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\par\'00FOOD STAMP CERTIFICATION MANUAL       \'00SECTION:  SUPPLEMENTS AND RESTORATIONS\'00
\par\'0013100 - 13200                         \'00SUBJECT:  SUMMARY/SUPPLEMENTAL        \'00
\par\'00{\ul DATE:  10-1-86                        \'00          ISSUANCES                   }\'00
\par
\par
\par 13100{\ul Summary}
\par
\par Supplemental benefits and restored benefits are food stamps issued to a household as to correct:
\par
\par 1.An error made by the agency;
\par
\par 2.An error which occurred in the automated system;
\par
\par 3.The failure or inability of the county office to process a change in a timely manner; or
\par
\par 4.The return of a household's food stamp allotment by the Postal Service {\ul in} {\ul a} {\ul month} {\ul after} {\ul the} {\ul allotment's} {\ul issuance} {\ul month}.  Such returns are always reissued as restored benefits.
\par
\par The distinction between supplemental and restored benefits may be made by considering the month in which the issuance of extra food stamps is to occur.  When the issuance occurs before the end of the month in which the incorrect allotment was originally issued, it is considered a supplement.  When the issuance occurs after the end of the month in which the incorrect allotment was originally issued, it is considered a restoration.
\par
\par NOTE:Retroactive benefits are food stamps issued at the time of {\ul application} {\ul approval} for months in the application period prior to the month of approval.  Retroactive benefits are {\ul not} covered in this section of policy.  See FSC 8650 for instructions on authorizing retroactive benefits.
\par
\par 13200{\ul Supplemental Issuances}
\par
\par The county office will provide supplemental benefits in the following situations.
\par
\par 1.{\ul When a reported change is not processed timely}.
\par
\par Supplemental benefits will be provided to any household that does not receive the correct allotment because the county office failed to meet the time frames specified in FSC 11310 for any reason.
\par
\par 2.{\ul When a reported change is held awaiting verification}.
\par
\par When the change is a factor that is subject to verification or is questionable, obtain verification prior to making the change as provided in FSC 11000.  Specific instructions for verification appears in the sections of FSC 11000 relating to the type of change being processed.  If obtaining the verification means that the change cannot be processed in accordance with the time frames specified in FSC 11310, a supplemental issue will be provided.
\par\page  {\ul                                                                             }
\par\'00FOOD STAMP CERTIFICATION MANUAL      \'00SECTION:  SUPPLEMENTS AND RESTORATIONS\'00
\par\'0013200 - 13300                        \'00SUBJECT:  HOW TO DETERMINE AMOUNT OF  \'00
\par\'00{\ul DATE:  5-1-95                        \'00          SUPPLEMENT                  }\'00
\par
\par
\par 3.{\ul When an agency error occurs at certification, recertification,} {\ul reported change or when processing a quarterly report or mid-point review form.}
\par
\par Cases that are processed with an incorrect allotment will be provided a supplemental issuance if any of the following errors have occurred:
\par
\par a.Arithmetic error;
\par
\par b.Incorrect calculation of income;
\par
\par c.Incorrect calculation of deduction;
\par
\par d.Incorrect household size; or
\par
\par e.Computer error.
\par
\par 4.{\ul When an automatic change is not processed due to a mismatch or} {\ul program change}.
\par
\par Whenever an automated program change is completed, an attempted change may not occur due to incompatible information in different files.  Also, a system problem may occur that generates an incorrect allotment.
\par
\par Cases that are identified as a mismatch or are closed in error must be worked manually.  Supplemental benefits will be issued if appropriate.
\par
\par 13210{\ul How to Determine Amount of Supplement}
\par
\par Supplemental benefits will be calculated by:
\par
\par 1.Determining the correct food stamp allotment for the current month; and
\par
\par 2.Subtracting the original food stamp allotment from the correct allotment.  The result will be the amount supplemented.
\par
\par{\ul How to Issue Supplemental Benefits}
\par
\par Supplemental benefits are issued via Daily Issuance.  See EMSUM 8340 for instructions on authorizing issuance of supplemental benefits.
