SNAP: UpdatedChanges: Replacement of Destroyed Food

OAC 340:50-11-64 permits the replacement of food purchased with SNAP benefits lost due to a “household misfortune”. Power loss when caused by ice or storms may qualify for replacement. This does not include an appliance malfunction unless it was caused by the misfortune (e.g. ice, storms, floods).

How to help clients who lost food?

If a SNAP recipient reports they lost food due to the power outage, document their statement in FACS case notes, and inform the household they must complete and sign the Destroyed Food Replacement Request. We must receive this completed Request within 10 calendar days of the loss. When the tenth calendar day falls on a weekend or holiday, the Request must arrive by the next business day.

The household may download the Request online, but if the household does not have any internet access, we may need to mail the Request to them. The household may compete and sign the form. If the household turns in a paper request, it must be uploaded to OnBase.

The household may give the worker permission to complete the Request while on the phone with and sign on behalf of the household. In these instances, you must document in case notes to whom you spoke, how you verified the caller’s identity, and give a brief explanation of why this is being completed for the client. To complete the form with the client, you must enter your work email so you can receive the form.

You do not need to upload or image the form once it has been completed electronically. The form will automatically be uploaded to OnBase when it is submitted.

If you submit a request and then proceed with processing the replacement, remember to access OnBase to cancel the task to Current immediately after submitting and complete the replacement at the same time.

How to evaluate the Request?

The federal rules, 7 C.F.R. 276.6(a)(6)(ii), require us to verify “the destruction occurred in a household misfortune or disaster.” We may use documentation from the utility provider website mapping system or media reporting of affected areas such as documented weather warnings concerning storms or floods.

Our federal partners have previously indicated that any electrical outage exceeding twelve hours requires us to replace destroyed food. Use this as a rule of thumb, but do not automatically refuse to replace destroyed foods when the household states food spoiled in less than 12 hours. Document their statement in case notes, and issue replacement benefits.

Please note: They have to actively have open benefits at time of the misfortune in order to complete the request.

How much to reissue?

Use the client’s statement to determine the amount of loss. The maximum amount we can replace is the actual amount of food lost up to one month’s issuance. If they received SNAP in the month prior to the replacement request month; use that amount as a guide on what the maximum benefit you can replace. If the household did not receive SNAP the month prior; or received a smaller prorated amount; use the current month’s allotment as the maximum benefit you can replace.

Example 1:

The Smith household calls to report a loss of food due to the electricity being out at their property for 24 hours. They state they lost $150 of perishable food. Their SNAP monthly benefit for last month was $270.

The worker followed procedures to verify the electrical outage in the area and $150 dollars of SNAP benefits were replaced.

Example 2:

The Ramsey household calls to report a loss of food due to tornado damage to their home. They report that they lost all their food as they cannot immediately go to the home to retrieve any items. They state $350 as the amount lost. They were certified for SNAP last month and only received a $50 prorated amount and their current monthly amount is $250.

The worker followed procedures to verify the location of the tornado and $250 dollars of SNAP benefits were replaced.

Example 3:

The Lincoln family calls to report a loss of food due to their freezer in the garage malfunctioning. They discovered it that morning as they were preparing breakfast. They state $100 as the amount lost. When asked they acknowledged that the electric did not go off in their home.

The worker followed procedures to ask if the cause was related to a “household misfortune” such as ice, a storm, or flood. No replacement is given as the freezer not working was unrelated to a “household misfortune”.

How to replace the destroyed food?

Use the FSRP transaction to replace the destroyed food.

What is the timeframe?

To be timely, issue the replacement within 10 calendar days of the reported loss or within two business days of receiving the completed form, whichever is later.

How do you deny a destroyed food request?

There is not a formal way to deny the request. When destroyed food benefits can not be replaced, insert a case note into FACS explaining the date of the request and why it was unable to be replaced.

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