709.05 Replacing Undelivered Coupons SR 95-67, 11/95 (FSM-A) |
See SR 98-50 dated 8/98 for changes to this policy applicable only to Concord D.O. pilot implementation of New HEIGHTS.
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The policy for replacing coupons depends on why the household did not receive them.
When the post office returns coupons to State Office as undeliverable, the Bureau of Data Management (BDM) and the District Office must take the following actions:
BDM Actions
. Record the returned coupons.
. Enter the following information on Form 454, Notice of Undelivered Coupons.
- the batch number and the authorization to issue (ATI) number for the window period only,
- the case name, case number and District Office,
- the original address to which the food stamps were mailed,
- the reason the food stamps were returned as undeliverable, and
- a "yes" or "no" to indicate whether the District Office requests that the food stamps be pulled from the issuance.
. Notify the District Office by E-mail that stamps have been returned due to an incorrect mailing address.
. Keep the returned coupons in secure storage until they can be remailed or returned to inventory.
. Do not redirect stamps to the District Office unless the individual has arranged with the District Office to pick them up.
District Office Actions
. Attempt to secure an accurate mailing address within 5 working days of the date of BDM's E-mail, or by the end of the month, whichever comes first.
. If a new address is available, send it to BDM so the undelivered coupons can be remailed. BDM will only remail at District Office request. For the stamps to be remailed the same day, BDM must receive the address by 2:30 p.m.
. If no new address is available within the 5 day limit, suspend future issuances until one of the following occurs:
- a new address is determined,
- the certification period expires, or
- the case is closed.
When no new address can be obtained by the end of the month, note the reason in the case record.