FAA6 Case Maintenance and Administrative Lists

Revision 48 (01-01-20 through 12-31-20) : FAA6 Case Maintenance and Administrative Lists

FAA6 Case Maintenance and Administrative Lists

FAA6.A02 – Reporting Methods

Added that information can reported by calling the centralized Customer Support Center. Created links for all reporting methods. (Effective 03/02/2020)

FAA6.A03 – Changes in Primary Informant	Prior Policy Archived 01/21/2020 Prior Policy Archived 03/09/2020
	Prior Policy Archived 07/27/2020

Added additional policy regarding the death of the PI. (Reference changed from FAA6.A12A.08) (Effective for all applications received or eligibility determinations completed on or after 01/21/2020) Reference to keying the PI OU and keying the PO INELIG REASON Code on SEPA have been removed. (Effective with denial or closure actions completed on or after 03/09/2020) Added the procedures on what to do when the death of the CA PI is reported. (Effective for eligibility determinations completed on or after 07/27/2020)

FAA6.A07A – NA Mid Approval Contact - Overview

Added the Unity form and MyFamilyBenefits to the OnBase document types. Added verbiage that an ACTS alert is not generated when an incorrect document type is used when uploading to OnBase. When this occurs, the Y on INDA must be keyed and the RV ACTS alert manually set. (Effective 06/22/2020)

FAA6.A07A.03 – NA Mid Approval Contact Process – Compliance - A Change is Reported

Added that changes must be worked for all programs. Clarified that automatically updating in AZTECS means overnight. Added when staff must update INDA and manually generate the RV ACTS alert. (Effective 06/22/2020)

FAA6.A07A.04 – A Mid Approval Contact Process – Noncompliance Failure to Return the X027

Archived 02/24/2020

Archived 06/22/2020

Added that a new ACTS alert is generated with a 3-day due date when the participant complies with the MAC after the auto close process but prior to the effective date of closure. (Effective for all applications received on or after 02/24/2020) Added a reminder that an ACTS alert will not generate when staff are completing the MAC process manually. INDA must be manually updated and the RV ACTS alert set. (Effective 6/22/2020)

FAA6.A07A.06 – NA Mid Approval Contact Process – NA Mid Approval Contact (FAA-1108A) Form

Removed entire subject. Policy is covered in overview. (Effective 06/22/2020)

FAA6.A07A.07 – Mid Approval Contact Process – An NA Application is Submitted During the MAC Period

Archived 02/24/2020

Archived 06/22/2020

Removed reference to the TIPS process generating the PROCESS MAC (HEAPLUS ID) ACTS Alert. (Effective for all applications received on or after 02/24/2020) Removed any reference to the participant attempting to comply. Added that an application may be considered a completed MAC when all questions corresponding to the MAC are answered and the application is signed. (Effective 6/22/2020)

FAA6.A10 – Multiple Changes

Added instruction for a reported new source of income when the participant has earned income already budgeted from a different source. (Effective for all changes reported on or after 04/27/2020)

FAA6.A12A.08 – Changes in Primary Informant – Standard Reporting

Relocated policy from FAA6.A12A.08 to FAA6.A03. Added additional policy regarding the death of the PI. (Effective for all applications received or eligibility determinations completed on or after 01/21/2020)

FAA6.A12C – Benefit Decreases - Overview

Removed the verbiage regarding NA compliance after closure. Removed verbiage regarding effecting benefit decreases for CA. (Effective for all changes reported on or after 04/27/2020)

FAA6.A12C.01 – Effecting Benefit Decreases or Stopping Benefits

Revised to clarify when verification is required and not required. When enough information is provided with the reported change, decrease benefits without verification. (Effective for all changes reported on or after 04/27/2020)

FAA6.A12C.02 – Verifying Decrease

Added that when enough information is provided with the reported change to reduce benefits, verification shall be obtained at the next renewal. Added that when the reported change indicates additional changes, treat the changes as a separate change reports. (Effective for all changes reported on or after 04/27/2020)

