FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14100 - 14200 SUBJECT: SUMMARY/AUTHORIZING ISSUANCE
DATE: 11-1-93 VIA FSMO
14100Summary
All food stamps in the State of Arkansas are issued via mail. Food Stamp Mail Out (FSMO) operates in the following sequence.
1.The county office authorizes issuance of food stamps through computer input.
*2.The system analyzes the input and extracts the information on several reports. An H-Card is produced for every allotment. These allotments are prepared for mailing by a machine, and/or by hand.
3.The appropriate reports, H-Cards and labels are delivered to Central Mail Issuance (CMI).
4.CMI prepares the food stamps and mails them via U.S. mail.
NOTE:CMI only issues allotments authorized by the county through computer input.
A full description of all screens mentioned in this section of policy may be found in the Economic and Medical Services User Manual (EMSUM), Appendix E.
14200Authorizing Issuance Via FSMO
All food stamp issuance is authorized through the Automated Food Stamp System. Initially, all cases are entered through the WFSM (Food Stamp Master File). Currently certified cases are extracted from the master file (WFSM) at the end of each month for issuance during the following month. This includes households approved for restored benefits. This extract is commonly called regular monthly extract. All cases extracted appear on the Monthly County/Name Listing (PO-147 FSMO Printout). The WFTD (Food Stamp History Screen) is updated at regular monthly extract.
*
A mailing schedule for regular monthly extract appears on the WMSG (Message Screen). The county office will refer to the mailing schedule to determine when a particular household's allotment is scheduled to be mailed.
NOTE:The mailing schedule on WMSG will be revised as necessary. For this reason, the schedule should be checked on at least a daily basis until all allotments have been mailed.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14210 - 14220 SUBJECT: HOLDS/DAILY ISSUANCE
DATE: 11-1-93
14210Holds
*Cases are placed in a hold status when an allotment returns or is cancelled prior to mailing in the previous month and is not remailed prior to the next extract. No food stamps will be issued to a household when its case is on hold until the county office authorizes a release from hold. See EMSUM 8320. The case will continue to be placed on hold each month until the county office authorizes a release or the household's certification period expires. See FSC 14325 for additional information.
14220Daily Issuance Extract
Food Stamps are authorized for mailout on a daily issuance extract for:
1.Approved applicants;
2.Battered women receiving a reissue as specified in FSC 1841.1.
3.Monthly reporting households;
4.Releases from hold;
5.Remails of returned food stamps;
6.Supplements to current month benefits;
7.Replacements of mail losses, food stamps lost in a disaster or mutilated food stamps; and
8.Restored benefits authorized after the household's regular allotment has extracted. (NOTE: See EMSUM 8370 for an exception.)
Allotments extracted for daily issuance are mailed the first work day following the extract.
Example 1:An application for food stamps is approved on Thursday, June 6. The case extracts the night of June 6 and is mailed on Friday, June 7th.
Example 2:An application for food stamps is approved on Friday, June 7th. The case extracts the night of June 7th and is mailed on Monday, June 10th.
Allotments for daily issuance are authorized through one of three input screens - WFSM (Food Stamp Master File), WFRR (MR No Change Screen) or WFMO (Automated 248 Screen).
Extract occurs through the WFSM screen for complete monthly allotments including those for monthly reporting households, prorated allotments, allotments for RO's (restoration only for closed or inactive cases),
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14220 - 14230 SUBJECT: CERTIFIED MAIL
DATE: 11-1-93
retroactive allotments, and aggregate allotments. (Aggregate allotments are combined allotments for the month of application and the following month. See FSC 8651.)
The WFMO screen extracts issuance for battered women, releases from hold, remails of returned food stamps, replacements of lost or damaged food stamps, supplemental issuances, and restoration of lost benefits for active cases.
14230Issuance Via Certified Mail
Food stamps on regular monthly extract and daily issuance extract are issued via certified mail to:
a.Households which live in an area where many food stamp allot-ments have previously been reported as lost in the mail; or
b.Households which have allotments of $300 or more; or
*c.Households which have reported at least two (2) allotments (within a six (6) month period) of food stamps lost or stolen from the mail.
The county office does not have the capability to designate which households will be issued food stamps by certified mail.
*Most households with food stamp allotments below $200 will receive their allotments by first class mail. The mail code for these cases is 0. Certain cases in specific zip codes will be sent by certified mail (code 1 or 2) while other cases with the same food stamp allotment would be sent by first class mail (code 0). For cases that have received the maximum number of replacements during a six-month period, mail code 2 will be assigned to denote that these replacements have been made.
On the Mailout History Screen (WFTD) under the column entitled "CERT" a code "O" will appear if the allotment was issued by first class mail and a code "1" or a code "2" will appear if the allotment was issued by certified mail.
A code "1" indicates that the household is receiving its food stamps by certified mail because the household meets some criteria that indicates high risk - e.g., residence in an area where many losses have been reported, coupon allotment in excess of $300. When the household no longer meets an identified high risk criteria, its food stamp allotment will be sent by first class mail.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14230 - 14300 SUBJECT: CERTIFIED MAIL
DATE: 11-1-93
When a household report its food stamps as lost or stolen from the mail twice within a six-month period, the household is automatically selected to receive its food stamps via certified mail - code "2". Households which receive food stamps via certified mail, usually, remain selected for certified mail issuance.
14300Types of Issuance
On each monthly and daily Food Stamp Mailout Report (PO-147) a three digit code appears in the first column. This is the transaction type. Some transaction types are system generated and some are entered by the county. The chart in FSC 14301 lists all transaction types, indicates whether they are system or county generated, and describes the transaction.
