{\rtf1\mac\deff3{\fonttbl{\f1\fnil Chicago;}{\f2\fnil Geneva;}{\f3\fnil Monaco;}{\f4\fnil Zeal;}{\f5\fnil Zapf Dingbats;}{\f6\fnil Zapf Chancery;}{\f7\fnil Wingdings;}{ \f8\fnil VT100;}{\f9\fnil Verdana;}{\f10\fnil Times New Roman;}{\f11\fnil Times;}{\f12\fnil Symbol;}{\f13\fnil Swing;}{\f14\fnil Script MT Bold;}{\f15\fnil Palatino;}{ \f16\fnil Oxford;}{\f17\fnil Onyx;}{\f18\fnil Old English Text MT;}{\f19\fnil Old English Text;}{\f20\fnil New York;}{\f21\fnil New Century Schlbk;}{\f22\fnil New Berolina MT;}{\f23\fnil Nadianne;}{ \f24\fnil N Helvetica Narrow;}{\f25\fnil Mishawaka Bold;}{\f26\fnil Mishawaka;}{\f27\fnil Machine;}{\f28\fnil Lucida Bright;}{\f29\fnil Lubalin Graph;}{\f30\fnil Klang MT;}{\f31\fnil %InterCon3270apl;}{ \f32\fnil VT-132;}{\f33\fnil VT-80;}{\f34\fnil VT-80 Graphics;}{\f35\fnil %InterCon3270sym;}{\f36\fnil Impact;}{\f37\fnil Helvetica Compressed;}{\f38\fnil Helvetica Black;}{\f39\fnil Helvetica;}{ \f40\fnil Gill Sans Condensed Bold;}{\f41\fnil Garamond Narrow;}{\f42\fnil Delphian;}{\f43\fnil Courier New;}{\f44\fnil Courier;}{\f45\fnil Comic Sans MS;}{\f46\fnil Bookman;}{\f47\fnil Bodoni MT Ultra Bold;}{ \f48\fnil Avant Garde;}{\f49\fnil Arial MT Condensed Light;}{\f50\fnil Arial Black;}{\f51\fnil Arial;}{\f52\fnil %MAdobeSerMM_790 100;}{\f53\fnil %MAdobeSerMM_790 900;}{\f54\fnil %MAdobeSerMM_110 100;}{\f55\fnil %MAdobeSerMM_110 900;}{ \f56\fnil %MAdobeSanMM_1450 50;}{\f57\fnil %MAdobeSanMM_1450 1450;}{\f58\fnil %MAdobeSanMM_50 50;}{\f59\fnil %MAdobeSanMM_50 1450;}} {\colortbl\red0\green0\blue0;\red255\green255\blue255;}\paperw12240\paperh15840\deftab720\margl1440\margr1440\margt1440\margb1440\sectd\pard\plain\f39\fs24\f39 {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014100 - 14200 \'00SUBJECT: SUMMARY/AUTHORIZING ISSUANCE\'00 \par\'00{\ul DATE: 11-1-93 \'00 VIA FSMO }\'00 \par \par \par 14100{\ul Summary} \par \par All food stamps in the State of Arkansas are issued via mail. Food Stamp Mail Out (FSMO) operates in the following sequence. \par \par 1.The county office authorizes issuance of food stamps through computer input. \par \par *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. \par \par 3.The appropriate reports, H-Cards and labels are delivered to Central Mail Issuance (CMI). \par \par 4.CMI prepares the food stamps and mails them via U.S. mail. \par \par{\ul NOTE}:CMI only issues allotments authorized by the county through computer input. \par \par 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. \par \par 14200{\ul Authorizing Issuance Via FSMO} \par \par 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 {\ul regular} {\ul monthly} {\ul 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. \par * \par 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. \par \par{\ul 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. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014210 - 14220 \'00SUBJECT: HOLDS/DAILY ISSUANCE \'00 \par\'00{\ul DATE: 11-1-93 \'00 }\'00 \par \par \par 14210{\ul Holds} \par \par *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. \par \par 14220{\ul Daily Issuance Extract} \par \par Food Stamps are authorized for mailout on a {\ul daily} {\ul issuance} {\ul extract} for: \par \par 1.Approved applicants; \par \par 2.Battered women receiving a reissue as specified in FSC 1841.1. \par \par 3.Monthly reporting households; \par \par 4.Releases from hold; \par \par 5.Remails of returned food stamps; \par \par 6.Supplements to current month benefits; \par \par 7.Replacements of mail losses, food stamps lost in a disaster or mutilated food stamps; and \par \par 8.Restored benefits authorized after the household's regular allotment has extracted. (NOTE: See EMSUM 8370 for an exception.) \par \par Allotments extracted for daily issuance are mailed the first work day following the extract. \par \par 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. \par \par 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. \par \par 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). \par \par 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),\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014220 - 14230 \'00SUBJECT: CERTIFIED MAIL \'00 \par\'00{\ul DATE: 11-1-93 \'00 }\'00 \par \par \par retroactive allotments, and aggregate allotments. (Aggregate allotments are combined allotments for the month of application and the following month. See FSC 8651.) \par \par 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. \par \par 14230{\ul Issuance Via Certified Mail} \par \par Food stamps on regular monthly extract and daily issuance extract are issued via certified mail to: \par \par a.Households which live in an area where many food stamp allot-ments have previously been reported as lost in the mail; or \par \par b.Households which have allotments of $300 or more; or \par \par *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. \par \par The county office does not have the capability to designate which households will be issued food stamps by certified mail. \par \par *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. \par \par 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. \par \par 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. