The Renewal Process (Renewals)
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This subject includes information about the NA and CA renewal processes.
Policy
The renewal process applies to NA and CA. To continue receiving benefits, eligible budgetary units need to complete a renewal before an approval period(g) ends. For specific details about renewals, see all of the following:
Requirements of the Renewal Process
The renewal process allows eligible budgetary units to continue participation in NA or CA benefits after the current approval period ends. The renewal requirements include the timely completion of all of the following:
●A submitted identifiable application
●An interview
●Provide requested verification
The renewal period begins 60 calendar days(g) before the last calendar day of the current approval period.
NOTE FAA treats applications received before the renewal period as a change report.
See Availability of Applications and Identifiable Application for more information on submitting an official application.
The budgetary unit is required to complete the renewal process timely to avoid interruption in benefits and services. Failure to complete the renewal process timely may result in any of the following:
●Loss of benefits
●Benefits stopping
●Disruption in program services such as any of the following:
CA Jobs Program
SNAP CAN Employment and Training services.
DES Childcare
FAA sends a notification to inform the Primary Informant(g) that a renewal application and interview are required. This renewal notification is sent on the 12th calendar day or the next workday(g) the month before the last month of the approval period.
FAA sends the following renewal notice informing the PI of all the information about completing a renewal for each of the programs:
●For NA, a NA Benefits Ending notice
●For CA, a CA Renewal notice
When FAA receives an identifiable renewal application, FAA sends a notice to inform the primary informant (PI) of all of the following information:
●An interview is required to be completed.
NOTE Elderly Simplified Application Project (ESAP) budgetary units may not require an interview for renewal.
●An interview has to be completed before FAA can determine eligibility for continued NA and CA benefits.
●The date by which the participant needs to complete a timely interview.
●The contact information on how to complete an interview.
A renewal interview is also needed for all of the following Tribal TANF programs:
●The Hopi Family Assistance Program
●The Pascua Yaqui Tribal TANF
See Interview Requirements for more information about how to complete an interview.
Any of the following can complete a renewal application, an interview, and submit verification for a budgetary unit:
●A PI
●A responsible participant(g) in the budgetary unit
NOTE For CA, the PI is required to be present at the interview even when another person completes the interview.
Eligibility and benefit amounts can increase or decrease at renewal based on any of the following reasons:
●Standard or Simplified Reporting requirements
●The type of change reported
●Timely or untimely receipt of required verification
●Verification is provided at the renewal for unverified reported changes during the approval period
●Changes include and are not limited to any of the following:
Participants in the home
Income
Expenses
Change of address
See When to Effect Changes for more information on how changes affect benefits.
FAA screens renewal applications for potential changes no later than one workday after the application is received. When verification is needed, FAA sends an information request with a due date of ten calendar days.
NA and CA have different renewal time frames and requirements. However, NA and CA renewals are completed using the same application and interview.
NA Renewal Requirements and Time Frames
For time frames regarding eligibility determination for NA renewal applications, see all of the following:
NA Timely and Untimely Renewal Applications
To be considered a timely NA renewal, FAA has to receive an identifiable application by one of the following:
●Within 15 calendar days(g) from the date the NA benefits are ending notice is sent.
●No later than the 15th calendar day of the last month of the current approval period.
NOTE In cases where the timeliness of the NA benefits are ending notice is in dispute, FAA determines whether adequate mail time was allowed by using all of the following:
●The postmark on the NOE
●Adding two days to the NOE postmark date for receipt of the NOE
For a timely NA renewal, the PI or authorized representative is required to complete all of the following:
●Submit a timely identifiable application no later than the 15th calendar day of the last month of their current approval period.
●Complete an interview.
●Provide the required verification no later than one workday(g) before the last workday of the last month of the approval period.
Eligible budgetary units completing a timely NA renewal process receive their benefits by their NA benefits electronic benefit transfer (EBT) issuance date.
Good cause is applied for not applying timely for a renewal when all of the following occur:
●FAA failed to send the NOE during the prior approval period.
●The PI, authorized representative, or a responsible budgetary unit participant submits a renewal application in the month following the last month of the approval period.
NOTE When a participant has good cause for not applying timely, FAA ensures the benefits start date is the first day following the end of the approval period.
An NA renewal application is untimely when all of the following occur:
●FAA receives a renewal application after the 15th calendar day of the last month of the approval period.
●FAA sent the NOE informing the PI of the renewal requirements.
NOTE See NA New Application Time Frames for untimely NA renewal processing time frames.