NOTE:Transaction types also appear on the Mailout History Screen (WFTD).
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14301 - 14301 SUBJECT: TYPES OF ISSUANCE
DATE: 1-1-90
14301Chart - Types of Issuance
TRANSACTION DESCRIPTION POLICY
TYPE
000 A regular issuance on monthly or daily EMSUM 8210
extract. 000 extracts include:
a) Prorated allotments; EMSUM 8211
b) Restorations and retroactive benefits; EMSUM 8210
c) Child Support (DEFRA) Refund EMSUM 9000
adjustments;
d) Recoupments; and EMSUM 8210 & 20510
e) Aggregate allotments EMSUM 7300 & 8210
FSC 8651
001 Authorization of benefits for battered EMSUM 8310
women when the head of household has
already received a 000 issuance in the
current month.
002 No 000 issuance has been authorized for EMSUM 8220
the current month but retroactive
benefits have been authorized.
100 A release of food stamps in hold status. EMSUM 8320
200 Remail of food stamps when returned EMSUM 8330-8331
by the Post Office or cancelled prior
to mailing.
300 A supplemental issuance of food stamps. EMSUM 8340
FSC 13200 - 13210
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14301 - 14301 SUBJECT: TRANSACTION TYPES 001 and 002
DATE: 10-1-89
TRANSACTION DESCRIPTION POLICY
TYPE
400 A replacement of food stamps lost in the EMSUM 8350
mail, destroyed in a disaster, mutilated, FSMO 14400 - 14433
or incorrectly issued.
500 Special Situations. Prior authorization EMSUM 8360
from the Food Stamp Section is required.
600 A restoration of food stamp benefits EMSUM 8330 - Household
previously underissued to a household. not
currently
certified
EMSUM 8370 - Household
currently
certified
FSC 13300 - 13360
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14310 - 14321 SUBJECT: PRE-CANCELS/SPECIAL
DATE: 11-1-93 PROCEDURES
14310Pre-Cancels
The Food Stamp Section daily checks the FSMO Printout (PO-147) for each county and cancels certain types of issuances before the allotments are mailed. All replacements, supplemental issuances and restorations are checked via WFTD and WFSM.
The printout is also checked for duplicate issuances and extremely large coupon allotment amounts in all transaction types. If there are questions about the validity of the issuance, the county may be contacted by telephone for clarification.
Pre-Cancellations appear on the WFTD screen with an 05 return code. All counties in which an allotment is cancelled during the daily check receive a copy of PO-0785, Report of Daily Cancellations. When the PO-0785 is received, the county should make the necessary corrections and, if necessary, re-enter the transaction. See FSC 14325 for additional information.
When an 05 cancellation is remailed, a 200 transaction type will be used. See EMSUM 8330-8331.
14320Special Procedures
Procedures have been developed to accommodate certain special situations in which action must be taken manually to insure a household receives its correct allotment. These procedures are explained in FSC 14321 - 14323.
14321Change of Address After Regular Monthly Extract
At times the county office will become aware that a household's address has changed after the regular monthly extract has occurred. If the household's case did extract on regular monthly extract with the old address, the county office will use the following procedures.
*1.The county office will call the Food Stamp Unit and request that the household's H-Card or label be pulled and cancelled. The Food Stamp Unit will advise the county, after contacting CMI, whether or not it will be possible to pull and cancel the H-Card or label. If the allotment has already been mailed or has been readied for mailing, it will not be possible to stop the allotment.
If it is possible to stop the allotment, a return code 05 (precancelled) will be entered by CMI.
If the allotment is stopped prior to mailing, the county must confirm its request in writing by sending a memo to Central Mail.
2.For allotments that have been stopped when CMI cancels the H-Card or label and enters the return code 05, the county office will correct the address via WFSM and remail the allotment using a 200 transaction type as instructed in EMSUM 8330 - 8331.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14322 - 14323 SUBJECT: SPECIAL PROCEDURES
DATE: 1-1-90
14322Proration Start Date
If a household is certified for one month or for two months in the second month of application after the 15th of the month, an EMS - 239 is manually issued at certification. When this occurs, the household's date to timely reapply is fifteen days from the date of certification. If the household timely reapplies, the county must deny or approve the application by the 30th day from the last date of approval and the household is entitled to a full month's allotment. Such applications are coded type "D" when registered. If the application is filed timely but after the end of the certification period, the caseworker must ensure that the household's allotment is not prorated when the household completes all requirements within the processing time frames. To ensure this, the date of application will always be the first calendar day of the month. If necessary, the date of application will be changed prior to or at the time of certification.
If the household files timely but fails to complete all requirements by the 30th day, the application will be denied.
If the agency fails to timely deny such an application, the household's allotment will be prorated from the date the household meets all program requirements. To correct the proration start date, the original register number will be denied and the application form will be reregistered and used to determine eligibility from the date the household met all eligibility requirements.
Example:A household is certified on April 20th for March and April and timely reapplies May 3rd. The household is interviewed on May 9th and additional verification is requested. The household fails to provide the needed verification by May 19th. On May 24th the household returns with the verification. At this point, the caseworker discovers the application is overdue. The worker would complete an EMS-211 denying the register number. The new date of application and certification date would be 5/24/85. Benefits for May would be prorated from 5/24 through the end of the month.
14323Variable Allotment
A variable allotment occurs when a household is certified for differing allotments during the same certification period. For example, a household may be certified on July 1st for an allotment of $100 for July and $250 for August due to a change in income.
