • Whether your benefits will change
   • The new benefit amount
   • The effective date of the change
   • Your appeal rights, if you disagree

If you think there is an error, contact your caseworker or local DHHR office as soon as possible to ask questions or request a fair hearing (appeal).

If You Don’t Report Changes on Time

Not reporting required changes can lead to problems such as:

• Overpayments: If you receive more SNAP than you were eligible for, the agency may later ask you to repay the extra amount.
• Sanctions or disqualification: In serious or repeated cases, you might face penalties that limit future eligibility.
• Case closure: Your case may be closed if the agency believes you are not cooperating with reporting or verification requirements.

If you realize you forgot to report something, it is usually best to contact your local DHHR office immediately and explain the situation. Taking action early can sometimes reduce the consequences.

How Recertification and Reviews Affect Reporting

Even if you are on simplified reporting, you still must complete recertification or periodic reviews when scheduled. West Virginia generally:

• Sends a notice when it is time to recertify
• Requires updated information about income, household members, expenses, and other factors
• May require a phone or in-person interview

During recertification, you should report all current changes since your last approval. If your situation changes again after the recertification, follow your ongoing reporting rules and timelines.

If You Disagree with a Change or Decision

If, after reporting a change, you receive a notice that you:

• Lost eligibility, or
• Had your benefits reduced, and
• You believe the decision is wrong,

you typically have the right to request a fair hearing (sometimes called an appeal).

General steps:

1. Read the notice carefully
   It should include a deadline for requesting a hearing and instructions on how to do it (by phone, mail, or in person).

2. Submit your hearing request within the stated time
   You can usually do this through your county DHHR office.

3. Prepare for the hearing
   Gather:

   • Pay stubs
   • Bills
   • Letters from employers or landlords
   • Any other documents supporting your position

4. Attend the hearing
   The hearing may be by phone or in person, depending on state procedures. A hearing officer will review the facts and issue a decision.

If you want help understanding your rights, you may contact legal aid organizations or community advocacy groups in West Virginia that focus on public benefits.

If You No Longer Qualify for SNAP

If your income or situation changes and you no longer qualify for SNAP, you may still have access to other resources in West Virginia:

• Food pantries and soup kitchens run by local charities, churches, or community organizations
• 211 (dialing 2-1-1 from most phones) to connect with local food, housing, and utility resources
• Community action agencies that may help with energy bills, housing, or employment support
• WIC (Special Supplemental Nutrition Program for Women, Infants, and Children) for eligible pregnant individuals, new parents, and young children
• School meal programs for eligible children

These are separate from SNAP and may have different eligibility rules.

How to Make Sure You’re Using Official West Virginia SNAP Channels

To protect your personal information and avoid scams:

• Only use phone numbers listed on:

  • Your SNAP/EBT card
  • Official DHHR letters or state agency websites

• Be cautious of:

  • Websites asking for upfront fees to “guarantee approval”
  • Texts, emails, or social media messages asking for your EBT card number or PIN
  • Anyone claiming to be from SNAP who cannot verify they are an official worker

If something feels suspicious:

• Hang up or close the website.
• Call your local county DHHR office or the official SNAP helpline directly using a phone number you can confirm from official paperwork.
• You may also contact 211 for guidance on finding official government contacts in West Virginia.

By understanding what changes to report, how and when to report them, and which offices to contact, you can help keep your West Virginia SNAP benefits accurate and avoid many common issues. When in doubt, reaching out directly to your county DHHR office or the state SNAP customer service line is usually the most reliable next step.