\par
\par 13300{\ul Restored Benefits}
\par
\par Any household which believes that it has lost food stamp benefits due to an agency error may request a restoration of benefits.  Such requests may be written or oral.  There is no requirement that the household go through the Administrative Hearing process before requesting a restoration nor is there a time limit for making a request.  For example, in February 1994 a household may request a restoration of benefits based on a closure which occurred in March 1992.\page  {\ul                                                                              }
\par\'00FOOD STAMP CERTIFICATION MANUAL       \'00SECTION:  SUPPLEMENTS AND RESTORATIONS\'00
\par\'0013300 - 13300                         \'00SUBJECT:  HOW TO DETERMINE AMOUNT OF  \'00
\par\'00{\ul DATE:  5-1-95                         \'00          SUPPLEMENT                  }\'00
\par
\par
\par All requests for restoration will be evaluated within 10 days of the day on which the request was received.  If the household is entitled to a restoration, the steps specified in FSC 13310 will be completed.  If the household is not entitled to a restoration, a DCO-1, Notice of Action, will be completed.  The DCO-1 will specify: 
\par
\par   .That the request for restoration has been denied; 
\par   .The reason for the denial; and
\par   .That the household has 90 days to appeal the agency's decision to deny restored benefits.
\par
\par The household will be entitled to a hearing as specified in FSC 13360.
\par
\par Restored benefits will be issued when the household was underissued food stamps in a previous month for reasons such as, but not limited to, the reasons listed below.
\par
\par 1.Caseworker error.
\par
\par 2.Incorrect entry by the terminal operator.
\par
\par 3.Computer error.
\par
\par 4.Return of previous month's food stamp allotment by the Postal Service.
\par
\par 5.Remail of a previous month's returned allotment when the delay in the remail was due to agency error.
\par
\par 6.Mismatch or computer error at the time of an automatic change.
\par
\par 7.Erroneous denial of an application.
\par
\par 8.Erroneous closure of an active case including automatic closure which causes a loss of benefits.
\par
\par 9.Issuance of an insufficient allotment due to failure to process a reported change in accordance with the processing standards in FSC 11410.
\par
\par 10.Failure to process a mid-point review or a food stamp quarterly report received in the county by the end of the report month.
\par
\par 11.Reversal of a county decision through the Administrative Hearing process if the household is determined eligible or entitled to more benefits as a result of the hearing decision.
\par
\par 12.A Quality Control decision that a household was underissued benefits {\ul if} {\ul the} {\ul error} {\ul is} {\ul assessed} {\ul to} {\ul the} {\ul agency}.
\par
\par 13.Correction of errors in Federal or State Regulations.  (Special instructions will be issued at the time such restorations are to be authorized.
\par\page  {\ul                                                                              }
\par\'00FOOD STAMP CERTIFICATION MANUAL       \'00SECTION:  SUPPLEMENTS AND RESTORATIONS\'00
\par\'0013300 - 13300                         \'00SUBJECT:  HOW TO DETERMINE AMOUNT OF  \'00
\par\'00{\ul DATE:  4-1-90                         \'00          SUPPLEMENT                  }\'00
\par
\par
\par Food Stamps will be restored when a loss has occurred even if the household is currently ineligible or not participating in the Food Stamp Program.
\par
\par No restoration will be authorized for Food stamps lost more than 12 months prior to the {\ul most} recent of:
\par
\par a.The month the county office was notified (in writing or orally) by the household, another person, another agency or Quality Control, that a possible loss to that specific household has occurred; or
\par
\par b.The month the county office discovered in the normal course of business that a loss occurred.
\par
\par If the household was eligible but received an incorrect allotment, restoration will be authorized for those months within the 12 month limit when the household participated and a loss occurred.
\par
\par For losses caused by an incorrect delay, application denial, or case closure, the date the loss initially occurred must be determined.  After the date of initial loss is determined, any month prior to the 12 month limit will be disregarded when restored benefits are authorized.  The amount to be restored  will be calculated for each subsequent month within the designated 12 month period until either the first month the error is corrected or the household is found ineligible.