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014230 - 14300 \'00SUBJECT: CERTIFIED MAIL \'00 \par\'00{\ul DATE: 11-1-93 \'00 }\'00 \par \par \par 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. \par \par 14300{\ul Types of Issuance} \par \par 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. \par \par NOTE:Transaction types also appear on the Mailout History Screen (WFTD). \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014301 - 14301 \'00SUBJECT: TYPES OF ISSUANCE \'00 \par\'00{\ul DATE: 1-1-90 \'00 }\'00 \par \par \par 14301{\ul Chart - Types of Issuance} \par \par{\ul } \par \'00 \'00 \par TRANSACTION \'00 DESCRIPTION \'00 POLICY \par{\uldb TYPE \'00 \'00 } \par 000 \'00 A regular issuance on monthly or daily \'00 EMSUM 8210 \par \'00 extract. 000 extracts include: \'00 \par \'00 \'00 \par \'00 a) Prorated allotments; \'00 EMSUM 8211 \par \'00 \'00 \par \'00 b) Restorations and retroactive benefits;\'00 EMSUM 8210 \par \'00 \'00 \par \'00 c) Child Support (DEFRA) Refund \'00 EMSUM 9000 \par \'00 adjustments; \'00 \par \'00 \'00 \par \'00 d) Recoupments; and \'00 EMSUM 8210 & 20510 \par \'00 \'00 \par \'00 e) Aggregate allotments \'00 EMSUM 7300 & 8210 \par \'00 \'00 FSC 8651 \par{\ul \'00 \'00 } \par \'00 \'00 \par 001 \'00 Authorization of benefits for battered \'00 EMSUM 8310 \par \'00 women when the head of household has \'00 \par \'00 already received a 000 issuance in the \'00 \par \'00 current month. \'00 \par{\ul \'00 \'00 } \par \'00 \'00 \par 002 \'00 No 000 issuance has been authorized for \'00 EMSUM 8220 \par \'00 the current month but retroactive \'00 \par \'00 benefits have been authorized. \'00 \par \'00 \'00 \par{\ul \'00 \'00 } \par \'00 \'00 \par 100 \'00 A release of food stamps in hold status. \'00 EMSUM 8320 \par{\ul \'00 \'00 } \par \'00 \'00 \par 200 \'00 Remail of food stamps when returned \'00 EMSUM 8330-8331 \par \'00 by the Post Office or cancelled prior \'00 \par \'00 to mailing. \'00 \par{\ul \'00 \'00 } \par \'00 \'00 \par 300 \'00 A supplemental issuance of food stamps. \'00 EMSUM 8340 \par \'00 \'00 FSC 13200 - 13210 \par{\ul \'00 \'00 } \par \page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014301 - 14301 \'00SUBJECT: TRANSACTION TYPES 001 and 002\'00 \par\'00{\ul DATE: 10-1-89 \'00 }\'00 \par \par \par{\ul } \par \'00 \'00 \par TRANSACTION\'00 DESCRIPTION \'00 POLICY \par{\uldb TYPE \'00 \'00 } \par \'00 \'00 \par 400 \'00 A replacement of food stamps lost in the \'00 EMSUM 8350 \par \'00 mail, destroyed in a disaster, mutilated, \'00 FSMO 14400 - 14433 \par \'00 or incorrectly issued. \'00 \par{\ul \'00 \'00 } \par \'00 \'00 \par 500 \'00 Special Situations. Prior authorization \'00EMSUM 8360 \par \'00 from the Food Stamp Section is required. \'00 \par{\ul \'00 \'00 } \par \'00 \'00 \par 600 \'00 A restoration of food stamp benefits \'00EMSUM 8330 - Household \par \'00 previously underissued to a household. \'00 not \par \'00 \'00 currently \par \'00 \'00 certified \par \'00 \'00 \par \'00 \'00EMSUM 8370 - Household \par \'00 \'00 currently \par \'00 \'00 certified \par \'00 \'00 \par \'00 \'00FSC 13300 - 13360 \par \page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014310 - 14321 \'00SUBJECT: PRE-CANCELS/SPECIAL \'00 \par\'00{\ul DATE: 11-1-93 \'00 PROCEDURES }\'00 \par \par \par 14310{\ul Pre-Cancels} \par \par 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. \par \par 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. \par \par 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. \par \par When an 05 cancellation is remailed, a 200 transaction type will be used. See EMSUM 8330-8331. \par \par 14320{\ul Special Procedures} \par \par 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. \par \par 14321{\ul Change of Address After Regular Monthly Extract} \par \par 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. \par \par *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. \par \par If it is possible to stop the allotment, a return code 05 (precancelled) will be entered {\ul by} {\ul CMI}. \par \par If the allotment is stopped prior to mailing, the county must confirm its request in writing by sending a memo to Central Mail. \par \par 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. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014322 - 14323 \'00SUBJECT: SPECIAL PROCEDURES \'00 \par\'00{\ul DATE: 1-1-90 \'00 }\'00 \par \par 14322{\ul Proration Start Date} \par \par 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 {\ul first calendar day} of the month. If necessary, the date of application will be changed prior to or at the time of certification. \par \par If the household files timely but fails to complete all requirements by the 30th day, the application will be denied. \par \par 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. \par \par 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. \par \par 14323{\ul Variable Allotment} \par \par 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. \par \par When a case is authorized for issuance via daily issuance, special procedures are required for variable allotments. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014323 - 14325 \'00SUBJECT: SPECIAL PROCEDURES \'00 \par\'00{\ul DATE: 11-1-93 \'00 }\'00 \par \par \par 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. \par \par 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, {\ul keying} {\ul of} {\ul the} {\ul approval} {\ul will} {\ul be} {\ul delayed} {\ul until} {\ul the} {\ul first} {\ul workday} {\ul of} {\ul the} {\ul following} {\ul 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.) \par \par NOTE:When authorizing variable allotments for households receiving aggregate allotments, see EMSUM 7300 for special instructions. \par \par 14324{\ul Out-of-State Addresses} \par \par 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. \par \par 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.) \par \par 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. \par \par *14325{\ul FSMO Daily Cancellation Report/FSMO Holds} \par \par 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. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014325 - 14325 \'00SUBJECT: RETURNS/HOLDS \'00 \par\'00{\ul DATE: 11-1-93 \'00 }\'00 \par \par 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. \par \par \'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00 \par \'00 CODE \'00 DEFINITION \'00 ACTION \'00 \par \'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00 \par \'00 05 \'00 Canceled before \'00 Correct information (e.g., address, \'00 \par \'00 \'00 mailing. \'00 allotment size, code) and remail. \'00 \par \'00 \'00 \'00 If reason for cancellation is \'00 \par \'00 \'00 \'00 unknown, contact the Food Stamp \'00 \par \'00 \'00 \'00 Section. \'00 \par \'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00 \par \'00 09 \'00 Insufficient \'00 Remail \'00 \par \'00 \'00 postage. \'00 \'00 \par \'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00 \par \'00 10 \'00 No such address. \'00 Examine address on WFSM. If \'00 \par \'00 \'00 Address unknown. \'00 address is incorrect, make \'00 \par \'00 \'00 \'00 correction and remail. If \'00 \par \'00 \'00 \'00 address is same as that furnished \'00 \par \'00 \'00 \'00 by household, send 10 day notice \'00 \par \'00 \'00 \'00 of adverse action to address given \'00 \par \'00 \'00 \'00 by household. Close case if the \'00 \par \'00 \'00 \'00 household does not respond to the \'00 \par \'00 \'00 \'00 notice. \'00 \par \'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00 \par \'00 12 \'00 Moved. \'00 If new address is known remail \'00 \par \'00 \'00 \'00 to new address. If new address \'00 \par \'00 \'00 \'00 is unknown, send 10 day notice of \'00 \par \'00 \'00 \'00 adverse action to last known \'00 \par \'00 \'00 \'00 address. Close case if the \'00 \par \'00 \'00 \'00 household does not respond to the \'00 \par \'00 \'00 \'00 notice. \'00 \par \'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00 \par \'00 13 \'00 Death/ \'00 If all household members are dead, \'00 \par \'00 \'00 Incapacitation. \'00 close the case. If there are \'00 \par \'00 \'00 \'00 surviving household members, see \'00 \par \'00 \'00 \'00 FSC 11780. \'00 \par \'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00 \par \'00 14 \'00 Refused \'00 Send a 10 day notice of adverse \'00 \par \'00 \'00 \'00 action to advise the household its \'00 \par \'00 \'00 \'00 case will be closed unless the \'00 \par \'00 \'00 \'00 household contacts the county to \'00 \par \'00 \'00 \'00 explain why the food stamps were \'00 \par \'00 \'00 \'00 refused. Close the case if the \'00 \par \'00 \'00 \'00 household does not contact the \'00 \par \'00 \'00 \'00 county. \'00 \par \'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014325 - 14325 \'00SUBJECT: RETURNS/HOLDS \'00 \par\'00{\ul DATE: 11-1-93 \'00 }\'00 \par \par \par \'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00 \par \'00 CODE \'00 DEFINITION \'00 ACTION \'00 \par \'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00 \par \'00 15 \'00 Status Unknown/ \'00 See if the address is correct as \'00 \par \'00 \'00 Other \'00 keyed. See if a new address has \'00 \par \'00 \'00 \'00 been reported. If yes, remail \'00 \par \'00 \'00 \'00 food stamps to correct address. \'00 \par \'00 \'00 \'00 If no, try to contact the household \'00 \par \'00 \'00 \'00 to see if the address in the case \'00 \par \'00 \'00 \'00 is correct. If the household \'00 \par \'00 \'00 \'00 states the address is correct, \'00 \par \'00 \'00 \'00 remail the food stamps. If the \'00 \par \'00 \'00 \'00 household can't be reached send \'00 \par \'00 \'00 \'00 a 10 day notice of adverse action. \'00 \par \'00 \'00 \'00 Close the case if the household \'00 \par \'00 \'00 \'00 does not respond to the notice. \'00 \par \'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00 \par \'00 16 \'00 Previous month's \'00 See instructions for code 15. \'00 \par \'00 \'00 return. \'00 (If food stamps are remailed use \'00 \par \'00 \'00 \'00 code 612.) \'00 \par \'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00\'00 \par \par 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 {\ul }" (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. \par \par 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. \par \par 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. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014400 - 14400 \'00SUBJECT: REPLACEMENTS \'00 \par\'00{\ul DATE: 11-1-93 \'00 }\'00 \par \par 14400 {\ul Replacements} \par \par A replacement issuance will be provided to a household when the household reports that: \par \par 1.Its food stamps were not received in the mail or were stolen from the mail; \par \par 2. It received a partial allotment; \par \par 3.Its food stamps were improperly manufactured or mutilated; \par \par 4.Its food stamps were destroyed in a household misfortune; or \par \par 5.Its food which was purchased with food stamps was destroyed in a household misfortune. \par \par 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. \par \par 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. \par \par No limits will be placed on the following types of replacements. \par \par .A replacement for a partial allotment when the issuance of the incomplete allotment was due to an agency error. \par \par .A replacement for improperly manufactured or mutilated food stamp coupons. \par \par .A replacement for food which was purchased with food stamps and subsequently destroyed in a household misfortune. \par \par .A replacement which is not considered countable. \par \par *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. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014400 - 14420 \'00SUBJECT: REPLACEMENTS \'00 \par\'00{\ul DATE: 11-1-93 \'00 }\'00 \par \par "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. \par \par 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. \par \par 14401{\ul Food Stamps Lost or Stolen After Delivery} \par \par 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. \par \par If an allotment is sent via regular mail and food stamps are taken from the box {\ul before} the household picks up its mail, the allotment will be considered as stolen from the mail and replacement will be made. \par \par 14410{\ul Reporting Mail Losses} \par \par 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. \par \par 14420{\ul Replacement Procedures} \par \par 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 {\ul a} {\ul report} {\ul of} {\ul non-delivery} {\ul within} {\ul the} {\ul period} {\ul of} {\ul intended} {\ul use}, the caseworker will complete steps 1 through 5. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014420 - 14420 \'00SUBJECT: REPLACEMENTS \'00 \par\'00{\ul DATE: 1-1-94 \'00 }\'00 \par \par Step 1.{\ul Determine} {\ul if} {\ul the} {\ul household's} {\ul food} {\ul stamp} {\ul allotment} {\ul has} {\ul actually} {\ul been} {\ul issued} {\ul and} {\ul have} {\ul not} {\ul been} {\ul returned}. Check the WFTD (Mail History) screen. \par \par 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. \par \par 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.) \par \par 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. \par \par Step 2.{\ul If} {\ul issuance} {\ul has} {\ul occurred,} {\ul but} {\ul an} {\ul agency} {\ul error} {\ul was} {\ul made,} {\ul the} {\ul error} {\ul will} {\ul be} {\ul 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. \par \par 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. \par \par All circumstances surrounding the situation will be thoroughly documented in the case record. \par \par Step 3.{\ul If} {\ul the} {\ul allotment} {\ul was} {\ul issued} {\ul but} {\ul is} {\ul not} {\ul on} {\ul hold} {\ul or} {\ul returned}, {\ul determine} {\ul if} {\ul adequate} {\ul mailing} {\ul time} {\ul has} {\ul been} {\ul allowed}. {\ul Three} {\ul working} {\ul days}, {\ul including} {\ul 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. \par \par Step 4.