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Navigating Food Benefits: Managing Late Pick-Ups and Reporting for Participants

This guide discusses the complexities of managing late food benefits pick-ups, defined participant counts, and how these affect state and local agencies. It highlights rules for moving through a traffic jam scenario used as a metaphor for the challenges faced during reporting periods. With specific examples, the document explains calculations for monthly reports, including necessary participant counts and their financial implications. It aims to support agencies in maximizing efficiency and minimizing penalties, while also considering practical implementation concerns and sharing best practices in reporting.

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Navigating Food Benefits: Managing Late Pick-Ups and Reporting for Participants

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Presentation Transcript

  1. Late Pick Up The Road Ahead

  2. Pit Stop... • Need 10 volunteers • Stand on the GREEN or YELLOW paper facing theREDpaper.

  3. Traffic Jam • Problem: You are stuck in a traffic jam and need to get to the other side of the intersection. • Rules of the Road • 1. Only one person moves at a time. • 2. A person may not move around anyone facing the same direction. • 3. A person may not move backward. • 4. No one can move around more than one person on the other team at a time.

  4. The New Direction 1. Participation for the FNS-798 report must be calculated using the calendar month of the first date to use of a participant’s monthly food benefits. 2. Although a participant may receive two issuances of monthly food benefits with a first date of use (e.g., June 3 and June 15) during the same report month (e.g., June), the State agency is only permitted to report the client as one participant for that report month. 3. Under no circumstances is the State agency permitted to count a participant twice during the same report month or to count a participant for the report month prior to the calendar month during which she is initially certified.

  5. Interpreting the Directions EXAMPLE: • Based on Sally’s certification/pick up dates, she would receive food benefits for first date to use: June 15 – last date to use: July 14. • Sally will be reported as a June participant on the FNS-798, if she picks them up by June 30. • If Sally does not obtain her June 15 – July14 food benefits until July, then she is reported as a July participant on the FNS-798. • Sally can receive the June and July benefits in the same month but only be counted once in the month of July. YOU LOSE A PARTICIPANT!

  6. How will this impact AZ WIC? • Caseload • State financial impact • LA financial impact

  7. 2010 Late Pick Ups Total Clients: 12,627 • January – 2,579 clients • February – 3,155 clients • March – 1,988 clients • April – 2,294 clients • May – 2,611 clients

  8. Financial Implications 2010 Late Pick Up NSA Funding $188,773 • January – $38,556 • February – $47,167 • March – $29,720 • April – $34,295 • May – $39,034

  9. Financial Implications (Cont) • Increased Food Package Average Cost • Example: • Client comes in July 1st and gets June and July checks. Client is only counted for July. • 1 client + 2 food packages = Average Cost • Possible penalties from USDA

  10. Local Agency Impact

  11. Tools to Help You Find Your Way • Time – July 2011 • Discoverer Queries – • Shared 10G Queries\FI\Late Pick Ups • Sharing of ideas – Best practices

  12. Implementation Concerns ? IDEAS ?

  13. Questions?

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