\par
\par If an eligible household's application was erroneously denied, the month the loss initially occurred will be the month of application, unless the household has filed a timely application for recertification.  In that case, the month in which the loss initially occurred will be the month following the expiration of the household's certification period.
\par
\par If a household's case was erroneously closed, the month the loss initially occurred will be the first month food stamps were not received as a result of this closure.
\par
\par If an eligible household's application was delayed and a loss of benefits occurred as a result, the restoration will cover any months in which a loss occurred.  For example, a household filed an application on January 25.  The application was held until March 25.  The application was approved but the household was incorrectly found to be at fault for delay and benefits were prorated to March 25.  Restored benefits will be authorized  for January, February and March.  January benefits will be provided from the date of application, January 25.  The full allotment for February will be restored.  For March, the restoration will be the difference between the household's full allotment and the prorated allotment which was issued to the household.
\par
\par In the event a judicial action is the first action the household took to obtain restoration of lost benefits, benefits will be restored for \page  {\ul                                                                              }
\par\'00FOOD STAMP CERTIFICATION MANUAL       \'00SECTION:  SUPPLEMENTS AND RESTORATIONS\'00
\par\'0013300 - 13310                         \'00SUBJECT:  AUTHORIZING RESTORATIONS    \'00
\par\'00{\ul DATE:  4-1-90                         \'00                                      }\'00
\par
\par
\par a period of not more than twelve months from the date the court action was initiated.  When the judicial action is a review of a state action (administrative hearing), benefits will be restored for a period of not more than twelve months from the first of the following dates:
\par
\par 1.The date the agency received a request for restoration; or
\par
\par 2.If no request for restoration was received, the date the fair hearing action was initiated; but
\par
\par 3.Never more than one year from when the Agency is notified of, or discovers the loss.
\par
\par 13310{\ul Actions to Take When Authorizing Restorations}
\par
\par Within 30 days of the date of the discovery that a household may be entitled to a restoration of benefits, steps 1 - 3 must be completed.
\par
\par{\ul Step 1} -{\ul Determine} {\ul the} {\ul months} {\ul for} {\ul which} {\ul a} {\ul household} {\ul may} {\ul be} {\ul entitled} {\ul to} {\ul a} {\ul restoration} {\ul of} {\ul benefits}.  Begin by determining the month in which a loss initially occurred.  Examine the case to determine each subsequent month in which a loss possibly occurred.  The extract amount issued for each month may be obtained from the {\ul Mail} {\ul History} {\ul Screen} (WFTD).  Exclude any loses which occurred more than 12 months prior to the date of the discovery of the possible loss of benefits.
\par
\par{\ul Step 2} -{\ul Analyze} {\ul the} {\ul case} {\ul to} {\ul identify} {\ul any} {\ul information} {\ul and/or} {\ul verification} {\ul needed} {\ul to} {\ul determine} {\ul the} {\ul exact} {\ul amount} {\ul of} {\ul restoration} {\ul due} {\ul for} {\ul each} {\ul month} {\ul in} {\ul which} {\ul a} {\ul loss} {\ul possibly} {\ul occurred}.  For example, if a change form which reported a decrease in earnings was not processed, the caseworker would request verification of earnings for the months in which a loss possibly occurred.
\par
\par{\ul Step 3} -{\ul Contact} {\ul the} {\ul household} {\ul via} {\ul EMS-1} {\ul when} {\ul information} {\ul and/or} {\ul verification} {\ul is} {\ul needed} {\ul for} {\ul any} {\ul months} {\ul for} {\ul which} {\ul benefits} {\ul are} {\ul to} {\ul be} {\ul restored}.  The EMS-1 must specify:
\par
\par .That the household may be entitled to a restoration of benefits;
\par
\par .The exact information needed to determine the amount of restoration - (e.g. - verification of earned income for month of loss); and
\par
\par .That if this information is not furnished by household, no restoration will be authorized for the months in question.
