Replacement Issuance of Used NA Benefits
 |
This subject includes information about replacement of NA benefits that are used to purchase food that was destroyed in a disaster or a misfortune.
Policy
Food purchased with NA benefits may be destroyed in a disaster or a misfortune that is beyond the control of the budgetary unit. When this occurs, the benefits used to purchase the food that was destroyed may be replaced.
There is no limit on the number of replacements for food purchased with NA benefits destroyed in a disaster or a misfortune.
Disasters include all of the following:
●Fire
●Flood
●Tornado
●Other disasters beyond the control of the budgetary unit
Misfortunes include all of the following:
●Power outage or appliance failure that causes food spoilage
●Infestation
●Theft of food
●Other misfortunes beyond the control of the budgetary unit
The Replacement Issuance of Used NA Benefits is separate from any of the following:
●The Disaster Nutrition Assistance Program (DNAP) policy when a disaster is declared by the President of the United States. (See DNAP for additional information regarding food assistance to Arizonans when there is a disaster in a large area of the state).
NOTE When a federal disaster is declared, budgetary units are not eligible to receive both DNAP and disaster or misfortune benefit replacements at the same time.
●The Replacement Issuance of Stolen Benefits policy when NA benefits are lost due to electronic benefit theft. (See Replacement Issuance of Stolen Benefits for electronic benefit theft definition and eligibility.)
Replacement Eligibility
The budgetary unit is potentially eligible for a replacement when all of the following conditions are met:
●The replacement request is for food that was purchased with NA benefits only.
●The participant or authorized representative timely reports the destruction of food to FAA either verbally or in writing.
●The participant or authorized representative completes and signs one of the following:
Replacement of Nutrition Assistance (NA) Benefits – Food Destroyed in a Disaster or Misfortune (FAA-1842A) form
OnBase FAA1842A Disaster NA Replacement Request Unity form
NOTE Completion of a Unity form requires assistance from FAA staff. To complete and sign a Unity form, contact FAA using one of the following methods:
●Telephone (See Customer Care Center for contact information and hours.)
●In person at any FAA office. (See the DES Office Locator webpage found at https://des.az.gov/find-your-local-office and click ‘Find a DES Office’ to locate the nearest FAA Office.)
The FAA-1842A and the OnBase Unity form require the participant or the authorized representative to attest to all of the following:
●That the food purchased with NA benefits was destroyed.
●The penalties for making fraudulent statements under Federal and State laws are understood.
Amount of Benefit Replacements
When determined eligible for a replacement, the amount is the lesser of the following:
●The actual value of the loss
●One month of benefits
Reporting Timeframes
The budgetary unit is potentially eligible for replacement of NA benefits when all of the following are met:
●The destruction of food is reported to FAA within ten calendar days(g). The ten-day timeframe starts the day after the loss occurred. When the tenth day falls on a holiday or weekend, the due date is moved to the next workday(g).
●The participant or authorized representative returned the completed FAA-1842A form within 10 calendar days from the date of the verbal or written report of the loss to FAA.
How to Submit a Request for Replacement of Used NA Benefits
The participant or authorized representative may report the destruction of food and request a replacement of benefits by any of the following methods:
●By calling (855) 432-7587, Monday through Friday, from 7:00 a.m. to 6:00 p.m. excluding state holidays.
●In writing by completing the FAA-1842A form. The form can be downloaded from the DES Document Center. The completed and signed form may be returned by any of the following methods:
By mail to the Department of Economic Security, PO Box 19009, Phoenix, AZ 85005-9009
By fax to (602) 257-7031 or toll free to (844) 680-9840
In person at any FAA Office
Replacement Processing Timeframes
When eligible for replacement, the benefits are issued within ten calendar days of the receipt of the request or within two workdays of receiving the required statement, whichever is later.
Request for Benefits Replacement Denial
The request for replacement is denied when any of the following occurs:
●The destruction of food is reported to FAA untimely.