When a case is authorized for issuance via daily issuance, special procedures are required for variable allotments.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14323 - 14325 SUBJECT: SPECIAL PROCEDURES
DATE: 11-1-93
An EMS-233 will be completed showing the budget figures and allotment for the month in which the case will extract on daily issuance. The full certification period will be assigned. As soon as the case extracts on daily issuance (as verified by the WFTD screen or FSMO printout), another EMS-233 containing the information to authorize the new allotment will be entered via WFSM. A "D" or "I" transaction code will be used in field 82.
This process must occur prior to the next regular monthly extract. Therefore, if an application with a variable allotment is approved on the last work day of the month, keying of the approval will be delayed until the first workday of the following month. The allotment for the first month(s) of the certification period will be shown as retroactive benefits. The EMS-233 must reflect the budget for the allotment to be issued as of the month of extract. (Extract will occur via daily issuance.)
NOTE:When authorizing variable allotments for households receiving aggregate allotments, see EMSUM 7300 for special instructions.
14324Out-of-State Addresses
Food stamps are to be mailed to out-of-state addresses only when a household lives in a town or community in Arkansas which borders another state and receives its mail through a post office in that state. Food stamps are not to be mailed to households residing in another state.
If a household applies for food stamps in Arkansas while residing in another state, the household will be directed to apply for benefits in the state of residence as instructed in FSC 8140. If food stamps return because a currently certified household has moved to another state, the food stamp allotment will not be remailed to an out-of-state address. The household will be notified via EMS-1, Notice of Action, that its case has been closed and that its returned allotment cannot be remailed outside this State. The household should also be advised to apply for food stamps in its new state of residence. (NOTE: The EMS-1 should specify the month for which the returned allotment was issued. This will assist the new state of residence if the household applies for food stamps.)
If a household which has moved out-of-state is entitled to a restoration of benefits, the Central Office Food Stamp Unit will handle the authorization of the restoration. The Food Stamp Unit will also handle incidents of food stamps stolen from the mail during the month in which the household moves out of state. See FSC 13350 for full instructions.
*14325FSMO Daily Cancellation Report/FSMO Holds
The FSMO Daily Cancellation Report (PO-0783) contains information about food stamp allotments which were returned by the post office or were precanceled in the food stamp section. A report is generated only when there is a return or cancellation.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14325 - 14325 SUBJECT: RETURNS/HOLDS
DATE: 11-1-93
Each Daily Cancellation Report will be examined to determine why the allotment returned or was canceled and the appropriate action will be taken. Return codes are listed on the report in the column appears below. See the chart below for more information.
CODE DEFINITION ACTION
05 Canceled before Correct information (e.g., address,
mailing. allotment size, code) and remail.
If reason for cancellation is
unknown, contact the Food Stamp
Section.
09 Insufficient Remail
postage.
10 No such address. Examine address on WFSM. If
Address unknown. address is incorrect, make
correction and remail. If
address is same as that furnished
by household, send 10 day notice
of adverse action to address given
by household. Close case if the
household does not respond to the
notice.
12 Moved. If new address is known remail
to new address. If new address
is unknown, send 10 day notice of
adverse action to last known
address. Close case if the
household does not respond to the
notice.
13 Death/ If all household members are dead,
Incapacitation. close the case. If there are
surviving household members, see
FSC 11780.
14 Refused Send a 10 day notice of adverse
action to advise the household its
case will be closed unless the
household contacts the county to
explain why the food stamps were
refused. Close the case if the
household does not contact the
county.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14325 - 14325 SUBJECT: RETURNS/HOLDS
DATE: 11-1-93
CODE DEFINITION ACTION
15 Status Unknown/ See if the address is correct as
Other keyed. See if a new address has
been reported. If yes, remail
food stamps to correct address.
If no, try to contact the household
to see if the address in the case
is correct. If the household
states the address is correct,
remail the food stamps. If the
household can't be reached send
a 10 day notice of adverse action.
Close the case if the household
does not respond to the notice.
16 Previous month's See instructions for code 15.
return. (If food stamps are remailed use
code 612.)
A food stamp allotment extracts in a hold status when a previous month's return (or cancellation) is not remailed. A report entitled "FSMO HOLDS for the MONTH OF " (PO-0155) is generated at the time of monthly extract to each county with food stamp allotments in a hold status. When this report is received the county should examine the cases listed on the report to determine why each case is in a hold status.
If the food stamps are to be released from hold, the county will take the necessary actions. (See EMSUM 8320.) Any required address corrections must be made prior to the release from hold.
If the household's food stamps returned in a previous month, but no steps have been taken to notify the household of the return, a 10 day notice of adverse action will be sent. See the chart above for specific information.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14400 - 14400 SUBJECT: REPLACEMENTS
DATE: 11-1-93
14400 Replacements
A replacement issuance will be provided to a household when the household reports that:
1.Its food stamps were not received in the mail or were stolen from the mail;
2. It received a partial allotment;
3.Its food stamps were improperly manufactured or mutilated;
4.Its food stamps were destroyed in a household misfortune; or
5.Its food which was purchased with food stamps was destroyed in a household misfortune.
For food stamps lost in the mail or stolen from the mail, the number of replacement issuances a household may receive will be limited to two countable replacements in a six month period.
For food stamps reported as destroyed in a household misfortune, the number of replacement issuances a household may receive will be limited to two countable replacements in a six month period. These limits apply separately so a household may receive a total of four countable replacements during a six month period - two for food stamps, lost or stolen from the mail and two for food stamps destroyed in a household misfortune.
No limits will be placed on the following types of replacements.
.A replacement for a partial allotment when the issuance of the incomplete allotment was due to an agency error.
.A replacement for improperly manufactured or mutilated food stamp coupons.
