The Food Stamp Reimbursement (FSR) Process: It’s Changing

1. The Food Stamp Reimbursement (FSR) Process: It’s Changing Agency for Workforce Innovation September 2007

2. Objectives • Obtain a clear understanding of how the Food Stamp Reimbursements (FSRs) will be paid. • Obtain a clear understanding of the change in the FSR amount and procedures.

3. What changes will occur? • Two changes: • Change #1 - How the FSRs will be paid • Change #2 - Amounts for which participants will qualify

4. Change in How Paid • Placed on Electronic Benefits Transfer (EBT) Card in cash account • Effective September 20, 2007 • In account of primary cardholder in household seven calendar days after requested • Available for 12 months • Unused benefits are expunged after 12 months

5. Change in Amount • For FSET Participants • Now $25 regardless of the activity • Effective October 1, 2007 • $25 for Orientation • $12, $25 or Other for Work Experience/Self-Initiated Work Experience (WE/SIWE) • $20, $40 or Other for Education and Training

6. Change in Amount • For OWP Participants • Now $25 for Orientation, Work Experience (WE) and Self-Initiated Work Experience (SIWE) • Effective October 1, 2007 • $25 for Orientation • $12, $25 or Other for WE/SIWE

7. Authority • 7 CFR 273.7 (d)(3) • Participant reimbursements. The State agency must provide payments to participants in its E&T (Employment and Training) program, including applicants and volunteers, for expenses that are reasonably necessary and directly related to participation in the E&T program.

8. Authority: 7 CFR 273.7 • The State agency must inform each E&T participant that allowable expenses will be reimbursed by the State agency upon presentation of appropriate documentation.

9. Documentation of Need • System generated Case Note - Each time a request is entered Authority – 2005 USDA Food Stamp Program Review Tool: “Did case file document show need for and payment of reimbursement?”

10. FSR Qualifying Activities • All activities, with the exception of employment, qualify for the monthly reimbursement (FSR) for any month activities are open with documentation of the required number of hours.

11. FSR Qualification DetailsFSET County (i.e., Non-workfare) • FSRs can be requested in FSET counties (i.e., non-workfare) if any of the following is true:  • Participant successfully completed Orientation (500) in that month, or • Any one of the following activities is open in that month for at least one day: • Work Experience (WE) (509) • Self-Initiated Work Experience (SIWE) (517) • FSET Assessment (575)

12. FSR Qualification DetailsFSET County (i.e., Non-workfare) • Upfront Job Search/WE-SIWE (576) • WE combined with JS/JST (577) • SIWE combined with JS/JST (578) • Workforce Investment Act Training (579)

13. FSR Qualification DetailsFSET County (i.e., Non-workfare) • Trade Adjustment Assistance Training (580) • Education/training (581) • Education/training combined with JS/JST (582) NOTE: Only one FSR can be earned in a month even if more than one qualifying activity/training is open in that month.

14. $25 for Orientation • FSR must be requested for participants who attend • Includes • Those who attend Assessment in lieu of Orientation • Those who attend Orientation to have a sanction lifted

15. $12, $25 or Other for WE/SIWE • Participant completes 1-50 percent of the assigned hours - reimbursed $12 for that month • Participant completes more than 50 percent of the assigned hours - reimbursed $25 for that month

16. $12, $25 or Other for WE/SIWE • Other – Can receive up to the maximum amount ($25) if they provide actual documentation (receipts, etc.) showing that it cost them more than $12 to participate in the activity NOTE: Participants must be notified in writing of the opportunity to claim actual expenses up to the maximum.

17. $20, 40 or Other for Education and Training • Participant completes 1-50 percent of the assigned hours - reimbursed $20 for that month • Participant completes more than 50 percent of the assigned hours - reimbursed $40 for that month

18. $20, 40 or Other for Education and Training • Other – Can receive up to the maximum amount ($40) if they provide actual documentation (receipts, etc.) showing that it cost them more than $20 to participate in the activity NOTE: Participants must be notified in writing of the opportunity to claim actual expenses up to the maximum.

19. FSR Qualification Details(Workfare County) • FSRs can be requested in a Workfare county for a month if any of the following is true:  • Participant successfully completed Orientation (500) in that month.