FAA6.A14A – Changes That Must Be Reported – Simplified Reporting

Removed ABAWD policy due to the 2021 waiver. (Effective for all eligibility determinations completed on or after 01/01/2021)

FAA6.B01 – Underpayment Authorization

Online change. Removed the warning box and made it a note. (Effective 11/02/2020)

FAA6.B02A – Supplemental Benefits

Archived03/02/2020

Archived11/02/2020

Removed warning because it only pertains to Restored benefits and corrected that OARC sends an email to R and A. Also, added that AZTECS recoups ten percent of the supplement against an overpayment claim. (Effective 03/02/2020). Reworded the Grant Diversion sentence (Effective 11/02/2020)

FAA6.B02B – Restored NA Benefits

Archived03/02/2020

Archived11/02/2020

Removed note regarding when CA or NA are in open status and benefits have already been issued the underissuance is a supplement. Added that AZTECS recoups ten percent of the supplement against an overpayment claim. (Effective 03/02/2020)

FAA6.B02C – Determination of Underpayment

Changed wording to clarify that supplements are for additional benefits for current or future months. (Effective 03/02/2020)

FAA6.B02C.01 – Determination of Underpayment - FAA Caused Error

Updated language removed warning box which stated that for CA, SSA or UI, confirm that they have recovered an overpayment amount and the benefits were decreased based on the higher amount initially received. (Effective 03/02/2020)

FAA6.B02E – Calculating the Underpayment

Removed warning box changed to note removed exception and made it part of the NA rule. (Effective 11/02/2020)

FAA6.B02F.02 – Authorizing Payments on UNAU

Online change. Added “or” between Supervisor and Local. Removed the warning box and made it a note. (Effective 11/02/2020)

FAA6.B02G – Notification of Underpayment

Archived03/02/2020

Archived11/02/2020

Added that AZTECS recoups ten percent of the supplement against an overpayment claim. (Effective 03/02/2020). Online change. Removed warning box and made it a note (Effective 11/02/2020).

FAA6.C01A – NA Closure – Incorrect Reason Code

A case can be reopened at any time. (Effective for applications received on or after 09/21/2020)

FAA6.D02 – Adding A Participant - Overview

Added AZTECS participant limit of 50. (Effective 04/06/2020)

FAA6.E03C.03 – Computing the Overpayment – Should Have Been (Hand Budgets)

Added instruction when budget covers more than one month. (Effective 05/11/2020)

FAA6.E03D – Overpayment Unit Responsibilities – Packet Assembly

Modified the packet assembly instructions. (Effective 05/11/2020)

FAA6.E03F – NA Overpayment Compromise - Overview

New

Added a new subject to provide information and direction for when the department may reduce up to the full amount of an overpayment claim, which is considered a compromise. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.01 – NA Overpayment Compromise – NA Compromise

New

Added a new subject to provide information and direction for when an overpayment is based on Agency Error or Inadvertent Household Error the person may request to compromise the overpayment. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.02 – NA Overpayment Compromise – NA Compromise Request

New

01/21/2020

Archived 11/30/2020

Added a new subject to provide information and direction for when person responsible to pay the overpayment may submit a request for a compromise to the Overpayment Unit (OPU). (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.) Added what must be included with the official request to be accepted for processing. Added that the person responsible for the overpayment is required to continue to make monthly payments to the Office of Accounts Receivable and Collections. (Effective 11/30/2020)

FAA6.E03F.03 – NA Overpayment Compromise - NA Compromise Determination

New

01/21/2020

Archived 11/30/2020

Added a new subject to provide information and direction for when OPU is notified that a request has been submitted for an overpayment compromise. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.) Added that collections returned to and received by the Overpayment Unit prior to the received date of the signed compromise agreement may affect the Overpayment balance. (Effective for all NA Overpayment Compromises requested on or after 11/30/2020.)

