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MANAGEMENT
.1 Coupon inventory management. The CWD shall establish a coupon inventory management system which ensures that coupons are requisitioned and inventories are maintained in accordance with the requirements of these regulations.
.11 The CWD shall monitor the coupon inventories of the coupon issuers and bulk storage points to ensure inventories are neither excessive nor insufficent to meet issuance needs and requirements. In determining reasonable inventory needs the CWD shall consider, among other things, the ease and feasibility of resupplying such inventories from bulk storage point supplies within the CWD. The inventory levels at coupon issuers and bulk storage points should not exceed a six-month supply, taking into account coupons on hand and on order.
.12 The CWD shall establish an accounting system for monitoring the inventory activities of coupon issuers. The CWD shall review the FNS-250 from coupon issuers and bulk storage points, to determine the propriety and reasonableness of the inventories.
.13 The CWD shall use the following forms and/or reports as well as physical inventory controls to assure the accuracy of monthly reports, issuers' compliance with required inventory levels and the accuracy and reasonableness of coupon orders:
.131 FNS-261;
.132 FNS-300;
.133 DFA-300;
.134 FNS-259;
.135 FNS-471.
.136 Repealed by CDSS Manual Letter No. FS-94-02, effective 2/1/94.
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.2 Coupon Controls
The CWD shall establish control and security procedures to safeguard coupons, similar to those used to protect currency. The exact nature of security arrangements shall depend on the CWDs' evaluation of local coupon issuance and storage facilities. These arrangements shall permit the timely issuance of coupons while affording a reasonable degree of security. The CWD and all persons or organizations acting on its behalf shall take the necessary precautions to:
.21 Safeguard coupons from theft, embezzlement, loss, damage or destruction;
.22 Avoid unauthorized transfer, negotiation or use of coupons;
.23 Avoid issuance and transfer of altered or counterfeit coupons; and
.24 Report promptly in writing to CDSS and FNS any loss, theft or embezzlement of coupons.
.3 Coupon Requisitions
.31 The CWD shall arrange for the ordering of coupons on the FNS-260 and the prompt verification and written acceptance of the contents of each coupon shipment.
.311 The CWD shall furnish the appropriate delivery hours and the names of the persons authorized to sign delivery acknowledgements by:
(a) Completing the FNS-260 and/or
(b) Submitting the Form FNS-33 to FNS, if applicable.
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.32 FNS review of requisitions. FNS will assess the reasonableness and propriety of coupon requisitions submitted by the CWDs based on prior inventory changes and will notify the CWD of any adjustments made to requisitions.
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.33 Coupon Ordering, Reordering and Inventory
.331 The initial order shall be by letter or on the FNS-260.
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(a) The order should be for an estimated six-month supply.
(b) The type and number of books and the resultant number of cartons ordered should be indicated on the FNS-260. It also should be clearly indicated if there will be any holidays over the two-month period following the requisition date on which shipping points will be closed and armored car deliveries will not be accepted.
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.332 CWDs shall maintain a three to six month's supply of coupons on hand.
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(a) To prevent shortages when a three-month inventory, or less, is reached, CWDs may requisition another six month's supply.
(b) To coincide with FNS's system of monthly cycling of coupon requisitions, CWDs are advised to prepare and transmit their FNS-260s to be received by FNS during the week containing the third Monday of the month. FNS-260s received by FNS earlier in the month will not be processed until that week.
(c) The coupon supply should be received via armored car approximately six weeks from the cycling date. CWDs placing orders of ten cartons or less may receive deliveries by mail.
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.333 CWDs shall maintain a perpetual inventory of monthly issuance, inventory on hand, and inventory on order. CWD responsibility for inventory control is specified in Section 63-701.1.
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.334 The primary method for determining the size of the coupon orders is to average the number of coupon books used in the previous three months. However, to minimize shortages in coupon inventories, it is recommended that CWDs monitor participation to assist in determining future usage.
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.4 Coupon Shipment
.41 FNS Shipment of Coupons
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CWDs shall receive coupons from FNS in such denominations as FNS may determine necessary. Coupons shall be shipped directly to the CWD designated receiving points approved by FNS. CWDs shall be advised promptly by FNS using an FNS-261 when coupons are shipped to receiving points.
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.42 Shipment of Coupons by the CWD
.421 Coupons shall be considered delivered to the CWD when FNS or its carrier has a signed receipt. Once coupons have been accepted by receiving points, any further movement of the coupons between coupon issuers and bulk storage points is at the risk of the CWD. To minimize the risk of loss, coupons shall be shipped by armored vehicle or some other method of transportation that affords the CWD the maximum security available.
.422 In every instance when coupons are transported, the person(s) transporting coupons shall:
(a) Acknowledge their receipt in writing;
(b) Accord the coupons as much protection as is reasonable; and
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(c) Advise issuance supervisors of the routes to be taken, the shipment departure time and the estimated arrival time.
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(1) This information, if in written form, may be destroyed after the coupons have been received.
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.5 Specimen coupons
CWDs may make a written request to FNS for nonnegotiable specimen coupons for the administration of the Food Stamp Program and enforcement of the rules.
.51 The CWD shall store specimen coupons in secure storage with access limited to authorized personnel. The CWD shall maintain a record of specimen coupons received.
.52 Specimen coupons that are mutilated, improperly manufactured, or otherwise unusable, shall be destroyed by the CWD. Such destruction shall be witnessed by two persons. The CWD shall notify FNS of the destruction.
.53 Specimen coupons shall not be issued to private individuals or firms.
.6 Coupon Transfer
.61 Emergency Transfers
CWDs shall arrange for emergency transfers of coupons when it appears that an agent's supply will not last until the next shipment is received. All such transfers (with the exception of intra-USPS transfers) shall have CWD approval. Transfers between CWDs shall be approved by both CWDs. See Section 63-701.521(d) for reporting such transfers on the FNS 250. If a transfer cannot be made, CWDs shall advise FNS of the need for an emergency shipment and the reasons for it in writing.
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.611 In the interest of time, the request may be relayed by telephone and confirmed in writing as soon as possible.
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.62 Transfer Procedure
.621 Whenever a transfer of coupons occurs between two issuing agents or CWDs with different reporting point code numbers, the following procedure is required:
(a) Both CWDs shall consent to the transfer.
(b) The sending CWD shall initiate the FNS-300. This form shall accompany the coupons to the receiving CWD.
(c) The receiving CWD shall complete the remainder of the document and return a receipted copy to the sending CWD.
(d) The receiving CWD shall attach the FNS-300 to the FNS-250 for the month in which the transfer was accomplished as supporting documentation for submission to FNS.
.622 Responsibilities of CWDs
CWDs shall arrange for coupon transfers.
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(a) CDSS staff will assist only in those cases where a statewide shortage exists.
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NOTE: Authority cited: Sections 10554 and 18904, Welfare and Institutions Code. Reference: 7 CFR 274.7 and Sections 10554 and 18904, Welfare and Institutions Code.
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