{\ul If} {\ul adequate} {\ul mailing} {\ul time} {\ul has} {\ul lapsed}, {\ul determine} {\ul if} {\ul the} {\ul household} {\ul has} {\ul had} {\ul previous} {\ul replacements} {\ul within} {\ul the} {\ul past} {\ul six} {\ul month} {\ul 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 \page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014420 - 14420 \'00SUBJECT: REPLACEMENTS \'00 \par\'00{\ul DATE: 11-1-93 \'00 }\'00 \par \par 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. \par \par 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". \par \par The chart below gives {\ul general} information regarding the mail loss codes and whether the code indicates a countable mail loss. See FSC 14400 for specific instructions \par \par{\ul Code} {\ul Replacement Type} {\ul Countable} \par \par 449 Mutilated Coupons NO \par 450 Coupons Lost in Disaster YES \par 451 Food Lost in Disaster NO \par 452 Full Allotment/ YES \par Lost in Mail \par 453 Partial Allotment/ YES \par Envelope Damaged \par 454 Partial Allotment/ NO \par Underissuance by CMI \par \par Step 5{\ul Notify} {\ul the} {\ul 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. \par \par 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. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014420 - 14420 \'00SUBJECT: REPLACEMENTS \'00 \par\'00{\ul DATE: 11-1-93 \'00 }\'00 \par \par Step 6{\ul The} {\ul household} {\ul must} {\ul complete} {\ul the} {\ul EMS-279}, "{\ul Affidavit} {\ul for} {\ul Postal} {\ul Department} {\ul for} {\ul Mail} {\ul Loss} {\ul and} {\ul the} {\ul EMS - 281}, "{\ul Replacement} {\ul Request}." \par \par (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. \par \par 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. \par \par 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. \par \par 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. \par \par Step 7{\ul Following} {\ul receipt} {\ul of} {\ul the} {\ul completed} {\ul EMS-279} {\ul and} {\ul EMS-281}, {\ul the} {\ul county} {\ul office} {\ul will} {\ul determine} {\ul if} {\ul the} {\ul missing} {\ul allotment} {\ul was} {\ul sent} {\ul by} {\ul certified} {\ul 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. \par \par Step 8{\ul If} {\ul the} {\ul missing} {\ul allotment} {\ul was} {\ul sent} {\ul by} {\ul certified} {\ul mail}, {\ul approval} {\ul of} {\ul the} {\ul replacement} {\ul must} {\ul be} {\ul obtained} {\ul from} {\ul the} {\ul Food} {\ul Stamp} {\ul Unit} {\ul prior} {\ul to} {\ul authorization} {\ul of} {\ul the} {\ul replacement}. \par \par 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. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014420 - 14420 \'00SUBJECT: REPLACEMENTS \'00 \par\'00{\ul DATE: 11-1-93 \'00 }\'00 \par \par 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 {\ul or} visiting the household. If there is no signed receipt, the request for replacement will be approved. \par \par 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. \par \par 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. \par \par 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. \par \par 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. \par \par 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. \par \par 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. \par \par f.The Food Stamp Unit will maintain a record of all requests for replacement and annotate each entry to show approval or denial.\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014420 - 14431 \'00SUBJECT: REPLACEMENTS \'00 \par\'00{\ul DATE: 11-1-93 \'00 }\'00 \par \par Step 9{\ul Supervisory} {\ul Approval} {\ul must} {\ul be} {\ul obtained}. \par \par The EMS supervisor or designee must review each replacement and, if warranted, give approval for the replacement. The supervisor should consider: \par \par a.If the report was received in the period of intended use; \par \par b.If the household allowed ample mailing time before reporting the non-receipt; \par \par c.If the caseworker determined if the allotment was actually mailed; \par \par d.If the caseworker determined if the allotment was in hold status or had been returned; \par \par e.If the caseworker has determined that two replacements have already been authorized in the last six months; and \par \par f.If approval for certified allotments has been obtained from FSS. \par \par *The supervisor will sign the EMS-248, Food Stamp Automated Adjustment, if the replacement request is approved. \par \par Step 10{\ul Issuance} {\ul of} {\ul a} {\ul replacement} {\ul allotment} {\ul will} {\ul be} {\ul authorized} {\ul via} {\ul the} {\ul WFMO} {\ul screen} {\ul and} {\ul the} {\ul household} {\ul will} {\ul be} {\ul notified} {\ul of} {\ul the} {\ul approval} {\ul of} {\ul the} {\ul replacement} {\ul request} {\ul via} {\ul EMS-1}. See EMSUM 8350 for instructions on authorizing the replacement via the WFMO screen. \par \par 14430{\ul Special Procedures For Replacement} \par \par For some situations in which a replacement is requested, special procedures are required. These types of situations are explained in FSC 14431 - 14433. \par \par 14431{\ul Partial Replacement of Allotments} \par \par Partial replacements of food stamp allotments will be made only