An NA renewal application turned in timely becomes an untimely NA renewal application when one of the following occurs:
●The participant or authorized representative fails to complete an interview.
NOTE The date by which a renewal interview needs to be completed is included on the Appointment Notice.
●The interview is completed, and when verification is needed, the ten-calendar day due date extends beyond one of the following:
No later than at least one workday before the NA benefits issuance date.
No later than one workday before the last workday of the last month of the approval period.
Timely or Untimely Effect on NA Benefits
For timely renewal applications, the PI is allowed ten calendar days from the date of the original information request to provide the requested verification.
When the tenth day is on a weekend or a state holiday(g), the due date is moved to the next workday.
NOTE FAA assists the participant in verifying eligibility factors during the interview whenever possible.
(See Providing Verification for direction on how a participant can provide verification to FAA.)
For timely renewal applications, when the ten calendar days end one or more workdays(g) before the PI’s alphabetical NA benefits EBT issuance date, all of the following apply:
●When FAA receives the verification on or before the end of the ten calendar days, NA benefits are issued no later than the participant’s alphabetical NA EBT issuance date.
NOTE Participants who timely reapply and are determined eligible are provided NA benefits no later than 30 calendar days after the last received NA benefits.
●When FAA receives the verification after the ten calendar days and no later than the last day of the NA approval period, all of the following apply:
When denied, FAA reopens the application.
When eligible, the benefits start date is the first day of the following month.
●When FAA receives the verification within the following month after the NA approval period ends, all of the following apply when the budgetary unit is eligible:
FAA reopens the application.
The benefits start date is the date FAA receives the required verification.
For untimely NA renewal applications, the PI is allowed at least ten calendar days from the date of the original information request to provide the requested verification.
When FAA does not receive the requested verification by the end of the ten calendar days, all of the following apply:
●When the ten calendar days end one or more workdays before the last day of the NA approval period, renewal applications are denied by one of the following:
After the ten calendar days have ended.
By the close of business, one workday before the last workday of the NA approval period.
NOTE After the ten calendar days, FAA denies the renewal application. A new application is not needed when a participant provides verification during the following month. See NA Renewal Denial.
●When the ten calendar days end on or after the last day of the NA approval period, FAA denies the application on the day following the ten calendar days.
When FAA receives the verification after the ten calendar days and no later than the last day of the current approval period, all of the following apply:
●When denied, FAA reopens the application.
●When eligible, the benefits start date is the first day of the new approval period.
FAA cannot ensure benefits are issued by the participant’s alphabetical EBT issuance date for untimely NA renewal applications. The participant may receive benefits more than 30 calendar days after the last benefits issuance.
NA Renewal Denials
FAA denies NA renewal applications when verification is not received by the tenth calendar day or on the Timely Recert Denial Date.
NOTE When the tenth-calendar day and the Timely Recert Denial date are the same, it is not necessary to wait until the end of the day to deny the application. When the request for information is provided, use REPT to open the program in AZTECS.
Another application may not be needed when FAA receives the untimely verification after the approval period ends. FAA can reopen an application depending on one of the following:
●For timely renewal applications, the participant needs to provide the requested verification no later than the last day of the month after the NA benefits stopped. The NA benefits start date is the date FAA receives the untimely verification.
NOTE Another application is required when FAA does not receive the requested verification within the month after the NA benefits stopped.
●For untimely renewal applications, the NA benefits start date is the date FAA receives the untimely verification. For applicable time frames for an untimely NA renewal application, see New Application Time Frames.
NOTE FAA uses a benefit start date and bases the benefit amount on the number of calendar days remaining in the month.
When the delay is the fault of FAA because a Notice of Expiration (NOE) was not sent to the participant, the benefits start date is the first day of the initial month of the new NA approval period.
When the delay is the participant's fault, the benefits start date is when the participant takes all the required actions.
CA Renewal Requirements and Time Frames
The PI is required to submit an official, identifiable application and complete an interview to continue receiving CA after the current approval period ends. FAA is required to review a budgetary unit's current circumstances to determine eligibility and benefit amount. For the CA renewal requirements, see all of the following:
CA Renewal Application Submitted Timely
To be considered timely, the participant needs to submit a CA renewal application by the last calendar day of the last month of the current approval period.
On the 12th calendar day or the following workday of the month before the last month of the approval period, FAA sends a CA Renewal notice to the PI. The Cash Renewal notice informs the PI of the requirement to complete a renewal. The CA Renewal notification informs the participant about all of the following:
●The participant needs to submit a renewal application to continue receiving CA benefits.
