NA Mid Approval Contact (MAC)
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This section includes NA Mid Approval Contact (MAC) information for NA budgetary units assigned an approval period of 12, 24, or 36 months.
Policy
Simplified reporting NA budgetary units assigned to 12, 24, or 36-month approval periods are required to report all of the following changes midway through the approval period by completing a Mid Approval Contact (MAC):
●Residential address and the associated change in shelter cost.
●Anyone moving in or out of the budgetary unit.
●Source of income for any participant of the budgetary unit.
●A $125 or more reduction or increase in gross income.
●Court ordered child or medical support the participant is paying.
●Lottery or gambling winnings from a single game that meets or exceeds the winnings reporting amount. For the current amount, see Winnings Reporting Amount.
●Decrease of work hours below 80 per month for any adult participant aged 18 through 52. (See ABAWD Eligibility and Requirements for more information)
NOTE The ABAWD question is included with the Mid Approval Contact Form (X027) notice when a budgetary unit includes a participant meeting an ABAWD work requirement.
See Simplified Reporting for more information on what changes a participant is required to report outside of the MAC process.
The MAC process begins with one of the following:
●Month 5 for 12-month approval periods. (See Example 1)
●Month 11 for 24-month approval periods. (See Example 2)
●Month 17 for 36-month approval periods. (See Example 3)
The participant can respond to the MAC notice using any of the following:
●The MyFamilyBenefits (MFB) website at https://myfamilybenefits.azdes.gov/.
●Interactive Voice Response (IVR MAC).
NOTE When the participant answers Yes to one or more questions, the IVR MAC routes the caller to speak with an FAA staff member. The Customer Care Center is available Monday through Friday between the hours of 7:00 a.m. to 6:00 p.m. (excluding state holidays).
●Mid Approval Contact Form (F027 or X027) notice.
●OnBase Mid Approval Review Unity Form.
NOTE Completion of a Unity form is done with the assistance of FAA staff. To complete and sign a Unity form, contact FAA in one of the following ways:
●Telephone. (See Customer Care Center for contact information and hours.)
●In person at any FAA office. (See the DES Office Locator webpage at https://des.az.gov/find-your-local-office and click ‘Find a DES Office’ to locate the nearest FAA office.)
●Nutrition Assistance (NA) Mid Approval Contact (FAA-1108A) form
NOTE The FAA-1108A form should be used for in-person contact and when the OnBase Mid Approval Review Unity Form is unavailable.
●An official application when all required information is completed, and the document is signed.
NOTE An official application can be used to respond to the MAC when all required information is completed and the document is signed. A completed application meets the MAC requirements.
A completed MAC includes all of the following:
●Name of the participant
●Responses to all the questions
●Signature of the Primary Informant PI(g) or their Authorized Representative
The PI or Authorized Representative is required to complete and return the MAC form and provide all verification, when requested, to continue receiving benefits.
The MAC notice informs the participant of all the following:
●The requirement to complete the MAC form.
●The due date to return the completed and signed form.
●The requirement to answer all the questions on the form.
●The consequences of failure to complete and return the form.
●The requirement to complete the appropriate section within the form when any question is answered with a Yes.
●The requirement to sign the certification section attesting to the truthfulness of all the information being provided, and the understanding that reported changes may cause a decrease or closure of benefits.
●Options for how to return the form.
NA Mid Approval Contact Process
When all the MAC questions are answered with a No and a signature is provided, no further action is needed from FAA.
Budgetary units with a 12-month approval period, are sent the initial MAC notice on the first workday of the fifth month.
Budgetary units with a 24-month approval period, are sent the initial MAC notice on the first workday of the 11th month.
Budgetary units with a 36-month approval period, are sent the initial MAC notice on the second workday of the 17th month.
When the participant fails to provide a completed MAC by the due date, a second notice is generated and mailed, according to all of the following:
●Generated on the 23rd day and mailed between the 25th and 28th day of the fifth month (for 12-month approvals)
●Generated on the 23rd day and mailed between the 25th and 28th day of the 11th month (for 24-month approvals)
●Generated on the 23rd day and mailed between the 25th and 28th day of the 17th month (for 36-month approvals)
The second notice informs the participant that no response was received, or the MAC was incomplete. This gives the participant another 10-calendar day opportunity to provide a completed MAC.
When the participant does not respond to the second notice, FAA sends a third notice notifying the budgetary unit that NA benefits are stopped and the effective month benefits stopped, allowing for adequate notice. An adequate notice is a notice of action that is sent to the budgetary unit before benefits are affected. The notice is mailed before the effective date of the action.
When the benefits are stopped due to not providing all the required verification, benefits can be reopened without a new application when all of the following apply:
●The budgetary unit provides the requested information within 30 calendar days of the effective date benefits were stopped.
●The budgetary unit has a minimum of 30 calendar days left in their approval period.