FAA6.E03F.04 – NA Overpayment Compromise - Compromise Determination Overview

New

Added a new subject to provide information and direction for when OPU is notified that a request has been submitted and information on extensions is provided. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.05 – NA Overpayment Compromise - Compromise Determination - Household Members

New

Added a new subject to provide information and direction that all compromise household members currently residing together that were part of the NA benefit household during the months of the overpayment must be listed. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.06 – NA Overpayment Compromise - Compromise Determination - Compromise Household Groups

New

Added a new subject to provide information and direction that there are two compromise household groups used to determine the NA compromise. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.07 – NA Overpayment Compromise - Compromise Determination - Countable Compromise Monthly Income

New

Added a new subject to provide information and direction for when the person is identified as a Group 2 compromise household. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.08 – NA Overpayment Compromise - Compromise Determination - Compromise Expense Deduction

New

Added a new subject to provide information and direction that the compromise expense deduction is determined using allowable expenses that the household is obligated to pay. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.09 – NA Overpayment Compromise - Compromise Determination - Compromise Expense Deduction - Actual Expense Deduction

New

Added a new subject to provide information and direction that the Actual Expense deduction uses the verified actual expense amounts for the last calendar month which the compromise household is responsible to pay. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.10 – NA Overpayment Compromise - Compromise Determination - Compromise Expense Deduction - Percentage Expense Deduction

New

Added a new subject to provide information and direction that the Percentage Expense Deduction allows a separate deduction for each expense category. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.11 – NA Overpayment Compromise - Compromise Determination - Compromise Food Expense Deduction

New

Added a new subject to provide information and direction that the amount of the Compromise Food Expense deduction is determined based on the current Thrifty Food Plan. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.12 – NA Overpayment Compromise - Compromise Determination - Compromise Household Size Deduction

New

Added a new subject to provide information that the compromise household size deduction is based on the number of people in the compromise household. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.13 – NA Overpayment Compromise - Compromise Determination - Compromise Discretionary Income

New

Added a new subject to provide information that compromise discretionary income is used to determine the eligibility for the Compromise NA Overpayment Amount. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.14 – NA Overpayment Compromise - Compromise Determination - NA Overpayment Compromise Amount

New

Added a new subject to provide information and direction that based on the monthly income the compromise amount is determined. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.15 – NA Overpayment Compromise - Compromise Determination - Decision - Overview

New

Added a new subject to provide information and direction that after the required verification is received, the OP Unit completes the determination. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.16 – NA Overpayment Compromise - Compromise Determination - Decision - Eligible

New

Added a new subject to provide information and direction for when the person requesting the compromise is eligible for a compromise. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.17 – NA Overpayment Compromise - Compromise Determination - Decision - Approval

New

Added a new subject to provide information and direction for when the NUTRITION ASSISTANCE OVERPAYMENT OFFER OF COMPROMISE agreement is received. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E03F.18 – NA Overpayment Compromise - Compromise Determination - Decision - Denial

New

Added a new subject to provide information and direction for when the person requesting the compromise is NOT eligible for a compromise. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E05A – OARC Policy Support and Review Unit

Added information and direction for when an NA compromise is received. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E06B.09 – Methods of NA Overpayment Collection - Collection of Overpayment Under the Referral Limit

Corrected the overpayment threshold amount to $300 or less. Revised verbiage for clarity. (Effective 04/27/2020)

FAA6.E06B.10 – Methods of NA Overpayment Collection - Compromising NA Overpayments

Added information and direction for when an NA overpayment compromise can be requested. (Effective for all NA Overpayment Compromises requested on or after 01/21/2020.)