●The deadline for submitting a timely renewal application.
NOTE A renewal application submitted after the deadline may cause a loss or delay in CA benefits for eligible budgetary units.
●FAA automatically stops CA benefits when an application is not received, or the participant does not complete the interview by the last workday of the approval period.
NOTE The participant needs to submit an new application when benefits have stopped due to failure to complete the CA renewal process timely.
●The same renewal application can be used for more than one program, e.g., NA and AHCCCS Medical Assistance.
When the participant does not complete an application or an interview by the tenth day of the last month of the approval period, FAA sends the PI a notice about the missed renewal. The notice informs the participant about all of the following:
●The last day to submit a timely application and to complete the interview.
●CA benefits stop effective the following month when an application and interview have not been completed.
NOTE When benefits stop, another application is required to receive CA benefits.
CA Renewal is Denied
When requested verification is not received after ten calendar days, FAA denies the renewal application, allowing for Notice of Adverse Action(g).
When the participant provides the requested verification, one of the following applies:
●When FAA receives the requested verification before the effective date benefits stop, FAA reopens the application and completes an eligibility determination for ongoing months.
●When FAA receives the requested verification after the effective date benefits stop, the renewal application remains denied, and the participant needs to reapply.
CA Additional Requirements
CA eligibility for renewal includes additional requirements. Some budgetary units may not have to comply with all of the CA requirements. When applicable, noncompliance with these requirements can cause sanctions or disqualifications.
The following CA additional requirements are required at renewal. See all of the following for requirements and exemptions:
NOTE Cooperation with the Division of Child Support Services (DCSS) at renewal is not the same as pre-cooperation. Cooperation can be verified at renewal by reviewing the DATE OF AF COOPERATION field on APPD. Pre-cooperation with DCSS is not required for CA renewal applications unless participants request an additional child be added to their ongoing CA case, or when a change is reported.
When the following CA additional requirements have not been completed at the initial interview, then these are required at renewal. See all of the following:
See CA sanctions for more information about CA noncompliance.
Notice of Adverse Action for a CA Renewal
When FAA receives a timely CA renewal application, Notice of Adverse Action(g) is required at CA renewal for any of the following circumstances:
●Before the end of the approval period, a reported change on the renewal application causes a benefit decrease.
●The renewal eligibility determination results in a decrease in benefits or CA ineligibility.
Renewal Decision Notices
Once the interview is completed and FAA has received all requested verification, FAA can complete an eligibility determination.
When a budgetary unit is eligible for benefits, FAA sends the PI a notice with all of the following information:
●The budgetary unit is determined eligible
●The monthly benefit amounts
●The time frame for a new approval period
●How benefits were calculated
●Legal citations for the determination
●How to request an appeal
When the budgetary unit is not eligible for benefits, FAA sends the PI a notice with all the following information:
●The budgetary unit is ineligible
●The reason for the ineligibility
●Legal citations for the determination
●How to request an appeal
Verification
The following information or verification may be needed to determine eligibility for renewal. Some of the listed items may not apply to both NA and CA. It is the participant’s responsibility to provide all requested verification, including and not limited to any of the following:
●Identity
●Changes in noncitizen status
●Household composition
●Proof of income
Earned income
Unearned income (for example, Social Security, Retirement pension, Workers Compensation, child support or alimony payments, and others)
Self–employment income and business-related expenses
●Resources
●Shelter and utility expenses
●Dependent care expense
See How to Provide Verification for instructions on providing verification.
For CA, additional policies require a signed statement or agreement by the PI, authorized representative, and adult members of the budgetary unit. FAA sends a copy of these documents to the Primary Informant(g) for interviews conducted by phone. When received, all of the following documents need to be signed and returned to FAA:
●CA Personal Responsibility Agreement (PRA): When a signed PRA is not currently in the file, either the PI or the authorized representative is required to sign this document. See CA PRA for requirements, sanctions for noncompliance, and good cause for noncompliance.
●Illegal Drug Use Statement: All adult(g) participants receiving CA benefits are required to complete the Illegal Drug Use Statement.
NOTE FAA mails the PRA and the Illegal Drug Use Statement to the PI for interviews completed by phone, with a due date for returning the documents.
Legal Authorities
7 CFR 273.10(a)(2)
7 CFR 273.12(c)
7 CFR 273.14
AAC R6-12-210
last revised 04/08/2024