709.09 Replacing Coupons Partially Lost in the Mail SR 94-04, 04/94 (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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A household may receive its coupon envelope in the mail only to discover that some of the coupons are missing or severely damaged. (Severely damaged means the individual can present less than three-fifths of the coupon for replacement. Hence the coupons are not redeemable.) Replacing partially lost coupons requires the following actions:

. Replacing partially lost coupons must be approved by the administrator of the Bureau of Data Management (BDM).

. Replacement may be made for partial loss if the loss is due to damage in the mail before delivery or to a discrepancy in the coupon stuffing process. The Administrator of BDM requires post office verification or other acceptable verification.

. A partial loss must be reported in the period of intended use; that is, the month in which the coupons were mailed (as indicated by the postmark date). If the stamps were mailed after the 20th of the month but prior to the first of the next month, the household has 20 days from the postmark date to report a loss.

. For mail losses-not stuffing losses-households are limited to 2 replacements in a six-month period. See Section 709.07, Replacing Coupons Totally Lost or Stolen Prior to Receipt.

. Send reports of partial loss to BDM, even if replacement of benefits will be denied. Describe the circumstances surrounding the loss, including the following:

- reason (mail damage or discrepancy in stuffing the envelopes),

- date of coupon mailing,

- book denominations, quantity received, and serial numbers of received coupons,

- condition of envelope (evidence of tampering or prior opening),

- quantity and dates of any previous reports of coupon loss,

- any post office evidence of mail damage,

- other information that may help determine the authenticity of the loss, and

- District Office statement of approval or denial of replacement based on reporting time requirements and replacement limits.

. Have the individual complete Form 422 if they request replacement. The individual can refuse to complete Form 422 if they do not request replacement.

. To request a replacement, forward the memo and Form 422 to BDM. Form 422 will be returned to the District Office indicating approval or denial.