when: \par \par .The envelope in which the allotment was mailed was damaged prior to delivery and part of the allotment is missing; or \par \par .An underissuance has occurred at CMI. \par \par Partial replacements are processed in the same manner as replacements of full allotments with additional requirements as specified below. \par \par *{\ul 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 \page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014431 - 14432 \'00SUBJECT: REPLACEMENTS \'00 \par\'00{\ul DATE: 1-1-90 \'00 }\'00 \par \par 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. \par \par *{\ul 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. \par \par NOTE:The notice requirements specified in FSC 14420, step 5, also apply to partial replacements. \par \par 14432{\ul Food or Food Stamps Lost in a Household Misfortune} \par \par 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. \par \par 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. \par \par 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. \par \par Step 1.{\ul The} {\ul caseworker} {\ul will} {\ul determine} {\ul if} {\ul the} {\ul misfortune} {\ul was} {\ul reported} {\ul within} {\ul the} {\ul proper} {\ul time} {\ul frames}. \par \par 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. \par \par 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, {\ul but} {\ul are} {\ul not} {\ul limited} {\ul 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 \page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014432 - 14433 \'00SUBJECT: REPLACEMENTS \'00 \par\'00{\ul DATE: 10-1-89 \'00 }\'00 \par \par 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. \par \par 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. \par \par 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. \par \par Step 2.{\ul If} {\ul replacement} {\ul is} {\ul to} {\ul occur}, {\ul an} {\ul EMS-248} {\ul will} {\ul be} {\ul 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. \par \par 14433{\ul Replacement of Mutilated Coupons} \par \par 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. \par \par 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. \par \par Step 1.{\ul Complete} {\ul an} {\ul FNS}-{\ul 135} {\ul and} {\ul send} {\ul the} {\ul FNS}-{\ul 135} {\ul with} {\ul the} {\ul mutilated} {\ul food} {\ul stamps} {\ul to}: \par Arkansas Department of Human Services \par Food Stamp Accounting Section \par P. O. Box 1437 \par Little Rock, AR 72203 \par \par Step 2.{\ul The} {\ul Accounting} {\ul Section} {\ul and} {\ul the} {\ul Food} {\ul Stamp} {\ul Unit} {\ul will} {\ul examine} {\ul the} {\ul food} {\ul stamp} {\ul coupons} {\ul and}, {\ul if} {\ul necessary}, {\ul determine} {\ul the} {\ul amount} {\ul of} {\ul food} {\ul stamp} {\ul coupons} {\ul involved}. \par \par When no determination of the amount of coupons can be made, the coupons will be forwarded to FNS in Dallas for examination. \par \par Step 3.{\ul The} {\ul Food} {\ul Stamp} {\ul Unit} {\ul must} {\ul give} {\ul prior} {\ul authorization} {\ul for} {\ul the} {\ul entry} {\ul of} {\ul a} {\ul 449} {\ul transaction}. {\ul The} {\ul County} {\ul will} {\ul be} {\ul notified} {\ul when} {\ul authorization} {\ul has} {\ul been} {\ul given}. \par \par Step 4.{\ul The} {\ul county} {\ul office} {\ul will} {\ul complete} {\ul and} {\ul enter} {\ul via} {\ul WFMO} {\ul an} {\ul EMS-248} containing: \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014433 - 14510 \'00SUBJECT: REPLACEMENTS/RETURNS \'00 \par\'00{\ul DATE: 10-1-89 \'00 }\'00 \par \par .The most recent serial number; \par \par .Transaction type (449); \par \par .Amount of replacement; \par \par .Date signed; and \par \par .Worker number. \par \par If a Code 449 transaction is returned, it must be remailed via entry of another 449 transaction. \par \par 14500{\ul Return of Food Stamps by the Household} \par \par Full or partial allotments of food stamps may be returned when: \par \par .CMI (Central Mail Issuance) has made an error; \par \par .All household members have died or are incapacitated; \par .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; \par \par .Food Stamp coupons are found and the owner cannot be identified; or \par \par .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.) \par \par .The household wishes to prevent or to repay an overpayment. \par \par 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. \par \par 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. \par \par 14510{\ul Instructions for Accepting Returns} \par \par 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. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014510 - 14510 \'00SUBJECT: RETURNS \'00 \par\'00{\ul DATE: 10-1-89 \'00 }\'00 \par \par All returned food stamps will be sent to: \par Department of Human Services \par Food Stamp Accounting \par P. O. Box 1437, Slot 1240 \par Little Rock, AR 72203 \par \par 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. \par \par All unvoided food stamp coupons are to be sent to Food Stamp Accounting via certified mail. \par \par 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. \par \par The chart in FSC 14511 gives specific instructions for handling returned food stamps. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014511 - 14511 \'00SUBJECT: ACCEPTING RETURNS \'00 \par\'00{\ul DATE: 4-1-92 \'00 }\'00 \par \par 14511 Chart - Accepting Returns \par \par{\ul } \par \'00 \'00 \par{\ul Situation \'00 Action to Take \'00 Policy } \par \'00 \'00 \par \'00 \'00 \par 1. {\ul Full} {\ul allotment} - {\ul Intact} {\ul and} \'00 1. Food Stamps will be returned \'00 {\ul Duplicates} \par {\ul Unaltered,} {\ul Returned} {\ul in} {\ul same} \'00 to inventory. Return full \'00 FSC 14310 \par {\ul month} {\ul issued}. \'00 allotment (unvoided) via \'00 {\ul Centers} \par \'00 certified mail to Food Stamp \'00 FSC 985.1 \par \'00 Accounting. Include memo \'00 {\ul Death} \par (Examples - Duplicate \'00 providing name & SSN of head \'00 FSC 11720 \par issuances, treatment center\'00 of household and reason for \'00 {\ul Nursing Homes} \par resident left prior to FSMO\'00 return. \'00 FSC 11900 \par extract, death of client, \'00 \'00 {\ul Returns} \par client entered nursing \'00 \'00 FSC 14400 \par home, original allotment \'00 \'00 {\ul Overpayments} \par received after replacement,\'00 \'00 FSC 15800- \par voluntary return, avoid \'00 \'00 15840 \par overpayment, etc.) \'00 \'00 \par{\ul \'00 \'00 } \par \'00 \'00 \par 2. {\ul Full} {\ul Allotment} - {\ul Returned} \'00 2. Void only loose coupons, \'00 \par {\ul in} {\ul Same} {\ul Month} {\ul Issued}. {\ul Books}\'00 incomplete books and signed \'00 \par {\ul Have} {\ul Been} {\ul Signed} {\ul or} \'00 books. Return all books to \'00 \par {\ul Allotment} {\ul Has} {\ul Otherwise} {\ul Been}\'00 Food Stamp Accounting via \'00 \par {\ul Altered}. \'00 certified mail. \'00 \par a) Returned to avoid over- \'00 a) If returned to avoid \'00 FSC 15840 \par payment. \'00 overpayment, complete \'00 \par \'00 EMS-216, EMS-217, and \'00 \par \'00 EMS-273. \'00 \par \'00 \'00 \par b) Returned for any other \'00 b) If return is for any other\'00 FSC 14500 \par reason. \'00 reason, complete FNS-135. \'00 \par{\ul \'00 \'00 } \par \'00 \'00 \par 3. {\ul Full} {\ul Allotment} {\ul Intact} {\ul and} \'00 \'00 \par {\ul Unaltered}. {\ul Returned} {\ul in} {\ul a} \'00 \'00 \par {\ul month} {\ul after} {\ul month} {\ul issuance}. \'00 \'00 \par \'00 \'00 \par a) Original issuance \'00 a) Same as number 1 above. \'00 FSC 14400 \par returned after it was \'00 \'00 \par replaced using a Code \'00 \'00 \par 452. \'00 \'00 \par \'00 \'00 \par \'00 \'00 \par b) Full allotment returned \'00 b) Food stamps will be re- \'00 FSC 14500 \par for any other reason \'00 turned to inventory. \'00 \par except overpayment. \'00 Returned unvoided cou- \'00 \par \'00 pons via certified mail \'00 \par \'00 to Food Stamp Accounting\'00 \par \'00 with a completed FNS- \'00 \par \'00 135. \'00 \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014511 - 14511 \'00SUBJECT: ACCEPTING RETURNS \'00 \par\'00{\ul DATE: 4-1-92 \'00 }\'00 \par \par{\ul } \par \'00 \'00 \par{\ul Situation \'00 Action to Take \'00 Policy } \par \'00 \'00 \par \'00 \'00 \par c) Full allotment returned \'00 c) Food stamps will be re- \'00 FSC 15820 \par to repay overpayment. \'00 turned to inventory. Re- \'00 FSC 15830 \par \'00 turn unvoided coupons via \'00 \par \'00 certified mail to Food \'00 \par \'00 stamp Accounting. If \'00 \par \'00 overpayment was previously\'00 \par \'00 established, only an EMS- \'00 \par \'00 273 must be sent. If an \'00 \par \'00 overpayment has not been \'00 \par \'00 established, an EMS-216, \'00 \par \'00 EMS-217 and an EMS-273 \'00 \par{\ul \'00 must be sent. \'00 } \par \'00 \'00 \par 4. {\ul Partial Allotment} - \'00 4. Void only loose coupons, \'00 FSC 14500 \par Returned in month of \'00 incomplete books and signed \'00 \par issuance or in month after \'00 books. Return all books to \'00 \par month of issuance. \'00 Food Stamp Accounting via \'00 \par \'00 Certified mail. Attach the \'00 \par \'00 form indicated below. \'00 \par \'00 \'00 \par a) Returned for reason \'00 a) An FNS-135 must be sent \'00 FSC 14500 \par other than overpayment- \'00 with the food stamps. \'00 FSC 985.1 \par e.g. - voluntary return, \'00 \'00 \par death of client, owner \'00 \'00 \par unknown, client failed \'00 \'00 \par to get one-half allotment\'00 \'00 \par prior to leaving treat- \'00 \'00 \par ment center.