.A replacement for food which was purchased with food stamps and subsequently destroyed in a household misfortune.
.A replacement which is not considered countable.
*A replacement is not considered countable if the replacement is being issued due to agency error or if either the original or the replacement issuance is returned or "otherwise recouped" by the agency. An example of an agency error is a situation where food stamps are mailed to the wrong address and/or zip code through caseworker or terminal operator error.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14400 - 14420 SUBJECT: REPLACEMENTS
DATE: 11-1-93
"Otherwise recouped" refers to situations where the household has received the original allotment, does not return it, but later repays the overissuance by a voluntary cash or coupon reimbursement or through allotment reduction (recoupment). Until the Agency receives full reimbursement for the original allotment, the replacement will be deemed countable.
After two countable replacements in a six-month period, no additional replacement requests will be processed. If a third replacement request is received before it is determined if a first or second request is countable, action on the third request will be held until the status of the earlier request is resolved.
14401Food Stamps Lost or Stolen After Delivery
There are no provisions for replacing food stamps reported as lost or reported as stolen after delivery by the Post Office. Food stamps are considered delivered when the client takes possession of them. When an allotment is sent via certified mail, delivery is confirmed by the signature on the Post Office's Certified Receipt. This may be the signature of the head of the household, any other household member, or any other individual at that address who signed for the delivery.
If an allotment is sent via regular mail and food stamps are taken from the box before the household picks up its mail, the allotment will be considered as stolen from the mail and replacement will be made.
14410Reporting Mail Losses
It is the responsibility of the household to report non-receipt of its food stamp allotment to the local county office during the period of intended use for the food stamps. The period of intended use for food stamps is the month in which the food stamps were issued unless the food stamps were issued after the 15th of the month. For food stamps issued after the 15th of the month, the period of intended use extends through the last day of the following month. For the purpose of applying this policy, the date of extract for issuance which appears on the WFTD screen will be considered the date of issuance. Replacement requests received by the county after the period of intended use will not be processed.
14420Replacement Procedures
Reports of non-delivery may be made to the county office in writing, in person, or by telephone. By the end of the first working day following a report of non-delivery within the period of intended use, the caseworker will complete steps 1 through 5.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14420 - 14420 SUBJECT: REPLACEMENTS
DATE: 1-1-94
Step 1.Determine if the household's food stamp allotment has actually been issued and have not been returned. Check the WFTD (Mail History) screen.
If no issuance has occurred or if the allotment is on hold, the case record must be examined to determine the problem. When the problem has been determined, either it will be corrected or the household will be advised of the action it must take. For example, if the household's certification period has expired, the household will be advised to reapply.
If the case is in a hold status (a code "D" in the "Hold" column of the WFTD screen) the food stamp allotment will be released as instructed in EMSUM 8320. ( Also see FSC 14325.)
If the coupons were issued but have been returned by the Post Office, a code 05 - 16 will appear in "Return Code" column. The date of the return will appear in the "Return Date" column. Returned allotments will be remailed as instructed in EMSUM 8330-8331.
Step 2.If issuance has occurred, but an agency error was made, the error will be corrected. If the coupons were sent to an address other than the address provided by the household and the food stamps have not been returned by the post office, then non-receipt of the coupons will be considered an agency error. This includes deliveries by the Post Office to an address other than the address on the mailing label or "H" card.
For agency errors, the caseworker will correct address and replace the coupons without completing the EMS-279 and EMS-281. However, the Food Stamp Section will be notified of such action.
All circumstances surrounding the situation will be thoroughly documented in the case record.
Step 3.If the allotment was issued but is not on hold or returned, determine if adequate mailing time has been allowed. Three working days, including Saturdays, must be allowed for mailing time. The mailing date for allotments extracted via the regular monthly extract may be determined from the schedule sent via the message screen (WMSG). The mailing date for allotments extracted via daily issuance will be the first working day following the date of extract. The date of extract may be determined from the WFTD screen. If adequate mailing time has not been allowed, the household will be advised to allow adequate mailing time before reporting a loss.
Step 4.If adequate mailing time has lapsed, determine if the household has had previous replacements within the past six month period. Households are limited to two countable replacements of food stamps lost or stolen from the mail within a six month period. See FSC 14400. For food stamps destroyed in a household misfortune, there is a separate limit of two countable replacements in a six-month
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14420 - 14420 SUBJECT: REPLACEMENTS
DATE: 11-1-93
period. For example, if a household reports a loss in November 1989, November would be the first month of the six-month period during which the household may receive only two countable mail loss replacements. If the same household reported a loss of food stamps in a fire in December 1992, December would be the first month of the six month period during which the household may receive only two countable replacements of food stamps lost in a misfortune.
The number of previous countable replacements and the dates of previous countable replacements may be obtained from the WFTD screen in the column entitled "Trans." The date the replacement was authorized will appear in the column entitled "EXT DT." The serial number of the allotment replaced will appear in the second column entitled "Serial".
The chart below gives general information regarding the mail loss codes and whether the code indicates a countable mail loss. See FSC 14400 for specific instructions
Code Replacement Type Countable
449 Mutilated Coupons NO
450 Coupons Lost in Disaster YES
451 Food Lost in Disaster NO
452 Full Allotment/ YES
Lost in Mail
453 Partial Allotment/ YES
Envelope Damaged
454 Partial Allotment/ NO
Underissuance by CMI
Step 5Notify the household. An EMS-1, "Notice of Action", will be issued to the household. If the request for replacement must be denied, the EMS-1 will serve to notify the household of the denial of the replacement request and the reason for the denial. If the household needs to take some additional action (e.g. - reapply), the notice will state the action to be taken.
