NORTH DAKOTA DEPARTMENT OF HUMAN SERVICES
BISMARCK, NORTH DAKOTA
August 27, 2009

IM 5078

TO:		County Social Service Directors
Economic Assistance Policy Regional Representatives
Economic Assistance Policy Quality Control Reviewers

FROM:	Tove Mandigo, Director, Economic Assistance Policy

SUBJECT:	Replacement Issuance		 

PROGRAMS:	SNAP

EFFECTIVE:	Immediately 

RETENTION: 	Until Manualized

SECTIONS 
AFFECTED:	Replacement Issuance 430-05-85-10

SFN 270 – Request for Replacement is a new form available for clients to use when requesting replacement benefits.  This IM is being issued to incorporate the new form into policy.  The new form is attached and also available as an e-form.

Replacement Issuance 430-05-85-10

A replacement issuance must be provided when a household reports that food purchased with SNAP benefits was destroyed in a household disaster or misfortune, such as but not limited to: 

•	A fire
•	A flood
•	A tornado
•	Loss of electricity due to a power outage of more than 4 hours
•	Food stolen from a client's home
•	Malfunction of an appliance

The household need not be currently participating.  The worker must verify the loss through a collateral contact such as, but not limited to, the fire department, Red Cross, a police report, landlord or a home visit.
 
The worker must document in the household’s case file each request for replacement, the date, the reason, and whether or not a replacement was provided. 
 
Replacement issuances are provided only:

•	If a household timely reports the loss within 10 days of the loss.
•	If a signed SFN 270 Request for Replacement or signed statement from the client or affidavit is received within 10 days of the date of the report.

The signed SFN 270 – Request for Replacement or signed statement from the client or affidavit must be faxed to the State Office as the State Office completes all replacements. The worker must retain a copy of the signed statement or affidavit in the case file.

The signed statement or affidavit must include the following:

1.	Amount destroyed up to the original issuance.
2.	Specify the reason for replacement.

If the worker does not receive the signed SFN 270 – Request for Replacement or signed statement from the client or affidavit within 10 days of the date of the report, no replacement is made. If the 10th day falls on a weekend or holiday, and the request or statement is received the day after the weekend or holiday, the worker must consider it the statement timely. 
 
There is no limit to the number of replacements. 
 
The maximum replacement cannot be for more than one month and cannot be more than the Thrifty Food Plan if that had been the original amount issued, unless the issuance includes underpayments which must be replaced.