* \'00 \'00 \par \'00 \'00 \par b) Returned to repay \'00 b) If overpayment was pre- \'00 FSC 15820 \par overpayment. \'00 viously established, only \'00 FSC 15830 \par \'00 an EMS-273 must be sent. \'00 \par \'00 If an overpayment has been \'00 \par \'00 established, an EMS-216, \'00 \par \'00 EMS-217, and an EMS-273 \'00 \par \'00 must be sent. \'00 \par \'00 \'00 \par * When returning partial \'00 \'00 \par allotments, treatment \'00 \'00 \par centers should round \'00 \'00 \par 50\'a2 amounts up to the \'00 \'00 \par next dollar. \'00 \'00 \par \'00 \'00 \par \'00 \'00 \par \'00 \'00 \par \'00 \'00 \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014511 - 14511 \'00SUBJECT: COUNTY OFFICE PROJECT \'00 \par\'00{\ul DATE: 4-1-92 \'00 CODES }\'00 \par \par COUNTY OFFICE PROJECT CODES \par \par ARKANSAS 05-001-01 LITTLE RIVER 05-081-01 \par ASHLEY 05-003-01 LOGAN 05-083-01 \par BAXTER 05-005-01 LONOKE 05-085-01 \par BENTON 05-007-01 MADISON 05-087-01 \par BOONE 05-009-01 MARION 05-089-01 \par \par BRADLEY 05-011-01 MILLER 05-091-01 \par CALHOUN 05-013-01 MISSISSIPPI 05-093-01 \par CARROLL 05-015-01 MONROE 05-095-01 \par CHICOT 05-017-01 MONTGOMERY 05-097-01 \par CLARK 05-019-01 NEVADA 05-099-01 \par \par CLAY 05-021-01 NEWTON 05-101-01 \par CLEBURNE 05-023-01 OUACHITA 05-103-01 \par CLEVELAND 05-025-01 PERRY 05-105-01 \par COLUMBIA 05-027-01 PHILLIPS 05-107-01 \par CONWAY 05-029-01 PIKE 05-109-01 \par \par CRAIGHEAD 05-031-01 POINSETT 05-111-01 \par CRAWFORD 05-033-01 POLK 05-113-01 \par CRITTENDEN 05-035-01 POPE 05-115-01 \par CROSS 05-037-01 PRAIRIE 05-117-01 \par DALLAS 05-039-01 PULASKI 05-119-01 \par \par DESHA 05-041-01 RANDOLPH 05-121-01 \par DREW 05-043-01 ST. FRANCIS 05-123-01 \par FAULKNER 05-045-01 SALINE 05-125-01 \par FRANKLIN 05-047-01 SCOTT 05-127-01 \par FULTON 05-049-01 SEARCY 05-129-01 \par \par GARLAND 05-051-01 SEBASTIAN 05-131-01 \par GRANT 05-053-01 SEVIER 05-133-01 \par GREENE 05-055-01 SHARP 05-135-01 \par HEMPSTEAD 05-057-01 STONE 05-137-01 \par HOT SPRING 05-059-01 UNION 05-139-01 \par \par HOWARD 05-061-01 VAN BUREN 05-141-01 \par INDEPENDENCE 05-063-01 WASHINGTON 05-143-01 \par IZARD 05-065-01 WHITE 05-145-01 \par JACKSON 05-067-01 WOODRUFF 05-147-01 \par JEFFERSON 05-069-01 YELL 05-149-01 \par JOHNSON 05-071-01 \par LAFAYETTE 05-073-01 \par LAWRENCE 05-075-01 \par LEE 05-077-01 \par LINCOLN 05-079-01 \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014600 - 14630 \'00SUBJECT: RECONCILIATION \'00 \par\'00{\ul DATE: 10-1-89 \'00 }\'00 \par \par 14600{\ul Annual Reconciliation of Food Stamp Issuance} \par \par 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. \par \par 14610{\ul Conducting the Reconciliation} \par \par 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. \par \par 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. \par \par 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. \par \par After the monthly PO-147 has been reconciled, each daily issuance PO-147 for the month will be reconciled using the same selection process. \par \par 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. \par \par 14620{\ul The Reconciliation Initial} \par \par 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. \par \par Reconciliation initials are selected consecutively. The EMS supervisor in each office will keep a record of the reconciliation initials used. \par \par 14630{\ul Items of Reconciliation} \par \par The following items will be compared during reconciliation; \par \par Social Security number; allotment size; name; mailing address; and transaction type if 200, 300, 400, or 600 issuance on daily issuance. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014630 - 14660 \'00SUBJECT: RECONCILIATION \'00 \par\'00{\ul DATE: 10-1-89 \'00 }\'00 \par \par \par 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. \par \par 14640{\ul Reconciling with the EMS-230} \par \par 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. \par \par 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. \par \par 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. \par \par 14650{\ul Reconciling with the Case Record} \par \par 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. \par \par 14660{\ul Problems} \par \par 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. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: FOOD STAMP MAIL OUT \'00 \par\'0014670 - 14700 \'00SUBJECT: RECONCILIATION \'00 \par\'00{\ul DATE: 10-1-89 \'00 }\'00 \par \par \par 14670{\ul Reporting Completion of the Reconciliation} \par \par Following completion of the annual reconciliation, the EMS County Supervisor will submit a memo to the Food Stamp Section, 12th floor, Donaghey Building. \par \par The memo will contain the following information. \par \par 1.The month selected for reconciliation. \par 2.The reconciliation initial used. \par 3.The date on which the reconciliation was completed. \par 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.) \par \par Copies will be provided to the EMS Field Manager and EMS Field Representative. \par \par 14700{\ul Issuance During Disaster Period} \par \par See FSC 17600 for instructions on handling issuance during Federally declared disaster periods. \par \par}