Crossmatch Reports
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This section includes information about crossmatch reports that are received from various federally mandated interfaces with other agencies.
Policy
Third-party sources(g) report changes to FAA through various federally mandated interfaces. When information is received by FAA through a crossmatch report, the information is considered one of the following:
FAA receives all of the following crossmatch reports through various federally mandated interfaces:
●Operation Talon Fleeing Felon Crossmatch Report provided by Arizona Department of Public Safety (DPS)
●Outstanding Felony Warrant Crossmatch Report provided by the Arizona Department of Public Safety (DPS)
●Jail Inmate Crossmatch Report provided by the Maricopa County Sheriff’s Office (MCSO)
●Felony Drug Conviction Crossmatch Report provided by the County Superior Courts of Arizona
NOTE The Maricopa and Pima County Superior Court systems do not provide information for the Felony Drug Conviction Crossmatch Report because the court records are available online.
●Deceased Participant Crossmatch Reports include all of the following:
The Arizona Department of Health Services (ADHS) Office of Vital Records Report. This report is considered verified upon receipt.
The Social Security Administration (SSA) Master Deceased Participant Crossmatch Report. This report is considered unclear information.
FAA reviews crossmatch reports to determine whether the budgetary unit is required to provide verification of the information reported. Additional verification is not required to effect changes to benefits or eligibility based on information that is considered verified upon receipt. (See Verifying Reported Changes for more information)
When FAA determines additional verification is required, a notice requesting the verification is sent no later than the close of business on the workday(g) after the change is received. When the participant does not return the verification requested, one of the following occurs:
●The benefit amount is reduced
●An open case is closed
●A new application is denied
When reapplying after closure, all of the following is considered:
●Verification requested regarding the crossmatch report must be provided prior to authorizing benefits for the participant identified on the report.
●When the participant identified on the report is the only person in the budgetary unit, the verification must be provided before benefits are approved. This includes NA expedited benefits.
Procedures
Closed Cases
When the case is closed, complete all of the following:
●Place the crossmatch report in the case file(g).
●Document the case file with the outcome of all actions taken.
Open or Pending Cases
Complete all of the following when a crossmatch report is received:
●Review the reported change in ACTS and determine the source of the information reported. (See ACTS Alerts for more information.)
●Review the case file(g) and the appropriate screens to determine how the change affects all programs.
NOTE A reported change may affect the eligibility of additional AZTECS cases. Review CAP3 to identify all open cases in which the participant is known. All affected cases must have all appropriate actions completed in accordance with the reporting standard applied to the affected case.
●Determine whether the information is Verified upon receipt(g) or Unclear(g). When the information is considered verified upon receipt, no additional verification is requested.
●When the information is unclear, send the appropriate notice requesting verification regarding the information provided on the report.
Complete all of the following when the participant denies the information on the crossmatch report:
●Contact Research & Analysis (R&A) via email. (See R&A for contact information.)
●R&A may contact the Office of Special Investigations (OSI) for assistance when needed.
●Place a copy of the Office of Special Investigations (OSI) Referral form in the case file.
●Document the crossmatch report discrepancy in the case file.
●Take no further action until the issue is resolved.
When there is only one participant in the budgetary unit and the participant fails to respond to a request for information or when the information on a crossmatch report is confirmed, the case is closed. Complete all of the following:
●Close the case for the first month possible allowing for NOAA.
●Take the appropriate actions in AZTECS.
●Complete an Overpayment Referral when FAA failed to stop the benefits in a timely manner.
●Document the case file(g) with the outcome of all actions taken.
When other participants are included in the budgetary unit and the participant fails to respond to a request for information on the crossmatch report or when the information is confirmed, the participant is disqualified. Complete all of the following for the disqualified participant:
●Take the appropriate actions in AZTECS.
●Send the appropriate notice to inform the PI(g) of the change in benefits.
●Complete an Overpayment Referral when FAA failed to reduce the benefits in a timely manner.