FAA6.E07A – IPV - Determination of an IPV

Added policy regarding honoring IPVs from other states. Added that written or electronic proof must be obtained when possible. (Effective for all IPVs, Overpayments, and Appeals established on or after 02/01/2020)

FAA6.E07B – IPV - Administrative Disqualification Procedures

Added policy information that a participant may choose an option stating that they do not admit to the facts as presented, they do not waive the right to a hearing and that DES must prove the allegations. (Effective for all IPVs, Overpayments, and Appeals established on or after 02/01/2020)

FAA6.E07B.01 – IPV - Administrative Disqualification Procedures – Local Office Responsibilities

Removed local office from the title and replaced with FAA. Added information that FAA must consider prior violations committed in another state when determining the appropriate sanction. Removed PRAP codes that APU does not key. (Effective for all IPVs, Overpayments, and Appeals established on or after 02/01/2020)

FAA6.E07B.02 – IPV - Administrative Disqualification Procedures - OARC Responsibilities

Added that OSI investigations are completed prior to the writing of the OP packet. Removed information regarding recalculating the OP. Added that household error overpayments of $2000 or more are referred to OSI for an OSI decline memo. (Effective for all IPVs, Overpayments, and Appeals established on or after 02/01/2020)

FAA6.E07C – IPV - Administrative Disqualification Appeals Waiver

Added that the participant may sign that they do not admit that the facts as presented are correct. They do not waive their right to require an Administrative Disqualification Hearing where the Department must prove that they committed and intended to commit an IPV. (Effective for all IPVs, Overpayments, and Appeals established on or after 02/01/2020)

FAA6.E07D.02 – IPV - Administrative Disqualification Appeal - Time Frames

Added policy regarding time frames for sending a hearing notice and how it must be sent. Removed local office and added the Overpayment Unit to the list of who ASA notifies of the administrative disqualification appeal decision. (Effective for all IPVs, Overpayments, and Appeals established on or after 02/01/2020)

FAA6.E07D.03 – IPV - Administrative Disqualification Appeal - Notification and Scheduling

Added that the participant may sign that they do not admit that the facts as presented are correct. They do not waive their right to require an Administrative Disqualification Hearing where the Department must prove by clear and convincing evidence that they committed and intended to commit an IPV. (Effective for all IPVs, Overpayments, and Appeals established on or after 02/01/2020)

FAA6.E07D.06 – IPV - Administrative Disqualification Appeal - Appeal Decision

Removed that ORAC sends a copy of the recalculated overpayment to the Collections Unit and the appropriate local office. (Effective for all IPVs, Overpayments, and Appeals established on or after 02/01/2020)

FAA6.E07D.07 – IPV - Administrative Disqualification Appeal - Appeal of the Decision

Added that a person may seek relief in a court having jurisdiction and may seek a stay or other injunctive relief of the period of disqualification. (Effective for all IPVs, Overpayments, and Appeals established on or after 02/01/2020)

FAA6.E07G – IPV - Notification of Disqualification

Changed to follow the current process regarding notices. (Effective 08/31/2020)

FAA6.F03 – Appeals - Overview

Added that FAA may request an appeal on a ruling of an Appeal Hearing when the agency disagrees with the decision of the Administrative Law Judge. Added time frames for NA and CA appeals. (Effective for all IPVs, Overpayments, and Appeals established on or after 02/01/2020)

FAA6.F03A – Appeal Hearings - Request Requirements

Added HEAplus to ways to request a hearing. Added that when a verbal request is made staff must confirm whether the appellant wants to attend the hearing by telephone or in person and whether the appellant needs a language interpreter or an accommodation for a disability. (Effective 08/31/2020)

FAA6.F03B – Appeals - Request Time Limits

Updated title format. Added Refugee Cash Assistance (RCA) and Tuberculosis Control (TC) appeals time frames. Removed exception boxes and made it part of the rule. (Effective 01/04/2020)

FAA6.F03C.02 – Notifying the Office of Appeals

Removed this section, as the form no longer exists. Everything is done in HEAplus, through the Appellate Services Administration (ASA) and automatically sent. (Effective 08/17/2020)

