63-704 COUNTY WELFARE DEPARTMENT AND CONTRACTED ISSUANCE 63-704

AGENTS REPORTING RESPONSIBILITIES

.1 Reporting Requirements

.11 The CWD shall report to FNS and CDSS 30 days in advance whenever there is a creation, relocation or termination of a project area, issuance point, reconciliation point, replacement point, bulk storage reporting point or coupon shipment receiving point.

.111 Initial notification may be made by telephone but the CWD shall confirm the information in writing.

.112 Changes in bulk storage reporting and coupon shipment receiving points may be reported on the FNS-33.

.12 The CWD shall assign a due date for the submittal of the FNS-250 by the coupon issuers and bulk storage points to the CWD. The CWD shall review FNS-250s for accuracy, completeness and reasonableness. The CWD shall attest to the accuracy of these reports and submit them to FNS and CDSS so that they will be received by the 45th day following the end of the report month. Any revisions to the FNS-250 for a given month shall be submitted to FNS within 105 days after the end of the report month. See Section 63-702.62 for preparation instructions on the FNS-250.

.13 The CWD shall complete the FNS-259 for each project area issuing coupons through a regular mail issuance or direct mail issuance system. The CWD shall verify the issuance by comparison with the issuance on the appropriate coupon issuer's FNS-250. The FNS-259 shall be submitted to FNS and CDSS so that it will be received by the 45th day following the end of each quarter.

HANDBOOK BEGINS HERE

.14 FNS will review each FNS-250 submitted through the CWD for completeness, accuracy, and reasonableness and shall reconcile inventory with shipping records. FNS will review CWD verification of coupon issuer and bulk storage point monthly reports. FNS may supplement this review by unannounced spot checks of inventory levels and coupon security arrangements at selected coupon issuers and bulk storage points.

HANDBOOK ENDS HERE

CALIFORNIA-DSS-MANUAL-FS

MANUAL LETTER NO. FS-94-02 Effective 2/1/94

Page 429

FOOD STAMP REGULATIONS

63-704 (Cont.) COUPON ORDERING, STORAGE AND ACCOUNTABILITY Regulations

63-704 COUNTY WELFARE DEPARTMENT AND CONTRACTED ISSUANCE 63-704

AGENTS REPORTING RESPONSIBILITIES (Continued)

.15 The CWD shall submit the FNS-46 to FNS and CDSS. The report shall be prepared at the level of the CWD where the actual reconciliation of the record-for-issuance and master issuance file occurs.

.151 The CWD shall identify and report the number and value of all issuances which do not reconcile with the record-for-issuance and master issuance file, as well as the number and value of all issuances which do not reconcile with the record-for-issuance or the master issuance file. All unreconciled issuances shall be identified.

.152 The report shall be received no later than 60 days following the end of the report month.

.16 The CWD shall prepare and submit to FNS a DFA 256 so that it will be received in FNS by the 45th day following the report month.

.161 The CWD shall compile data after the end of the issuance month on transactions completed in a direct access or authorization document issuance system. These figures shall include all issuances supported by issuance documents including expired, altered, stolen, counterfeit and duplicate issuances which occurred during the report month. The CWD shall report only once households which have transacted duplicate authorization documents (including replacement authorization documents).

.17 The CWD shall prepare the DFA 358 from the same source documents as the DFA 256 and shall submit it to CDSS no later than 45 days after July 31 each year.

.18 The CWD shall prepare and submit the DFA 296 to CDSS on or before the 20th day of the month following the report month.

.19 The CWD shall prepare and submit the DFA 296X to CDSS on or before the 20th day of the month after the end of each calendar quarter.

NOTE: Authority cited: Sections 10554 and 18904, Welfare and Institutions Code. Reference: 7 CFR 271.2; 7 CFR 271.7; 7 CFR 274.1; 7 CFR 274.4; and Sections 10554 and 18904, Welfare and Institutions Code.

CALIFORNIA-DSS-MANUAL-FS

MANUAL LETTER NO. FS-94-02 Effective 2/1/94

Page 430

FOOD STAMP REGULATIONS

Regulations COUPON ORDERING, STORAGE AND ACCOUNTABILITY 63-705 (Cont.)