\par
\par Steps 4 - 10 must be taken within 30 days of the date when all of the information needed to calculate the amount of the restoration is available to the county.  The household will not be asked to complete \page  {\ul                                                                              }
\par\'00FOOD STAMP CERTIFICATION MANUAL       \'00SECTION:  SUPPLEMENTS AND RESTORATIONS\'00
\par\'0013310 - 13310                         \'00SUBJECT:  OFFSETTING CLAIMS           \'00
\par\'00{\ul DATE:  4-1-90                         \'00                                      }\'00
\par
\par
\par an application form, change report form, monthly report form or any other type of form to gather information to be used to complete a restoration.
\par
\par If the total amount to be restored may be calculated without requesting additional information from the household or other source, the restoration must be authorized within 30 days of the date of discovery.  If additional information and/or verification must be obtained to determine the restoration amount, the restoration must be authorized within 30 days of the date on which {\ul all} of the required information and/or verification was received.
\par
\par Partial restorations will be authorized when the county can determine the restoration amounts for some, but not all, of the months in the restoration period.  For example, a household may be entitled to a restoration for a six-month period; however, the county only has the information necessary to complete a restoration for a four-month period.  The restoration for the four-month period will be authorized within 30 days of the date on which the potential restoration became known to the county.  The restoration for the two remaining months will be authorized within 30 days of the date when the information necessary to determine the restoration is received.
\par
\par{\ul Step 4} -{\ul Calculate} {\ul the} {\ul total} {\ul amount} {\ul of} {\ul the} {\ul restoration}.  Corrected budgets must be prepared so the household's income and resources will be accurately reflected for the months in which losses possibly occurred.  The budgets must reflect the basis of issuance and standards (e.g. - standard deduction) which were in effect during the month of loss.
\par
\par{\ul Step 5} -{\ul Determine} {\ul the} {\ul difference} {\ul between} {\ul the} {\ul amount} {\ul the} {\ul household} {\ul actually} {\ul received} {\ul (if any)} {\ul and} {\ul the} {\ul amount} {\ul it} {\ul should} {\ul have} {\ul received}.  If the household actually received {\ul less} than it should have received, the difference will be the amount to be restored.  Do not restore benefits for any month in which the household was otherwise ineligible.  For example, if a household was resource ineligible for one month in which benefits were underissued, no restoration will be authorized.  If the household actually received more than it should have received, the difference is an overpayment.  See FSC 15100-15430 for instructions on preparing and submitting an overpayment.
\par
\par{\ul Step 6} -{\ul Determine} {\ul if} {\ul the} {\ul restoration} {\ul should} {\ul be} {\ul offset}.  When the household has a new or previously existing overpayment, the total restoration will be offset by the overpayment.  See FSC 13320 for instructions on offsetting restored benefits.
\par
\par{\ul Step 7} -{\ul Obtain} {\ul supervisory} {\ul approval} {\ul via} {\ul the} {\ul EMS-201,} {\ul Report} {\ul of} {\ul Restored} {\ul Benefits}.  The EMS-201 must contain the following information:
\par
\par\page  {\ul                                                                              }
\par\'00FOOD STAMP CERTIFICATION MANUAL       \'00SECTION:  SUPPLEMENTS AND RESTORATIONS\'00
\par\'0013310 - 13310                         \'00SUBJECT:  OFFSETTING CLAIMS           \'00
\par\'00{\ul DATE:  1-1-89                         \'00                                      }\'00
\par
\par
\par a)The total amount to be restored;
\par
\par b)The reason for the restoration;
\par
\par c)How it was determined that the household was entitled to the restoration; and
\par
\par d)The months for which benefits will be restored.
\par
\par NOTE:An EMS-201 need not be completed if the purpose of the restoration is to remail a returned food stamp allotment.  When restoring food stamps which returned in a previous month and the previous month stamps were recouped, the full amount of the previous month entitlement must be restored.  The full amount is the amount of the extract on WFTD {\ul plus} the amount of the coupons which were recouped.  Recouped amounts are indicated by the presence of a code "C" in the TSC field of the WFTD screen.  Consider the following example.