If the replacement request is to be processed, the notice will advise the household a replacement will be mailed to the household. If an EMS-279 and EMS-281 have not yet been completed, the household will be given 10 days to come into the office and complete these forms. Day one of the 10 day period will be the first working day following the day on which the report of non-delivery was received in the county. If the 10th day falls on a weekend or holiday, and the statement is received the day after the weekend or holiday, the EMS-279 and EMS-281 will be considered timely received. If the EMS-279 and EMS-281 are not completed within this 10 day period, the household's request for replacement will be denied and the household will be so notified.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14420 - 14420 SUBJECT: REPLACEMENTS
DATE: 11-1-93
Step 6The household must complete the EMS-279, "Affidavit for Postal Department for Mail Loss and the EMS - 281, "Replacement Request."
(An EMS-279 must be completed only when the allotment was sent by certified mail.) If no responsible household member is able to come to the county office to complete the forms due to age, handicap, or distance from the office, an authorized representative (AR) may come in to complete the forms. If an AR is not available, the forms will be mailed to the household to be completed and returned within the specified time frames. When forms are mailed, an EMS-1 will accompany the forms and will specify these time frames. When the household member comes to the office to complete the EMS-279 and EMS-281, an interview will be conducted. The events surrounding the mail loss will be fully discussed with the household. If the report seems questionable, the household may be asked to furnish collateral contact to verify that it has not received its allotment.
The original EMS-279 is sent to the Food Stamp Unit, Slot 1240, and a copy is retained in the case record. The EMS-281 is retained in the case record.
For noncertified allotments, replacement must occur within 10 days of the initial report of the loss or within 2 working days of the receipt of the EMS-279 and EMS-281, whichever is later. For certified allotments, replacement must occur within 15 days of the initial report of non-delivery.
When a household comes in to complete the EMS-279 and EMS-281, the caseworker will determine if the household has reported additional mail losses. If this is the household's second reported mail loss within the last six month period, the household will be advised that it will begin receiving its food stamps by certified mail.
Step 7Following receipt of the completed EMS-279 and EMS-281, the county office will determine if the missing allotment was sent by certified mail. This may be determined via the WFTD screen. A code "1" or code "2" appears in the column entitled "CERT" when an allotment is sent via certified mail. A code "O" appears when the allotment is sent via first class mail.
Step 8If the missing allotment was sent by certified mail, approval of the replacement must be obtained from the Food Stamp Unit prior to authorization of the replacement.
a.Approval of a replacement may be requested by completion of the EMS-279 (Affidavit for Postal Department for Mail Loss) and the EMS-281 Replacement Request.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14420 - 14420 SUBJECT: REPLACEMENTS
DATE: 11-1-93
b.The post office will examine its records to determine if there is a signed receipt for delivery of the certified allotment. A replacement will not be approved if the receipt was signed by anyone at the household's current address. This includes anyone residing with the household or visiting the household. If there is no signed receipt, the request for replacement will be approved.
If Food Stamp Unit determines that the post office has a certified mail receipt on file, the county will deny the household's request via an EMS-1. The household should be advised that it may request an administrative hearing if it is not satisfied with the decision.
c.If an administrative hearing is requested by the household, the caseworker will contact the Food Stamp Unit and request that the Food Stamp Unit obtain a copy of the certified mail receipt from the post office. The receipt will be forwarded to the appropriate county office by the Food Stamp Unit.
d.If the post office finds a singed receipt on file for the missing food stamp allotment, no replacement will be made. If the household requests a fair hearing because of this decision, a copy of the receipt will be obtained. The signature on the receipt will be compared to the signature in the case file. When the signatures differ, the county will make the replacement and notify the Administrative Hearing Section.
This does not automatically cancel the administrative hearing. Should the household choose to go on with the hearing, copies of all pertinent documents (including the certified mail receipt) will be furnished to the Administrative Hearing Section.
The county office will not be expected to make any decisions about the validity of the replacement request when a) the signatures are the same, b) the signature of the household member who signed for the food stamps is not in the case record, or c) the person who signed the receipt is not a household member. Instead, the Administrative Hearing Section will be notified of the county's findings. Copies of all pertinent documents (including the certified mail receipt) will be furnished to the Administrative Hearing Section.
e.The Food Stamp Unit will notify the county via EMS-280, Status Report of Mail Replacement Request, of the disposition of the request within 15 days of the initial date of the request. If the Food Stamp Unit does not respond within the specified 15 day period, the county will contact Food Stamp Unit to determine the status of the request.
f.The Food Stamp Unit will maintain a record of all requests for replacement and annotate each entry to show approval or denial.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14420 - 14431 SUBJECT: REPLACEMENTS
DATE: 11-1-93
Step 9Supervisory Approval must be obtained.
The EMS supervisor or designee must review each replacement and, if warranted, give approval for the replacement. The supervisor should consider:
a.If the report was received in the period of intended use;
b.If the household allowed ample mailing time before reporting the non-receipt;
c.If the caseworker determined if the allotment was actually mailed;
d.If the caseworker determined if the allotment was in hold status or had been returned;
e.If the caseworker has determined that two replacements have already been authorized in the last six months; and
f.If approval for certified allotments has been obtained from FSS.
*The supervisor will sign the EMS-248, Food Stamp Automated Adjustment, if the replacement request is approved.
Step 10Issuance of a replacement allotment will be authorized via the WFMO screen and the household will be notified of the approval of the replacement request via EMS-1. See EMSUM 8350 for instructions on authorizing the replacement via the WFMO screen.
14430Special Procedures For Replacement
For some situations in which a replacement is requested, special procedures are required. These types of situations are explained in FSC 14431 - 14433.