●The FAA-1842A or Unity form is not signed by the participant or authorized representative.
●The FAA-1842A or Unity form is submitted to FAA untimely.
●The request is for the replacement of food purchased with CA benefits.
●The request for replacement appears to be fraudulent.
FAA sends a notice when the request for replacement is denied. The notice informs the budgetary unit of the denial reason and the budgetary unit’s appeal rights.
Appeal Hearing
The participant or authorized representative has the right to request an appeal when they disagree with a decision or action taken by FAA. An appeal can be requested when any of the following occurs:
●The request for replacement is denied.
●FAA does not act timely on the participant’s request for benefit replacement.
NOTE Participants are not eligible for replacement benefits pending a hearing.
See Right to an Appeal Hearing for additional information regarding the participant’s appeal rights.
Procedures
When a request for replacement due to a disaster or misfortune is received, complete all of the following:
●When the replacement request is received verbally, complete the OnBase FAA1842A Disaster NA Replacement Request Unity form while speaking with the participant or authorized representative over the phone or in person. The Unity form can be signed using one of the following methods:
Signature pad when the participant or authorized representative is present in the office.
Voice signature recording when the participant or authorized representative is on the phone.
NOTE When the OnBase Unity form is unavailable, the participant must provide a completed and signed Replacement of Nutrition Assistance (NA) Benefits – Food Destroyed in a Disaster or Misfortune (FAA-1842A) form.
●When an FAA-1842A form is received in person at an FAA office complete all of the following:
Confirm the FAA-1842A was signed by the participant or authorized representative.
Upload the FAA-1842A to OnBase ensuring it is indexed correctly.
●Verify the disaster or misfortune through collateral contact verification, a home visit, or documentation from a related community agency (fire department, Red Cross, etc.).
●Document the case file(g) with all actions taken and verification obtained.
●Send an email to an office supervisor and the local office manager (LOM). The office supervisor or the LOM reviews the FAA-1842A (paper or Unity) form for completeness and signature and completes one or more of the following:
Elevates the facts of the NA claim by sending an email to their appropriate Region Program Manager (RPM) or designee when the request for replacement is approved. The RPM or designee completes the EBT Emergency Benefits e-form and sends the form via email to the FAA EBT Emergency Benefits Unit.
Returns the FAA-1842A to the FAA staff when the form is incomplete, not signed, or additional information is needed. When additional information is needed, the participant is allowed 10 calendar days(g) to provide the information. The request for replacement is denied when the participant fails to provide the requested information.
When the request for replacement is received by mail or fax, the Centralized Document Services (CDS) staff upload the FAA-1842A to the appropriate tracker for processing.
When the request for replacement is approved, the Replaced Misfortune or Disaster (F707) notice is sent.
Verification
The case file(g) must be reviewed before verification is requested.
The participant has the primary responsibility for providing verification. (See Participant Responsibilities – Providing Verification for additional policy.)
Verification of a disaster or misfortune includes the participant’s attestation to the loss of benefits by completing and signing the Replacement of Nutrition Assistance (NA) Benefits – Food Destroyed in a Disaster or Misfortune (FAA-1842A) form and any of the following:
●Collateral contact or documentation from a related community agency (fire department, Red Cross, etc.) regarding the disaster
●Collateral contact to the source responsible for the misfortune, such as a utility company, landlord, etc.
●News articles on any available platform including television, social media, or radio.
NOTE The completed and signed form is required to be retained in the case file.
AZTECS Procedures
Full or partial replacement of NA benefits is authorized in FSRE. Only designated staff have access to FSRE. For additional information and procedures regarding FSRE, see FSRE AZTECS screen information.
Legal Authorities
7 CFR 274.6(a)
7 CFR 274.6(a)(2)
7CFR 274.6(a)(3)(2)
7 CFR 274.6(a)(6)(ii)
7 CFR 274.6(a)(7)(i)
7 CFR 274.6(b)
last revised 04/01/2024