20. FSR Qualification Details(Workfare County) • Educational trainings (579, 580, 581, and 582) are open during the month if Work Experience (509) or Self-Initiated Work Experience (517) is open for at least one day. NOTE: Educational trainings (579, 580, 581, 582) do not qualify for anFSR in a Workfare county if Work Experience or Self-Initiated Work Experience is not also open during the month.

21. FSR Qualification Details(Workfare County) • Any one of the following activities is open during the month for at least one day: • Work Experience (WE) (509) • Self-Initiated Work Experience (SIWE) (517) • Upfront Job Search/WE-SIWE (576)

22. FSR Qualification Details(Workfare County) • WE combined with JS/JST (577) • SIWE combined with JS/JST (578) NOTE: Only one FSR can be earned in a month even if more than one qualifying activity/training is open in that month.

23. $25 for Orientation • FSR must be requested for participants who attend • Includes • Those who attend Assessment in lieu of Orientation • Those who attend Orientation to have a sanction lifted

24. $12, $25 or Other for WE/SIWE • Participant completes 1-50 percent of the assigned hours - reimbursed $12 for that month. • Participants completes more than 50 percent of the assigned hours - reimbursed $25 for that month.

25. $12, $25 or Other for WE/SIWE • Other – Can receive up to the maximum amount ($25) if they provide actual documentation (receipts, etc.) showing that it cost them more than $12 to participate in the activity. NOTE: Participants must be notified in writing of the opportunity to claim actual expenses up to the maximum.

26. Requesting the FSR • The FSR request is made on the OSST “FSR Requests” screen: • The type is pre-populated, but Career Managers should enter the amount and earned date.

27. Canceling the FSR Request(Prior to the Date Processed) • Click the hyperlinked “T” under Type in the Food Stamp Reimbursement Request Summary. • Enter the date of cancellation. All other information is pre-populated.

28. Canceled FSR Request • All details about the FSR can be seen on the screen. The “T” is no longer a hyperlink. CancellationDate .

29. Canceling the FSR Request(After the Date Processed) • Can no longer be done • Ensure request is canceled before processed if not earned

30. Timeframes for Issuance • Requests will be processed the sixth calendar day after entered • Career Manager must request the FSR by close of business on the request date

31. Multiple FSR Requests • Make sure warranted before requested • No way to cancel after processed

32. Understanding the FSR Request Summary

33. Understanding the FSR Request Summary • Type – T = Transportation • Earned Dt. = Month and Year the FSR was earned (Month and year for which documentation of hours completed is presented) • Amount = $25.00 NOTE: FSRs that have been processed will have the hyperlink under the T. However, upon clicking on the link, the details of the FSR will be displayed in a “read only” mode.

34. Understanding the FSR Request Summary • Request Dt. = Date the Career Manager entered the FSR request in the OSST system • Processed Dt. = Date will be equivalent to the sixth calendar day after the request is entered • Warrant Dt. = Date will be equivalent to the date the FSR will be in the EBT account • Warrant No. – Will be used for tracking purposes as needed • Cancel Dt. = Date the Career Manager canceled the request in the OSST system

35. Problems? Troubleshooting • Participant stated FSR was not on card • Suspicion of fraud

36. FSR was not on card • Career Manager • Ensure request was entered in system • Ensure not awaiting additional information

37. Suspicion of Fraud • Problem: You suspect fraudulent activity. • Solution: Ensure frequent contact with work site supervisors to ensure that individuals are participating and to assist with any problems before they arise. • If fraud is determined in relation to documentation of work activity hours, Career Managers should follow the procedures in the next two slides.

38. Suspicion of Fraud • Use the form at the following link to report the information to the AWI: http://www.floridajobs.org/forms/inspec_gen/IncidentReport.dot • Complete the form as described in the Incident Report Procedures: http://www.floridajobs.org/forms/inspec_gen/IncRptngSys031307.pdf. • Send electronic copies of the forms to: James.Mathews@awi.state.fl.us.

39. Suspicion of Fraud • Written copies of the forms should be sent to: Office of Inspector General Agency for Workforce Innovation C/0 James F. Mathews MSC #130, Caldwell Building 107 East Madison Street Tallahassee, Florida 32399-4126 • Send a copy of all correspondence to Delores.Coachman@awi.state.fl.us.

40. Benefits Expire • After 12 months, the benefits are no longer available. • Periodically remind participants

41. THE END • Please direct questions to Delores Coachman at (850) 245-7411 or Delores.Coachman@awi.state.fl.us. • An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.