\par
\par .On 8/10/88 it is discovered that 7/88 stamps returned to CMI and the 7/88 allotment was recouped.
\par
\par .The 7/88 stamps are to be remailed (restored).  The restored amount will be the coupon amount which extracted and returned on WFTD {\ul plus} the amount recouped as listed on PO-0470.
\par
\par .Complete the appropriate authorization document (EMS-248 for open cases or EMS-233 and RO transaction for closed cases).
\par
\par{\ul Step 8} -{\ul Notify} {\ul the} {\ul household} {\ul via} {\ul EMS-1,} {\ul Notice of Action,} {\ul of} {\ul the} {\ul restoration}.  {\ul The} {\ul EMS-1} {\ul must} {\ul specify}:
\par
\par a)The total amount of the restoration;
\par
\par b)The reason for the restoration;
\par
\par c)The months for which benefits are being restored;
\par
\par d)The amount being offset, if any;
\par
\par e)If offset is occurring, the reason for the offset; and
\par
\par f)If the restoration is very large, a statement offering the household the option to receive their benefits over a period of several months.  (Allow the household five working days to indicate their choice.  If there is no response within the five day period, benefits will be authorized in one payment.)
\par\page  {\ul                                                                              }
\par\'00FOOD STAMP CERTIFICATION MANUAL       \'00SECTION:  SUPPLEMENTS AND RESTORATIONS\'00
\par\'0013310 - 13330                         \'00SUBJECT:  OFFSETTING CLAIMS/          \'00
\par\'00DATE:  4-1-90                         \'00          SPECIAL PROCEDURES FOR      \'00
\par\'00{\ul                                       \'00          RESTORING BENEFITS          }\'00
\par
\par
\par g)The EMS-1 will also specify the household has the right to appeal through the Administrative Hearing Process the amount of the restoration and/or the amount of the offset.  The household must submit its appeal within 90 days of the day of the notice of restoration.
\par
\par{\ul Step 9} -{\ul Prepare} {\ul the} {\ul authorization} {\ul document}.  See EMSUM 8330-8370 for instructions for authorizing restored benefits.
\par
\par 13320{\ul Offsetting Claims}
\par
\par Before restoring benefits to a household, determine if the household has an unpaid claim unless the purpose of the restoration is to remail a returned food stamp allotment.  If the purpose of the restoration is to remail a returned food stamp allotment, no offset will occur regardless of the type or status of any claims against the household.  Claims against the household are listed on the WCLM (Claim History) screen.  If the household has an unpaid claim, the claim must be offset before benefits are restored.
\par
\par If a claim against a household is unpaid or held in suspense, the amount to be restored will be offset by the amount due on the claim.  The balance, if any, is restored to the household.
\par
\par 1.{\ul Method of Offsetting}
\par
\par Restored benefits will be offset against the claim by subtracting the amount of the claim from the restoration.  The balance, if any, will be issued to the household.
\par
\par 2.{\ul Reports to Overpayment Unit}
\par
\par Form EMS-201, will be submitted to the Overpayments Unit if a current claim exists.  If the claim has not yet been submitted to the Overpayment Unit, forms EMS-216 and EMS-217 must accompany the EMS-201.
\par
\par 3.{\ul Notifying Household of Offset}
\par
\par The certification office will notify the household of its entitlement, the full amount of benefits to be restored, any offsetting that was done, and the reason for the offset.  The household will also be notified of its right to appeal through the Administrative Hearing process  within 90 days of notification of the restoration if it disagrees with any aspect of the proposed restoration.