14431Partial Replacement of Allotments
Partial replacements of food stamp allotments will be made only when:
.The envelope in which the allotment was mailed was damaged prior to delivery and part of the allotment is missing; or
.An underissuance has occurred at CMI.
Partial replacements are processed in the same manner as replacements of full allotments with additional requirements as specified below.
*Code 453 - (Envelope damaged in mail) - The household must immediately bring the food stamp allotment and envelope to the county office. An EMS-281 must be completed by a member of the household or the AR. The caseworker will count the remaining food stamps in the presence of
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14431 - 14432 SUBJECT: REPLACEMENTS
DATE: 1-1-90
another county worker and return them to the household. An EMS-279 must also be completed and approval obtained if the damaged allotment was sent via certified mail.
*Code 454 - (Under/Overissuance by CMI) - The household must immediately bring the food stamp allotment to the county office. The caseworker will count the food stamps in the presence of another county worker and return them to the household. The caseworker will ensure that the coupon books are not stuck together. If there appears to be a shortage, FSU will be contacted immediately by telephone for approval of the partial replacement. The name of the case worker handling the request for partial replacement and whether the request was approved or denied will be documented in the case record. If approval is obtained, the household will complete the EMS-281. A copy of the EMS-281 will be mailed to Food Stamp Unit immediately. After approval is obtained, an EMS-248 will be completed and entered via WFMO as instructed in EMSUM 8350.
NOTE:The notice requirements specified in FSC 14420, step 5, also apply to partial replacements.
14432Food or Food Stamps Lost in a Household Misfortune
Households may request a full or partial replacement of food or food stamps lost in a household misfortune such as, but not limited to, a fire, flood or tornado.
Replacements for food stamps lost in a household misfortune are limited to two in a six-month period. There is no limit to the number of replacements for food lost in a household misfortune as long as the misfortune is verifiable.
When a household indicates that a household misfortune has occurred and the household has lost part or all of its food stamp allotment or part or all of the food purchased with its allotment, the county office will take the following steps.
Step 1.The caseworker will determine if the misfortune was reported within the proper time frames.
The household misfortune must be reported within 10 days of the date on which the misfortune occurred. Unless the misfortune is reported within the proper time frames, no replacement will be made. The household will be notified via EMS-1 that its replacement request has been denied and the reason for the denial.
If the misfortune is reported within the proper timeframes, the household will be notified via EMS-1 that a responsible household member must come into the county office within 10 days to be interviewed, to complete an EMS-281, and to provide verification of the misfortune. Examples of acceptable verification include, but are not limited to, copies of police or fire department reports. If no responsible household member is able to come into the county office due to age, handicap, or distance from the office, an authorized representative (AR) may come. If no AR is
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14432 - 14433 SUBJECT: REPLACEMENTS
DATE: 10-1-89
available the forms will be mailed to the household with an EMS-1 specifying that the forms and verification of the misfortune must be returned to the county within the time frames specified.
During the interview, the caseworker will attempt to determine the exact amount of food or food stamps lost in the misfortune by considering the date the household's most recent allotment was mailed and the date the household last purchased food.
Replacements must be issued within 10 days of receipt of the initial report of the loss or within 2 working days of the receipt of the EMS-281, whichever is later.
Step 2.If replacement is to occur, an EMS-248 will be prepared. Code 450 will be used to replace food stamp coupons destroyed in a disaster. Code 451 will be used to replace food lost in a disaster. See EMSUM 8350 for instructions. The household will be notified of the county's decision to replace or not to replace via EMS-1, Notice of Action.
14433Replacement of Mutilated Coupons
When food stamp coupons are damaged for any reason, the household must request that the coupons be replaced since they will not be accepted by grocers. Other than $1.00 denominations, loose food stamp coupons inadvertently torn from the book may also need to be replaced as mutilated coupons.
The household must present the mutilated food stamps in order for a replacement to be made. When a household presents mutilated food stamp coupons, the county office will complete the following steps.
Step 1.Complete an FNS-135 and send the FNS-135 with the mutilated food stamps to:
Arkansas Department of Human Services
Food Stamp Accounting Section
P. O. Box 1437
Little Rock, AR 72203
Step 2.The Accounting Section and the Food Stamp Unit will examine the food stamp coupons and, if necessary, determine the amount of food stamp coupons involved.
When no determination of the amount of coupons can be made, the coupons will be forwarded to FNS in Dallas for examination.
Step 3.The Food Stamp Unit must give prior authorization for the entry of a 449 transaction. The County will be notified when authorization has been given.
Step 4.The county office will complete and enter via WFMO an EMS-248 containing:
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14433 - 14510 SUBJECT: REPLACEMENTS/RETURNS
DATE: 10-1-89
.The most recent serial number;
.Transaction type (449);
.Amount of replacement;
.Date signed; and
.Worker number.
If a Code 449 transaction is returned, it must be remailed via entry of another 449 transaction.
14500Return of Food Stamps by the Household
Full or partial allotments of food stamps may be returned when:
.CMI (Central Mail Issuance) has made an error;
.All household members have died or are incapacitated;
.The household voluntarily returns a food stamp allotment for a previous month or a current month because it no longer wishes to participate in the Food Stamp Program;
.Food Stamp coupons are found and the owner cannot be identified; or
.A drug or alcohol treatment center wishes to return a full allotment or a partial allotment as provided in FSC 985.1. (When returning partial allotments, the center must round fifty cent amounts up to the nearest dollar.)
.The household wishes to prevent or to repay an overpayment.
