Reporting Changes
It is the responsibility of the participant to report changes based on the policy specifications.
Policy
Budgetary units are subject to Standard Reporting or Simplified Reporting, or a combination of both, depending on the program involvement. A notice is sent when NA or CA benefits are approved. The approval notice identifies which reporting method the budgetary unit has been assigned.
NOTE NA and CA may be assigned different reporting methods.
Changes in circumstances causing changes in benefits may also be reported through system reports or reported by a third-party.
A reported change for one program is considered a reported change for all programs and for all open cases in which the participant is known.
Change Reporting Time Frame
At the interview, the participant must report any changes that have occurred from the application date through the interview date.
After the interview, changes must be reported with all of the following guidelines when appropriate:
●No later than the tenth calendar day of the month following the month the change occurred.
●For Tribal TANF, changes occurring after the approval must be reported within ten calendar days of the date the change becomes known to the budgetary unit.
●When the reporting deadline falls on a weekend or holiday, the reporting due date is extended to the following workday(g).
When verification is needed, the participant must respond to the notice requesting the verification by the due date on the notice. Failure to respond to notices requesting verification may cause benefits to be denied or stopped.
Failure to report a change timely that results in a benefit decrease or case closure may cause an overpayment that the participant must repay.
What Types of Changes Must be Reported?
The changes that must be reported depend on the reporting method assigned to the budgetary unit. See Standard Reporting or Simplified Reporting to determine what types of changes must be reported.
How to Report a Change
The participant may report changes verbally or in writing. When the participant reports the change in writing, they may use the Change Report (FAA-0412A) form, or other written communication.
The reported date for the change is the date a change is received by an FAA office through any of the following methods:
●Over the phone by calling the Customer Care Center for HEAplus, AHCCCS and FAA at (855) 432-7587
●By mail
●By fax
●Online through Health-e-Arizona Plus (See https://www.healthearizonaplus.gov/)
●Online through MyFamilyBenefits (See https://myfamilybenefits.azdes.gov/)
●In person at any FAA office
To locate the nearest FAA office, click ‘Find a DES Office’ on the DES Office Locator webpage found at https://des.az.gov/find-your-local-office.
FAA office hours are weekdays from 8:00 a.m. to 5:00 p.m. (Mountain Standard Time) except for state holidays.
NOTE Some FAA office locations observe Daylight Saving Time(g)
When an application is received in the FAA office it is reviewed and treated as a reported change.
Procedures
When an application is received in the FAA office, determine whether the application should be treated as a change.
When the participant or someone acting on their behalf comes into the FAA office to report a change, give them an FAA-0412A to complete. Assist the participant as needed. When possible, review the completed FAA-0412A before the participant leaves the office to ensure that the information provided is complete. The FAA office should scan the FAA-0412A to OnBase on the workday it is received.
When the change is reported by telephone, discuss the change with the participant and ensure that the information provided is complete. Attempt to resolve unclear or missing information with the participant while they are still on the telephone.
Place the information provided by the participant (e.g., change report, telephone message) in the case file(g) and document the change information. The documentation must include, and is not limited to, all of the following:
●The type of change
●The date the change occurred
●The date the change was reported
●The date the verification was requested and provided
●Verification of the change as provided by the participant or obtained by FAA
●Any other information that supports the action taken
NOTE The FAA-0412A may be used as a guideline to document complete information.
Renewal applications must be screened for potential changes. The screening process and any changes must be addressed by the close of the following workday.
A reported change may affect the eligibility of multiple AZTECS cases. Review CAP3 to identify all open cases in which the participant is known.
For procedures about working changes, see When to Effect Changes and Working ACTS Alerts.
Legal Authorities
7 CFR 272.12(c)
7 CFR 273.13(a)(b)(c)
AAC R6-12-901
AZ State TANF Plan
last revised 08/30/2021