FAA6.F03D.04 – Pre-hearing Summary (FA-502)

Removed entire subject. Form no longer exists. (Effective 07/06/2020)

FAA6.F03E – Appeals Filed by FAA

New

Added a new section regarding appeals filed by FAA. Added that FAA has the right to appeal an adverse decision issued by the Administrative Law Judge. (Effective for all IPVs, Overpayments, and Appeals established on or after 02/01/2020)

FAA6.F03G – Office of Accounts Receivable and Collections (OARC) Procedures

Revised due to the FA-504 form is obsolete. (Effective 08/10/2020)

FAA6.F04D – Policy Support Team (PST) QC-100 Responsibilities

Removed the bullet of PST contacting the region office. (Effective 11/16/2020)

FAA6.F04C.02 – Region QC-100 Responsibilities - QC-100 Disagreement

Corrected the email address removed a paragraph that did not make sense reworded for clarity the actual role between OPE and the region staff. (Effective 11/16/2020)

FAA6.F04F.01 – QC District X – Procedures

Updated to include that OPE must be copied on the transfer request. Replaced the list of entities that were previously on this page with a link to QC District X-Overview. Added Note QC 100 must be attached and CNAP references. (Effective for any Q.C. District X Transfer request sent on or after 06/22/2020)

FAA6.F05 – Release of Confidential Information to Law Enforcement

Added links to contact information for submitting requests for potential fraud investigation. (Effective for all applications received on or after 05/18/2020)

FAA6.G01 – In the Event of a Large-Area Disaster

New

Separated general disaster overview from DNAP overview to identify that DNAP is one option that Arizona can use to assist Arizonans during a disaster. (Effective 05/18/2020)

FAA6.G02 – Disaster Nutrition Assistance Program - Overview

Removed general disaster overview from DNAP Overview. (Effective 05/18/2020)

FAA6.G12F – General Information - DNAP Case Files

Updated FAA-0556A routing and retention. (Effective 08/10/2020)

FAA6.I02 – Tribal TANF Assistance Programs

Correct wording to avoid double negative statement. (Effective 05/11/2020)

FAA6.I04A – Eligibility Requirements - Hopi Tribal TANF

Revise to clarify information needed for Tribal enrollment. (Effective 05/11/2020)

FAA6.I04C – Special Keying Requirements - Hopi Tribal TANF

Revise to clarify information needed for RARE and remove unneeded information. (Effective 05/11/2020)

FAA6.I04D.05 – Income and Resource Exceptions - Hopi Tribal TANF

Additional income exclusions were added based on the Hopi Family Assistance Program (HFAP) amendment to their Tribal Family Assistance Plan (TFAP). (Effective for all eligibility determinations completed on or after 01/06/2020)

FAA6.I06C – Special Keying Requirements - Pascua Yaqui Tribal TANF

Added acronym tags to page title and Added wording to RARE instructions for consistency. (Effective 05/11/2020)

FAA6.I07B – Special Keying Requirements – SRP-MIC LEARN

Added wording to RARE instructions for consistency. (Effective 05/11/2020)

FAA6.I08C – Special Keying Requirements - WMAT

Added wording to RARE instructions for consistency. (Effective 05/11/2020)

FAA6.I09C – Special Keying Requirements - San Carlos Apache Tribe TANF

Added wording to RARE instructions for consistency. (Effective 05/11/2020)

FAA6.R05 – Policy Dissemination Process

Changes were made because broadcasts sent by email were retired on 11/04/2019 and the What’s Changed CNAP Manual page replaced them. (Effective for all policy disseminations completed on or after 01/06/2020)

FAA6.R05A – Policy Dissemination Review/Training Confirmation (FAA-1215A)

Changes were made because broadcasts sent by email were retired on 11/04/2019 and the What’s Changed CNAP Manual page replaced them. (Effective for all policy disseminations completed on or after 01/06/2020)