In such instances the county office will accept the food stamps and will take the steps necessary to properly record the receipt of the food stamps by the county. Steps must also be taken to insure that the Food Stamp Accounting Section will be able to properly account for the benefits and to give the household credit for the return of the benefits.
FSC 14510-14511 contains instructions for handling returned benefits. FSC 15820 - 15840 also contains information regarding the return of food stamps to repay or to prevent an overpayment.
14510Instructions for Accepting Returns
When food stamp benefits are returned by a household or an authorized representative, a copy of an FNS-135, "Affidavit of Return or Exchange of Food Coupons", or an EMS-273, "Receipt of Food Coupons and/or money", will be given to the person returning the stamps. This will serve as the household's receipt.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14510 - 14510 SUBJECT: RETURNS
DATE: 10-1-89
All returned food stamps will be sent to:
Department of Human Services
Food Stamp Accounting
P. O. Box 1437, Slot 1240
Little Rock, AR 72203
When the instructions are to void the food stamp benefits, the caseworker will write or stamp the word "VOID" across the face of each food stamp coupon.
All unvoided food stamp coupons are to be sent to Food Stamp Accounting via certified mail.
Any appropriate adjustments will be made to the household's case record. For example, if the household indicates that it wishes to terminate its participation in the Food Stamp Program, the case will be closed.
The chart in FSC 14511 gives specific instructions for handling returned food stamps.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14511 - 14511 SUBJECT: ACCEPTING RETURNS
DATE: 4-1-92
14511 Chart - Accepting Returns
Situation Action to Take Policy
1. Full allotment - Intact and 1. Food Stamps will be returned Duplicates
Unaltered, Returned in same to inventory. Return full FSC 14310
month issued. allotment (unvoided) via Centers
certified mail to Food Stamp FSC 985.1
Accounting. Include memo Death
(Examples - Duplicate providing name & SSN of head FSC 11720
issuances, treatment center of household and reason for Nursing Homes
resident left prior to FSMO return. FSC 11900
extract, death of client, Returns
client entered nursing FSC 14400
home, original allotment Overpayments
received after replacement, FSC 15800-
voluntary return, avoid 15840
overpayment, etc.)
2. Full Allotment - Returned 2. Void only loose coupons,
in Same Month Issued. Books incomplete books and signed
Have Been Signed or books. Return all books to
Allotment Has Otherwise Been Food Stamp Accounting via
Altered. certified mail.
a) Returned to avoid over- a) If returned to avoid FSC 15840
payment. overpayment, complete
EMS-216, EMS-217, and
EMS-273.
b) Returned for any other b) If return is for any other FSC 14500
reason. reason, complete FNS-135.
3. Full Allotment Intact and
Unaltered. Returned in a
month after month issuance.
a) Original issuance a) Same as number 1 above. FSC 14400
returned after it was
replaced using a Code
452.
b) Full allotment returned b) Food stamps will be re- FSC 14500
for any other reason turned to inventory.
except overpayment. Returned unvoided cou-
pons via certified mail
to Food Stamp Accounting
with a completed FNS-
135.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14511 - 14511 SUBJECT: ACCEPTING RETURNS
DATE: 4-1-92
Situation Action to Take Policy
c) Full allotment returned c) Food stamps will be re- FSC 15820
to repay overpayment. turned to inventory. Re- FSC 15830
turn unvoided coupons via
certified mail to Food
stamp Accounting. If
overpayment was previously
established, only an EMS-
273 must be sent. If an
overpayment has not been
established, an EMS-216,
EMS-217 and an EMS-273
must be sent.
4. Partial Allotment - 4. Void only loose coupons, FSC 14500
Returned in month of incomplete books and signed
issuance or in month after books. Return all books to
month of issuance. Food Stamp Accounting via
Certified mail. Attach the
form indicated below.
a) Returned for reason a) An FNS-135 must be sent FSC 14500
other than overpayment- with the food stamps. FSC 985.1
e.g. - voluntary return,
death of client, owner
unknown, client failed
to get one-half allotment
prior to leaving treat-
ment center.*
b) Returned to repay b) If overpayment was pre- FSC 15820
overpayment. viously established, only FSC 15830
an EMS-273 must be sent.
If an overpayment has been
established, an EMS-216,
EMS-217, and an EMS-273
must be sent.
