2009 WIC FMNP

1. 2009 WIC FMNP Training Manual & Notes Pages

2. 2009 WIC FMNP Training • Today you will be learning about FMNP: • Service Areas • Program Roles • Program Administration • Forms

3. WIC FMNP 2009 Service Area • Service Area • 25 Counties • 34 Clinics • Providers • 200 plus Farmers • Markets and Roadside Stands

4. Eligible WIC Participants • Only for Children, Pregnant Women and Breastfeeding Women • No Infants • No Postpartum Women • Only one issue any status per season

5. 2009 WIC FMNP Dates • Mid to late April: Check booklets, posters, brochures, and all needed materials delivered to clinics. • Late April: Clinic staff receive training. • May 1: Clinics start issuing check booklets. • Mid-July: FMNP surveys distributed. • September 15: Survey results due to State WIC Office.

6. 2009 WIC FMNP Dates Continued • September 12: Last day to issue checkbooklets. • October 30: All check booklets, registers, and forms are due to State WIC. • November 15: Last day for participant to redeem the check booklets.

7. FARMER’S MARKET AUTHORITY • Lead Agency Will Provide: • Farmer’s Market Information for your area • Check Booklets (sent separately by printer)

8. State WIC OFFICE • Program Manager • Will provide: • Technical support to clinics • Generate forms and reports • Serve as the liaison with FMA • Serve as the liaison with IT

9. Clinics • Program Administrators • Participate in training • Maintain the check booklet inventory • Maintain forms • Provide routine updates to the State WIC Office

10. The State WIC Office will Provide: • A Power Point Training Manual • A Monthly Check booklet Log • A Manual Check booklet Register • A Monthly Check booklet Inventory Form • A Check booklet Assignment Log

11. FORMS • Forms have either been added or updated to ensure that all check booklets issued will be accounted for during the program. • These forms must be completed either at the time check booklets are issued, when Phalcon is down, or monthly. • There are four forms that will need to be completed.

12. Monthly Check booklet Inventory Form Added a column that states “Inventory reconciled against check booklet log”. Check monthly to verify that the number dispensed plus the number remaining equal the total number of check booklets received. This form must be completed by the 10th of the month and sent to the State WIC Office.

13. 2009 Alabama WIC Farmers Market Nutrition Program Monthly Check Booklet Inventory Clinic Name: _______________________________ County: ___________________________________ 1. Enter the date inventory is conducted. Conduct inventory on the last work day of each month. 2. Enter the ending check booklet # listed on the WIC FMNP 2009 Check Booklet Receipt form. Note this same number will be entered for each month. 3. Enter the # of last check booklet used for that month (from the FI Issuance Report or Manual Check Booklet Register). Take the last check booklet # listed from the FI Issuance Report dated for the last day of month or from the Manual Check Booklet Register, whichever is the greatest #. 4. Take the ending booklet # on the Check Booklet Receipt and subtract last booklet # for that month. This will equal the # of checks. 5. Take the # of checks and divide by 5. This will be the number of booklets on hand. 6. Signature of person conducting inventory. ***THE INVENTORY COUNT ON THIS FORM MUST MATCH YOUR PHYSICAL INVENTORY COUNT***

14. CHECK BOOKLET LOG • New to forms is the check booklet log. • All clinics will receive a log of the check booklets they receive. • This log will contain the check booklet # and space for the CHR#, status, date, name of the FMNP participant, and initials for individuals dispensing the check booklet. • Complete this form when check booklets are issued.

15. Check Booklet Log

16. CHECK BOOKLET ASSIGNMENT FORM • This form must be filled out each time check booklets are dispensed to providers. • This is an internal form to help you keep up with who is dispensing check booklets. • This form contains the check booklet number and a place for the issuer to write their name.

18. Manual Check Booklet Register • When Phalcon is down this form will be completed each time a check booklet is issued. • Check booklets entered on this register must be entered into Phalcon as soon as Phalcon becomes available. • This helps with accountability and lets other staff know that the participant has received a check booklet.

19. MANUAL CHECK BOOKLET REGISTER Agency Number Issue Employee CHR#DateBooklet #SignatureInitials ______________ ______ ______________ ________________ _______ ______________ ______ ______________ ________________ _______ ______________ ______ ______________ ________________ _______ ______________ ______ ______________ ________________ _______ ______________ ______ ______________ ________________ _______ ______________ ______ ______________ ________________ _______ ______________ ______ ______________ ________________ _______ ______________ ______ ______________ ________________ _______ ______________ ______ ______________ ________________ _______

20. Manual Check Booklet Register • Maintain all completed manual register pages in a secure file. • At the end of the program, send all completed original pages to the State WIC Office by October 30. Make copies for your file. • Use only black or blue ink when completing this page. • Do not use white out or red ink.

21. ADDITIONAL FORMS CHECK BOOKLET RECEIPT FORM The clinic contact person will be responsible for receiving the check booklets from the shipper, verifying the check booklet numbers received against check booklet numbers assigned and sending the verification form to the State WIC Office. SURVEY QUESTIONAIRE FOR STAFF AND PARTICIPANTS In July, two surveys will be sent to your clinics. One for clinic personnel and one for participants to complete and send to the State WIC Office. They may be collected and sent at one time. All surveys should be returned to the State WIC Office by November 30.