MAC Compliance - A Change is Reported
When a completed MAC is received, and one or more of the questions are answered with a Yes, additional action is needed from FAA based on the reported change. Verification may need to be requested. The change is affected for all open programs.
Procedures
When the application meets the Mid Approval Contact (MAC) requirements, an ACTS alert is not generated. When the participant complies with the MAC process and INDA has not been updated with a “Y”, the worker must manually set the RV ACTS alert and update INDA.
Quick Access Menu:
●Noncompliance - Failure to Complete a MAC Form
Compliance with No Change Reported
When any of the following completed MAC document types are uploaded to OnBase AZTECS automatically displays a Y in the MAC RECD field on INDA:
●MyFamilyBenefits
●OnBase Unity Form
●Interactive Voice Recognition (IVR) Voice or Phone keypad
●X027 or F027 Notice
●FAA-1108A
Review the UNCLEAR INFO indicator field on INDA and complete one of the following:
●When the UNCLEAR INFO indicator field on INDA is keyed Y see MACC - MAC HAS ALL N BUT RESOLVE UNCLEAR INFO for more directions.
●When the UNCLEAR INFO indicator is blank, the budgetary unit’s compliance with the Mid Approval Contact (MAC) process is complete. No further action is needed from FAA. The budgetary unit is eligible to receive their NA benefits for the remainder of the approval period.
Compliance with a Reported Change
Review the UNCLEAR INFO indicator field on INDA and complete one of the following:
●When the UNCLEAR INFO indicator field on INDA is keyed Y see MAC CHANGE AND RESOLVE UNCLEAR INFO
●When the UNCLEAR INFO indicator is blank, send the INFORMATION NEEDED – NA (F011) notice and allow the budgetary unit 10 calendar days to return the verification.
Noncompliance - Failure to Provide Verification
When the participant fails to provide the requested mandatory verification, close the case using the appropriate Denial Closure Reason Code, allowing for NOAA. Send the F200 Denial Closure notice and document the case file.
When the budgetary unit fails to provide verification of allowable expenses do not stop the benefits. Determine the benefits without the deduction allowing for NOAA.
Noncompliance - Failure to Complete a MAC Form
When the MAC RECD field on INDA remains blank, AZTECS stops the NA benefits during the auto close process for failure to complete the MAC using the IV Denial Closure Code. AZTECS sends the X026 notice. No additional notice is required.
NOTE When the benefits must be closed manually, send the F026 closure notice.
FAA staff must update INDA when completing the MAC process manually with the participant, either in person or over the phone to prevent AZTECS from incorrectly closing NA during the auto close process.
NOTE When this occurs an ACTS alert is not generated. When the participant complies with the MAC process and INDA has not been updated with a “Y” the worker must manually set the RV ACTS alert and update INDA
Compliance After Auto Close Process
When the participant complies after the auto close process but before the effective date of closure, an ACTS alert (MACC - REVIEW FOR REPT-MAC PROVIDED) is generated with a three-day due date.
When the participant complies with a completed MAC within 30 calendar days after the effective date of closure, a new application is not required when there is at least one month remaining in the approval period. For more information, see Reopening Reasons.
A MAC is considered complete, and may be reopened, when all of the following are provided:
●Name of the participant
●Responses to all the questions
●Signature of the Primary Informant(g) or their Authorized Representative
NOTE When the participant complies after the auto-close process but before the effective date of closure, the MACA REPT code is used to reopen the case. When the participant complies with a completed MAC within 30 calendar days after the effective date of closure, the NAWA REPT code is used to reopen the case.
Process any change reported on the MAC. (See Effecting Changes to work the change.)
Incomplete MAC Form
The MAC form is incomplete when the participant fails to complete any of the following:
●Provide a signature electronically, verbally, or in writing
●Answer all the questions
When an incomplete MAC form is received, AZTECS treats the form as though it was not provided. A second X027 is generated on the 23rd day of the 5th, 11th, or 17th month, when that date has not passed.
When the participant still does not comply with the MAC process or the incomplete MAC was turned in after the 23rd day of the 5th, 11th, or 17th month, AZTECS sends the Mid Approval Contact Closure (X026) notice, notifying the budgetary unit the case is closed allowing for adequate notice.
MAC Auto Process
When the MAC form is uploaded to OnBase with the MID APPROVAL CONTACT document type, AZTECS automatically completes all of the following overnight:
●Displays a Y in the MAC RECD field on INDA
●Generates the MAC CHANGE PROCESS (MACC) ACTS Alert. The ACTS alert assigned by AZTECS is due three workdays from the date the alert is generated
The MAC form must be uploaded to OnBase for the auto process to occur. Once the MAC form is uploaded, the programming allows AZTECS to identify whether the MAC form is complete or incomplete. AZTECS completes all of the following actions:
●Determines when a change is reported
●Sends the second X027 when the MAC form is incomplete
NOTE It is very important that the correct Document Type of MID APPROVAL CONTACT (FAA-1108A, Unity form, X027, F027, or MyFamilyBenefits is selected when any of the MAC forms are received and uploaded to OnBase. When an incorrect Document Type is selected, it prevents AZTECS from automatically displaying Y in the MAC RECD field on INDA. This causes AZTECS to incorrectly close NA during the auto close process.