* When returning partial
allotments, treatment
centers should round
50cents amounts up to the
next dollar.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14511 - 14511 SUBJECT: COUNTY OFFICE PROJECT
DATE: 4-1-92 CODES
COUNTY OFFICE PROJECT CODES
ARKANSAS 05-001-01 LITTLE RIVER 05-081-01
ASHLEY 05-003-01 LOGAN 05-083-01
BAXTER 05-005-01 LONOKE 05-085-01
BENTON 05-007-01 MADISON 05-087-01
BOONE 05-009-01 MARION 05-089-01
BRADLEY 05-011-01 MILLER 05-091-01
CALHOUN 05-013-01 MISSISSIPPI 05-093-01
CARROLL 05-015-01 MONROE 05-095-01
CHICOT 05-017-01 MONTGOMERY 05-097-01
CLARK 05-019-01 NEVADA 05-099-01
CLAY 05-021-01 NEWTON 05-101-01
CLEBURNE 05-023-01 OUACHITA 05-103-01
CLEVELAND 05-025-01 PERRY 05-105-01
COLUMBIA 05-027-01 PHILLIPS 05-107-01
CONWAY 05-029-01 PIKE 05-109-01
CRAIGHEAD 05-031-01 POINSETT 05-111-01
CRAWFORD 05-033-01 POLK 05-113-01
CRITTENDEN 05-035-01 POPE 05-115-01
CROSS 05-037-01 PRAIRIE 05-117-01
DALLAS 05-039-01 PULASKI 05-119-01
DESHA 05-041-01 RANDOLPH 05-121-01
DREW 05-043-01 ST. FRANCIS 05-123-01
FAULKNER 05-045-01 SALINE 05-125-01
FRANKLIN 05-047-01 SCOTT 05-127-01
FULTON 05-049-01 SEARCY 05-129-01
GARLAND 05-051-01 SEBASTIAN 05-131-01
GRANT 05-053-01 SEVIER 05-133-01
GREENE 05-055-01 SHARP 05-135-01
HEMPSTEAD 05-057-01 STONE 05-137-01
HOT SPRING 05-059-01 UNION 05-139-01
HOWARD 05-061-01 VAN BUREN 05-141-01
INDEPENDENCE 05-063-01 WASHINGTON 05-143-01
IZARD 05-065-01 WHITE 05-145-01
JACKSON 05-067-01 WOODRUFF 05-147-01
JEFFERSON 05-069-01 YELL 05-149-01
JOHNSON 05-071-01
LAFAYETTE 05-073-01
LAWRENCE 05-075-01
LEE 05-077-01
LINCOLN 05-079-01
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14600 - 14630 SUBJECT: RECONCILIATION
DATE: 10-1-89
14600Annual Reconciliation of Food Stamp Issuance
Once each calendar year, a reconciliation of food stamp cards or cases to the food stamp issuance record must be completed by the county office. The reason for reconciliation is to ensure that a case file exists for all food stamp cases and that the FSMO printout contained accurate information at the time the extract occurred.
14610Conducting the Reconciliation
One reconciliation must be conducted during each calendar year. It is recommended that no month be preselected for reconciliation. Also, the EMS supervisor should not advise staff in advance of the month designated for reconciliation.
When a reconciliation month is designated, all FSMO reports (PO-147) (monthly and daily) will be obtained. With the first case listed on the monthly FSMO report (PO-147) being considered number one, the county office will reconcile the fifth case listed and each fifth case thereafter. To reconcile, the information on the PO-147 for the case will be compared to the information on the yellow HIR (EMS-230) or the case record.
NOTE:The yellow EMS-230 is an optional form. Counties may choose to discontinue the EMS-230 and reconcile directly to the case, or to continue using the EMS-230 for reconciliation.
After the monthly PO-147 has been reconciled, each daily issuance PO-147 for the month will be reconciled using the same selection process.
On the daily issuance reports each type of transaction will be reconciled. For 100, 200, 300, 400, and 600 type transactions, reconciliation must be completed to the case record using the applicable EMS-248.
14620The Reconciliation Initial
The reconciliation initial is a letter of the alphabet preselected by the EMS supervisor to identify the reconciliation. The reconciliation letter will appear on the reports (PO-149's) used in the reconciliation and also on the EMS-230 or the document to which reconciliation was made.
Reconciliation initials are selected consecutively. The EMS supervisor in each office will keep a record of the reconciliation initials used.
14630Items of Reconciliation
The following items will be compared during reconciliation;
Social Security number; allotment size; name; mailing address; and transaction type if 200, 300, 400, or 600 issuance on daily issuance.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14630 - 14660 SUBJECT: RECONCILIATION
DATE: 10-1-89
NOTE:The latest entry on the EMS-230 or the latest EMS-233 in the case record may not reflect the entry on the PO-147 being reconciled. The entry on the EMS-230 or the EMS-233 in effect at the time the report being reconciled was run will be used.
14640Reconciling with the EMS-230
If any information on the EMS-230 disagrees with the information on the PO-147, the correct information will be obtained from the case record. EMS-230's which are not current will be updated from the case record prior to reconciliation. Corrections of PO-147 discrepancies will be made and overpayments or restorations will be prepared when necessary.
The reconciliation initial will be placed on the printout in red ink over the Social Security number of each case reconciled. The date of the reconciliation and the initials of both people completing the reconciliation will appear on the right hand side of the printout.
The reconciliation initial will also be entered at the bottom of the EMS-230. The date of the reconciliation and each reconciler's initials will appear on the right hand side of the EMS-230 next to the entry reconciled.
14650Reconciling with the Case Record
Procedures for reconciling with the case record will be the same except that the information on the appropriate EMS-233 will be reconciled to the information on the printout. The reconciliation initial will be entered in red in the lower right hand corner of the EMS-233 (the remarks area). The initials of the reconcilers and the date will also appear in this area.
14660Problems
If a case is found on the printout but no substantiating case record can be located, a 100% reconciliation will be required. A 100% reconciliation may be completed in any county if the EMS supervisor feels that it is warranted due to suspicious circumstances - e.g. many allotment discrepancies found or the nature of the discrepancies indicates fraudulent activity.
FOOD STAMP CERTIFICATION MANUAL SECTION: FOOD STAMP MAIL OUT
14670 - 14700 SUBJECT: RECONCILIATION
DATE: 10-1-89
14670Reporting Completion of the Reconciliation
Following completion of the annual reconciliation, the EMS County Supervisor will submit a memo to the Food Stamp Section, 12th floor, Donaghey Building.
The memo will contain the following information.
1.The month selected for reconciliation.
2.The reconciliation initial used.
3.The date on which the reconciliation was completed.
4.A full description of any problems identified and the steps taken to correct these problems. (It is not necessary to list each discrepancy. A general explanation of problem areas will be sufficient.)
Copies will be provided to the EMS Field Manager and EMS Field Representative.
14700Issuance During Disaster Period
See FSC 17600 for instructions on handling issuance during Federally declared disaster periods.