22. WIC FARMERS MARKET NUTRITION PROGRAM 2009 CHECK BOOKLET RECEIPT I, the undersigned, acknowledge receipt of ____ WIC Farmers Market Nutrition Program (WIC FMNP) Check Booklets, consisting of Booklets number ________ through ________. I have personally verified receipt of these Check Booklets by the staff of the _________WIC Clinic in __________ County. I understand that the checks in these WIC FMNP Check Booklets are negotiable instruments and require secured storage, per State and Federal regulations. Sign name__________________________ Print name _________________________ Date ___________________________ Once you verify shipment you must return this form to the State WIC Office

25. Check Booklet Issuance • Check booklet issuance will start on May 1 (the date the FMNP computer program will be available to enter the check booklet numbers) • Everyone issuing check booklets must be trained. • Check booklets may be issued until September 12. • Participants have until November 15 to redeem.

26. Check Booklet Issuance • Issue ONLY when issuing food instruments. • Issue FMNP Check Booklets first and then WIC Food Instruments First... • Then Offer FMNP Check booklet

27. Check booklet Security in the Clinic • The FMNP check booklets must be physically inventoried by clinic staff upon receipt, at least monthly during the program, and again at the end of the program • Check booklets must be secured at all times

28. 2009 WIC CLINIC MONITORING FORM • This form is used to determine if the clinic is complying with the rules set forth by the Alabama WIC Farmers Market Nutrition Program. • Clinics are not monitored every year but every two years. Clinics monitored in 2008 will not be monitored until 2010, unless a request is made to monitor the clinic. • The form is completed and the original is sent to the State WIC Office. A copy is sent to the clinic to be filed in their FMNP folder. • A copy of the form is sent to FMNP in Montgomery.

29. WIC CLINIC MONITORING FORM

30. When Issuing FMNP Check Booklets • Issue with Food Instruments only • Present and explain FMNP brochure • Explain procedure • Always obtain a signature • THIS MUST BE DONE FOR EVERY CHECK BOOKLET ISSUED • Document in PHALCON

31. Check Booklet Documentation • Must be documented in PHALCON Notes • Must be documented on the FMNP Check Booklet Assignment Log • Must be documented on the Manual Check booklet Register if PHALCON is down. NOTE: you must enter check booklets into PHALCON once it is back up • Monthly inventory sheets must be sent to the State WIC Office by the 10th of each month.

32. When Phalcon is Down • Complete the manual issuance page when the computer is down. The following information is required: • CHR # • Issue Date • Starting Check Booklet # • Signature • Employee Initials • *Enter the above information into the system as soon as it is operational. Keep page on file.

33. Important for VOC • If a VOC letter is issued to a participant and that participant has received FMNP check booklets, you must indicate this on the VOC letter. • IMPORTANT: If a participant transfers from a clinic that issues FMNP check booklets, do not take the booklets away from them. They can be used anywhere there is a FMNP Market.

34. Encourage the Participant To: • Use the check booklets soon • Do not wait until all the good produce is gone • Treat FMNP check booklets like they would cash • If the FMNP check booklets are lost or stolen, they WILL NOT be replaced

35. Alabama Fruit & Vegetable Availability Calendar • FMNP check booklets are good until November 15, but encourage participants to use the check booklets before the good produce is gone • You will receive a small poster size calendar to display in the clinic • You can also make copies of the calendar to give to participants

36. Alabama Fruit & Vegetable Availability Calendar

37. Procedure At the Farmers Market • Only buy from certified farmers • Tell participants to look for the FMNP sign • All FMNP farmers will display that sign • Show their Orange I.D. Folder • Check booklets are given to the farmer • May be used individually or all at once • May be supplemented with cash • No change will be given

38. Road Side Stands • Road side stands have been included again this year. • The roadside stands that display the Farmers Market Sign are the only Farm Stands that are authorized. • Every county does not have approved road side stands. • Look for the FMNP Sign.

39. Only use FMNP Check Booklets To Buy: • Fresh fruits and vegetables • CANNOT be processed • MUST be locally grown • Farmer & Market MUST be authorized to participate in the program • Cannot be used at a grocery store

40. Coding Time to FMNP • Only code time spent issuing FMNP check booklets coded to “039” • Code time spent in FMNP training and the monthly inventory to “032” • Total at the end of each day • Code 2 minutes per booklet issued • Round up to next 15-minute increment • Example: 25 booklets issued times 2 minutes per booklet equals 50 minutes, which would round up to 1 hour of time coded to “039” for the day

41. Unredeemed FMNP Check Booklets If a participant is issued check booklets and does not use them (or does not use all of the checks) and brings them back to the clinic prior to November 15, you must do the following: • Stamp or mark each check booklet and check as VOID and return them to the State WIC Office • Check booklets cannot be reissued

42. Unissued Check Booklets • At the end of the program all check booklets that have not been issued need to be stamped VOID and returned to the State WIC Office. • Each individual check in the booklet needs to be stamped or marked VOID • All booklets must be sent to the State WIC Office by October 1.

43. Civil Rights Complaints • Any civil rights complaint regarding WIC FMNP is to be handled in exactly the same manner as a civil rights complaint regarding the WIC Program, utilizing the same forms and procedures • This process is described in Chapter XI in the WIC Procedure Manual

44. Civil Rights Complaints Monitoring Documentation • Monitoring Documentation • Clinic review form • A copy will be sent to the monitored clinic, regardless of findings (or lack thereof)

45. Documentation of Attendance at Farmers Market Class • Document SNE in PHALCON Notes • Maintain according to WIC Procedure • Manual Guidelines for SNE Classes • SNE’s should be entered in PHALCON

46. FMNP Questions? • Jim Koenig • State WIC Office • 334-206-2919 -jkoenig@adph.state.al.us