When the participant complies with the MAC process and INDA has not been updated with a “Y” the worker must manually set the RV ACTS alert and update INDA.
When the participant returns the completed and signed MAC form and answers Yes to any of the questions on the form, AZTECS populates the Y in the MAC RECD field on INDA and generates an ACTS alert.
When an incomplete MAC form is received, AZTECS does not update the MAC RECD field on INDA. AZTECS identifies the form as incomplete and sends the second MAC notice. When the second form is incomplete or not returned, AZTECS closes the NA benefits during the auto close process and sends the Mid Approval Contact Closure (X026) notice.
The MAC RECD field on INDA is an indicator that the budgetary unit complied by providing a completed and signed MAC form and the form was uploaded into OnBase(g).
FAA staff must update INDA when completing the MAC process manually with the participant, either in person or over the phone to prevent AZTECS from incorrectly closing NA during the auto close process.
Verification
System interface and the case file(g) must be reviewed before verification is requested. No additional verification is needed when AZTECS interface or HEAplus hubs have verified the information.
The participant has the primary responsibility for providing verification. (See Participant Responsibilities – Providing Verification for additional policy.)
When no changes are reported, the following completed and signed Mid Approval Contact (MAC) are the only verification needed:
●MyFamilyBenefits
●OnBase Unity Form
●Interactive Voice Recognition (IVR) Voice or Phone keypad
●The MAC notice sent to the participant
●FAA-1108A form (for in-person contact only)
NOTE The MAC must have a signature and all questions answered to be considered a completed form.
When a change is reported, additional verification may be needed. Required verification depends on what change is reported.
AZTECS Keying Procedures
When completing the Mid Approval Contact (MAC) in person or on the phone, FAA must key the Y on INDA.
When the signed MAC form is uploaded to OnBase with the MID APPROVAL CONTACT (FAA-1108A, X027, F027, Unity form or MFB) Document Type, AZTECS automatically displays a Y in the MAC RECD field on INDA. The budgetary unit’s compliance with the MAC process is complete.
When the Information Needed – NA (F011) notice is sent, an ACTS alert is not system generated. When the participant complies with the MAC process and INDA does not display a Y in the MAC RECD field, complete all of the following:
●Manually set an RV ACTS alert
●Key Y in the MAC RECD field on INDA
●Extend the alert to the workday after all requested verification is due
When the budgetary unit fails to provide the requested mandatory verification, close the case using the appropriate Denial Closure Reason Code, allowing for NOAA. Send the F200 Denial Closure notice and document the case file.
When the participant complies after the auto close process but prior to the effective date of closure revert the NA program to open on REPT using the MACA (MID APPROVAL CONTACT COMPLIANCE) REPT Code.
When the budgetary unit complies within 30 calendar days after the effective date of closure, and there is at least one month left in the approval period, revert the NA program to open on REPT using the NAWA REPT Reason Code. Benefits will be prorated from the date of compliance.
Examples
1) Maria’s NA benefits are approved for the months of 01/2019-12/2019.
Since Maria’s budgetary unit is assigned a 12-month approval period, the budgetary unit is required to complete a Mid Approval Contact (MAC) in 05/2019 or 06/2019.
2) Maria’s NA benefits are approved for the months of 01/2019-12/2020.
Since Maria’s budgetary unit is assigned a 24-month approval period, the budgetary unit is required to complete a Mid Approval Contact (MAC) in 11/2019 or 12/2019.
3) Maria’s NA benefits are approved for the months of 01/2019-12/2021.
Since Maria’s budgetary unit is assigned a 36-month approval period, the budgetary unit is required to complete a Mid Approval Contact (MAC) in 05/2020 or 06/2020.
Legal Authorities
2150063 – AZ Reinstatement Waiver Extension
7 CFR 273.12(a)(1)(i)(D)
7 CFR 273.12(a)(5)(ii)(B)
7 CFR 273.12(a)(5)(ii)(B)(1 – 4)
7 CFR 273.12(a)(5)(ii)(C)
7 CFR 273.12(a)(5)(iii)
7 CFR 273.12(a)(5)(iii)(B)
7 CFR 273.12(a)(5)(iii)(D)
7 CFR 273.12(a)(5)(iii)(E)
7 CFR 273.12(a)(5)(iii)(G)(1 – 3)
7 CFR 273.12(a)(5)(iv)
7 CFR 273.12(a)(5)(v)
7 CFR 273.12(a)(5)(vi)
last revised 09/16/2024