\par
\par 13330{\ul Restorations To Individuals Disqualified For Fraud}
\par
\par Individuals disqualified for fraud are entitled to restoration of any benefits lost during the months they were disqualified {\ul only} if the\page  {\ul                                                                              }
\par\'00FOOD STAMP CERTIFICATION MANUAL       \'00SECTION:  SUPPLEMENTS AND RESTORATIONS\'00
\par\'0013330 - 13350                         \'00SUBJECT:  SPECIAL PROCEDURES FOR      \'00
\par\'00{\ul DATE:  4-1-92                         \'00          RESTORING BENEFITS          }\'00
\par
\par
\par decision which resulted in the disqualification is subsequently reversed.  An individual is not entitled to restoration of lost benefits for the period of disqualification based solely on the fact that a criminal conviction could not be obtained.  The individual must successfully challenge the disqualification in a separate court action before benefits are restored.  The county office must include a copy of the court order in the case record.
\par
\par 13340{\ul How to Issue Restored Benefits}
\par
\par See EMSUM 8330-8370 for instructions for authorizing issuance of restored benefits.
\par
\par 13350{\ul Special Procedures For Restoring Benefits}
\par
\par When benefits are due a household that intends to move, benefits will be restored prior to the move, if possible.  If this is not possible, process the restoration will be handled as instructed below.
\par
\par{\ul Within} {\ul the} {\ul State}
\par
\par If the household is due restored benefits and moves before the benefits are restored (or fully restored), the restoration will be authorized by the receiving county.
\par
\par The losing county will document the case record in sufficient detail to clearly convey the necessary restoration information to the receiving county.
\par
\par{\ul Out} {\ul of} {\ul the} {\ul State}
\par
\par Restored benefits will not be mailed out of state.  If a household moves out of state before food stamp benefits are restored (or fully restored), the new state of residence will be authorized to issue the restoration.
\par
\par The Food Stamp Section, Central Office, will handle all requests for issuance of restored benefits in a household's new state of residence.  When the county becomes aware that a household now living out of state is entitled to a restoration of benefits, a memo requesting authorization of restored benefits will be sent from the EMS County Supervisor to the Manager, Food Stamp Section, Slot 1240.  The memo of request must contain, at a minimum, the name and social security number of the head of household, the household's address in the new state of residence, the amount to be restored and the reason for the restoration.
\par
\par The memorandum should be accompanied by a copy of the EMS-233, Food Stamp Authorization Document, containing the appropriate entries in the restoration fields and a copy of the EMS-201, Report of Restored Benefits.
\par
\par\page  {\ul                                                                              }
\par\'00FOOD STAMP CERTIFICATION MANUAL       \'00SECTION:  SUPPLEMENTS AND RESTORATIONS\'00
\par\'0013350 - 13360                         \'00SUBJECT:  SPECIAL PROCEDURES FOR      \'00
\par\'00{\ul DATE:  3-1-91                         \'00          RESTORING BENEFITS          }\'00
\par
\par
\par The Food Stamp Section will furnish the county office with copies of all correspondence related to the out of state issuance of the restored benefits.  This correspondence will be filed in the household's case record.
\par
\par If the County Office does not know the departing household's new location or address, the restoration will continue to be available for up to one year from the household's departure.  Should the household contact the county during this period, restored benefits will be authorized.
\par
\par 13351{\ul When Household's Membership Has Changed}
\par
\par Whenever lost benefits are due a household and the household's membership has changed, restore lost benefits to the household containing a majority of the individuals who were household members at the time the loss occurred.  If the case worker cannot locate or determine the household which contains a majority of household members, restore the benefits to the household containing the individual who was the head of the household at the time the loss occurred.
\par
\par 13360{\ul Rights to a Fair Hearing}
\par
\par If a household believes it is entitled to a restoration of lost benefits, but the county, based upon a review of the case record, does not agree, the household has 90 days to request an Administrative Hearing.  Day one of the 90 day period will be the date the household was notified, in writing, that the request for restoration was denied.
\par
\par A household may also request an Administrative Hearing when it disputes the amount of restoration calculated, the method of calculation, or the amount of offset.  Hearings must be requested within 90 days of the date the household was notified, in writing, of the restoration.
\par
\par If a Fair Hearing is requested prior to the time benefits are restored, the amount calculated by the county office will be issued to the household.  If the Fair Hearing decision is favorable to the household, another restoration will be made.
\par}