●Document the case file with the outcome of all actions taken.
●When the disqualified participant is also the PI, determine whether any of the following policy applies:
CA - CA EBT Alternate Card Holder
NA - Emergency Representative
Notices
When a NA or CA participant has been identified on a crossmatch report, and verification is required, send the appropriate notice listed below.
Operation Talon Fleeing Felon Crossmatch Report
Send the C015 notice to the PI using the information noted on the specific crossmatch report.
Outstanding Felony Warrant Crossmatch Report
Send the C017 notice to the PI using the information noted on the specific crossmatch report.
Jail Inmate Crossmatch Report
Send the C018 notice to the PI using the information noted on the specific crossmatch report.
Felony Drug Conviction Crossmatch Report
Send the C020 notice to the PI using the information noted on the specific crossmatch report.
NOTE When the Felony Drug Conviction Crossmatch Report is received with Superior Court of Arizona minutes attached, the C020 notice is not required.
Deceased Participant Crossmatch Report
Send the Verification of Death Match Information (C026) notice using the information noted on the crossmatch report.
Verification
Information on the Deceased Participant Crossmatch Report from the Arizona Department of Health Services (ADHS) Office of Vital Records is considered verified upon receipt(g). No additional verification is required.
For all other reports, the participant has the primary responsibility for providing verification. (See Participant Responsibilities – Providing Verification for additional policy.)
AZTECS Keying Procedures
When immediate action is not required, key Y in the UNCLEAR INFO field on INDA. No further action is required.
When the death of a participant is verified, see Death of a Participant AZTECS Keying Procedures for unique AZTECS keying procedures.
When there is only one person in the budgetary unit and the participant fails to respond to a request for information on the crossmatch report, complete all of the following:
●Key one of the following applicable Denial Closure Reason Codes on AFED or FSED:
FE: (Failure to provide information on Felony Drug Conviction)
FF: (CA-Failure to provide information on Fleeing Felon)
FG: (NA-Failure to provide information on Fleeing Felon)
RK: (Failure to provide information on residing in jail or prison)
When there is only one person in the budgetary unit and the information on a crossmatch report is confirmed, complete the following:
●Key one of the following applicable Denial Closure Reason Codes on AFED or FSED:
FD (Felony Drug Conviction Report)
FF (Fleeing Felon Report)
FW (Felony Warrant Report)
RJ (Jail Inmate Report)
NOTE For NA, when denying or closing benefits using the FD, FF, or RJ Denial Closure Reason Codes, send the NA – Ineligible (F210) notice.
When there are other participants in the budgetary unit and the participant fails to respond to a request for information on the crossmatch report, or when the crossmatch report is confirmed, complete all of the following for the disqualified participant:
●Key all of the following in the PT field on SEPA:
For CA key DI
For NA key DF
●Key one of the following in the INELIG RSN field:
FE: (Failure to provide information on Felony Drug Conviction)
FF: (CA-Failure to provide information on Fleeing Felon)
FG: (NA-Failure to provide information on Fleeing Felon)
RK: (Failure to provide information on residing in jail or prison)
Legal Authorities
7 CFR 272.12(c)
7 CFR 273.1(b)(7)
7 CFR 273.1(b)(7)(vi)
7 CFR 273.2(f)(11)
7 CFR 273.2(f)(11)(ii)
7 CFR 273.2(f)(11)(iii)
7 CFR 273.11(c)(1)
7 CFR 273.11(c)(4)(i)
7 CFR 273.11(c)(4)(ii)
7 CFR 273.11(k)(13)(m)
7 CFR 273.11(n)
7 CFR 273.11(s)
7 CFR 273.12(a)(5)(vi)(B)(2)
7 CFR 273.13(a)(b)(c)
7 CFR 273.16(i)(6)
7 CFR 273.16(i)(8)(ii)
7 CFR 274.2(i)(4)
last revised 02/20/2024