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Disaster Food and Nutrition Services (DFNS) Program Training

This training provides general information on the DFNS program, waivers, basic emergency preparedness, eligibility criteria, and fraud prevention. It covers topics such as site preparation, emergency planning, eligibility requirements, and verification processes.

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Disaster Food and Nutrition Services (DFNS) Program Training

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  1. NC Department of Health and Human Services Disaster Food and Nutrition Services (DFNS) Program Presented by: David Locklear Suzanne Harlow and Robert Cox June 11, 2018

  2. Training Objectives The objectives of this training are to discuss: • General Information • DFNS Waivers • Basic Emergency Preparedness • DFNS Eligibility Criteria • Fraud Prevention

  3. General Information • Prior to administering a DFNS program, several things must occur: • The effected area must have received a Presidential Declaration of major disaster with Individual Assistance (IA) • The food chain must be restored • The state must request DFNS waiver and receive approval from USDA

  4. General Information • Basic criteria used to evaluate the need of a DFNS: • Is commercial food distribution affected by the disaster? Are retail food stores operational? Will households be able to use an EBT card? • Evaluate the affected areas by accessing power outages, flood levels, property damage, etc. • Has a Presidential Declaration of Individual Assistance been declared?

  5. I. General Information • The DFNS program is for any household who is not currently receiving Food and Nutrition Services (FNS) • The DFNS program issues the full benefit amount to the number of individuals in the household • Because of this, regular Food and Nutrition Services households will receive a supplement up to the max for the number of individuals in their household

  6. Disaster FNS Waivers • Timely Reporting of Food Loss Waiver This allows for the extension of a household to report beyond the 10-day reporting period • Auto Mass Replacement This allows the state to complete automated mass replacements to current FNS participating households • Hot Foods This allows the household to purchase hot foods for all authorized retailers • Expungement This allows the state to use a shorter timeframe for expunging DFNS benefits, usually 90 days after the DFNS • Early Issuance This allows the state to issue benefits earlier than the normal issuance date.

  7. Consider the following When Preparing For a Disaster: • Where will DFNS site(s) be located? • If the preferred site is the local DSS, can both the DFNS and FNS programs operations be ran simultaneously without obstruction? • Is the site large enough for the expected crowd? • In the event of rain or excessive heat/cold, is there sufficient shelter for a expected number of clients? • Is there appropriate bathroom facilities to accommodate the crowd? Emergency Preparedness

  8. Emergency Preparedness Consider the following When Preparing For a Disaster (continued) • Can the site accommodate the needs of the elderly and handicapped? • Is there adequate staff available for interpreting? • Will you require law enforcement or security for crowds or traffic? • Ensure fraud, warning and justice for all signs are prominently displayed.

  9. Emergency Preparedness Consider the following When Preparing For a Disaster (continued) • DFNS program may involve all agency staff. • Will staff be needed to work weekends or extended hours to take applications? • What duties will be assigned to the different staff? • Will the space accommodate separate duty stations? • How many computers are available for keying? • Which supervisor(s) will be designated to take and process employee applications?

  10. Emergency Preparedness Consider the following When Preparing For a Disaster (continued) • What is the plan for EBT Card security? • Ensure there are at least two staff at issuance table at all times

  11. Disaster FNS Eligibility DFNS Basic Eligibility Requirements: • Applicant must have resided or worked in disaster area • Purchasing or planning to purchase food during the benefit month • Experienced an adverse effect due to disaster Households meeting the basic Eligibility Requirements can now be evaluated for income eligibility: • Net take home pay plus available liquid resources • Minus deductible disaster related expenses • Equal or less than the disaster gross income limit

  12. Disaster FNS Eligibility Required Verifications • Identity is the only required verification for Head of Household or Authorized Representative. Verification where possible • Residency • Loss of income • Resources Verify if questionable • Household composition • Food loss

  13. IV. Disaster FNS Eligibility Questionable Information Each Disaster is different and some disasters will make it easier for clients and workers to verify information than others. Eligibility staff should consider this when making a determination. A thorough interview is very important, workers must refer clients without required verification or inconsistent information to onsite to PI investigators or highly experienced workers for review. A DFNS application maybe delayed for required verifications for up to 7 days from the DOA (instead of the normal 72 hour) to allow for verifications or cross checking applications. Delayed processing should only be used when fraud is suspected.

  14. IV. Disaster FNS Eligibility Onsite Reviews: USDA requires an onsite supervisory review of denied applicants. Workers must notify applicants of the right to this review and that it will not affect their right to a fair hearing. Denied cases must be entered into NC FAST in order to cross check for duplicate applications. Clients whose circumstances have changed after a denied application, must reapply. Previously denied applicants that reapply must be interviewed by PI staff or supervisor.

  15. Disaster FNS Eligibility EBT Issuances • Remove SUI and PAN number sticker from the EBT Card and attach it to the application. • Advise the client that the PIN number is the last four digits of the EBT Card. • The client must sign and date the card manifest.

  16. Disaster FNS Eligibility Responsibilities for Receipt and Return of EBT Cards: • EBT cards will be delivered from the State office. • A county representative must complete and sign the DSS-8601 FNS Disaster EBT Card Delivery and Receipt form verifying acceptance of the EBT Cards. • Unopened boxes of EBT cards may be returned to the state using the DSS-8603 FNS Returned Disaster EBT Card form. • Open boxes of EBT cards must be destroyed and documented on the DSS-8602 FNS Disaster EBT Card Destruction form.

  17. Fraud Prevention What does fraud prevention look like and who is responsible? A comprehensive fraud prevention strategy includes controls within the program, at the application site and through public relations efforts. Information for Applicants (State Office/County Responsibility) • Display and/or record program requirements • Display and/or record fraud penalties • Inform applicants what cannot be purchased with EBT benefits • Inform applicants on the fraud review process

  18. Fraud Prevention What does fraud prevention look like and who is responsible? (Continued) Application/Site controls (County Responsibility) • Ensure all household members are entered on the application • All applicants are thoroughly searched in NC FAST • Enter all denied application promptly • Refer clients with no required verifications or inconsistent information to a PI worker/Supervisor for review

  19. Fraud Prevention What does fraud prevention look like and who is responsible? (Continued) Employee Fraud (County responsibility) • Separation of duties • Require a supervisor to complete employee applications • Inform all county and state employees who apply for DFNS and participated in the administration of the DFNS program will be reviewed Quality Control (State Office Responsibility) • A random sample of .05% of all cases will be audited (minimum of 25/maximum of 500) • 100% of all county and state employees who apply for DFNS and participated in the administration of the DFNS program will be reviewed

  20. Questions Thank you for participating in the DFNS Training!!!! Should you have additional questions, regarding DFNS Preparedness, email to DSS.Policy.Questions@dhhs.nc.gov

  21. Additional Resources For additional resources related to DFNS Preparedness, please visit the following links: Ready NC: https://readync.org/EN/Index.html NC Integrated Eligibility Manual: https://economicbenefits.nc.gov/FN_A/FN_A/server/general/projects/Integrated%20Eligibility%Program Speciifci20Manual/Integrated_Eligibility_Manual.htm#IEM_Home.htm • Click Program Specific Policy • Click Food and Nutrition Services • Click DSNAP FNS

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