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Can landlords or program administrators influence the shelter allowance used in an individual SNAP case?
Executive summary
Landlords and local program staff cannot unilaterally set the “shelter allowance” that a SNAP case uses; federal rules set which shelter costs may be deducted and establish caps and a Standard Utility Allowance (SUA) framework that states implement [1] [2]. States choose whether households claim actual utility costs or a SUA and must apply federal caps (e.g., the excess shelter cap increased to $712 for the 48 states and D.C.), so landlords or administrators can affect what documentation is available but cannot override federal/state rules on deductions [2] [3].
1. Who actually sets the rules: federal law, state implementation
The Supplemental Nutrition Assistance Program is governed by federal rules and guidance from USDA/FNS; those rules define eligible shelter deductions, the excess shelter cap, and allow states to use a Standard Utility Allowance or let households document actual utility costs [1] [3]. The FY2025 Cost‑of‑Living Adjustments set a national shelter cap ($712 for the 48 contiguous states and D.C.) and other deduction limits that states and caseworkers must follow when calculating allotments [2].
2. How a household’s shelter allowance is determined in practice
A household’s excess shelter deduction is calculated from its rent/mortgage and utilities after other allowable deductions; if a state permits SUAs, a household may take the SUA instead of itemizing actual utility bills [1] [3]. That means the specific allowance used in an individual case depends on the household’s submitted documentation and the state policy (actual costs vs. SUA), not discretionary choices by landlords or local staff beyond processing what is provided [3].
3. What landlords can and cannot do—practical influence vs. formal authority
Landlords can influence calculations indirectly by what information they provide (timely rent statements, formal receipts, or affidavits), because SNAP calculations rely on household‑provided documentation of shelter costs; however, landlords do not have formal authority to “set” the deduction or override the federal/state rules and caps [1]. In short: landlords supply evidence; they do not determine the legal allowance amount [1] [3].
4. What program administrators (caseworkers) can and cannot do
State SNAP agencies and caseworkers apply federal rules and any state options (like SUAs) when computing benefits; they must follow USDA/FNS guidance and national caps such as the FY2025 shelter cap [2] [1]. Caseworkers can advise households which documentation will maximize an allowable deduction (for example, encouraging submission of full utility bills if those exceed the SUA) but they cannot lawfully ignore federal caps or create ad‑hoc allowances outside established policy [3] [2].
5. Where discretion exists—and where it matters to recipients
Discretion exists at two practical points: [4] states decide whether to offer SUAs or permit only actual costs, and [5] caseworkers exercise judgment in verifying and accepting documentation [3]. These decisions materially affect many households—FRAC’s analysis notes changes to SUAs and state implementation timelines can significantly change who maxes out the excess shelter cap and how benefits are calculated [3].
6. Recent policy changes that shift the landscape
2025 rule changes and COLA adjustments altered SUAs and the shelter cap (e.g., $712 cap in the contiguous U.S.), meaning prior strategies (claiming actual costs vs. SUA) can produce different results under the new figures; states updated SUAs and reporting approaches between January and October 2025, so outcomes vary by state and timing of recertification [2] [3]. Because states implement SUAs differently, recipients should check their state’s current methodology [3].
7. Practical advice for households and observers
Households should submit full documentation of rent and utility costs and ask their state SNAP office whether the SUA or actual costs will yield a higher excess shelter deduction; advocates should encourage itemizing actual costs if those exceed the SUA [3]. If a landlord is reluctant to provide documentation, households may request receipts or written statements—landlord cooperation can materially affect a household’s ability to claim allowable deductions even though the landlord cannot change the legal cap [1] [3].
Limitations and unanswered questions
Available sources describe federal rules, SUAs, and the FY2025 shelter cap but do not provide a step‑by‑step state‑by‑state list of which states currently default to SUA versus actual costs for every county (not found in current reporting). For precise case outcomes, consult your state SNAP office or the state’s published SUA policy because implementation timing and state choices materially affect the allowance applied to an individual case [3] [2].