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.1 Systems Classifications
.11 Types of Issuance Systems
CWDs shall provide both over-the-counter and mail issuance delivery systems unless a waiver for one of these is granted as specified in Section 63-602.12. CWDs may issue food coupons in accordance with the following issuance systems:
.111 Authorization Document System
An authorization document system is one that uses an authorization document which is produced for each month's issuance. The authorization document may be distributed on a monthly basis to each household and surrendered by the household to the coupon issuer, or provided monthly to issuers with either single or multiple household authorizations on each document. Systems of this type include a regular mail issuance system which uses authorization documents as an intermediary step in mail issuance. The authorization document shall contain the following:
(a) Serial number;
(b) Case name and address;
(c) Case number;
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(d) Allotment amount;
(e) Benefit month or expiration date;
(f) Project area; and
(g) Space for signature of household member. (An additional space for an authorized representative may be included.)
.112 Mail Issuance System
A mail issuance system is one that directly delivers coupons through the mail to households.
.113 Direct Access System
A direct access system is one in which benefits are issued directly to the household without the use of an authorization document, based on the issuance agent's direct access to information in the household's individual record on the master issuance or record-for-issuance file. This system shall use either a manual card or automated access to the master issuance or record-for-issuance file. Systems of this type include, but are not limited to, a manual household issuance record (HIR) card system and an automated system using on-line issuance terminals (e.g., Food Stamp On-Line Issuance Systems/FSOLIS).
(a) CWDs with 2,000 or more food stamp households shall use an CDSS approved FSOLIS for over-the-counter issuances unless CDSS determines that a FSOLIS is not cost effective.
(b) CWDs with fewer than 2,000 food stamp households may use a FSOLIS for over-the-counter issuances if a cost benefit analysis, including all cost data elements, is submitted to and approved by CDSS.
(c) Any cost benefit analysis submitted shall be in a format prescribed by CDSS.
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.12 Waiver of Mail or Over-the-Counter Issuance
.121 CWDs may request a waiver of mail issuance from CDSS. In requesting the waiver, the CWD shall document that the remaining over-the-counter delivery system would not impair the ability of eligible households to obtain food coupons. In order to obtain approval for mail issuance waiver requests, the CWD shall have an adequate number of over-the-counter sites to provide reasonable access to recipients. The proposed system shall also be designed to meet the requirements for expedited services, Section 63-301.5 and coupon replacements, Section 63-603.
.122 CWDs may request a waiver of over-the-counter issuance from SDSS. In requesting the waiver, the CWDs shall document that the remaining mail issuance system would not impair the ability of eligible households to obtain food coupons. The remaining system shall be designed to meet the requirements for expedited service Section 63-301.5 and coupon replacements, Section 63-603. The system shall be designed to minimize the possibility of mail losses.
.123 All waiver requests shall be in writing (with a copy to the County Board of Supervisors) and shall provide complete justification for seeking the waiver.
.124 CWDs granted waivers of either issuance method may continue to utilize this issuance method in certain areas. All mail issuance waivers that were granted prior to January 1, 1979, shall remain in effect under the terms of these regulations provided that reasonable recipient access is maintained.
.125 All over-the-counter waivers issued prior to the effective date of these regulations for CWDs with 2,000 or more food stamp households shall remain in effect only if CDSS determines that a FSOLIS is not cost effective.
.2 General Issuance Provisions
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.21 Master Issuance File
CWDs shall establish a master issuance file as defined in Section 63-102. The CWD shall establish the master issuance file in a manner compatible with the system used for maintaining case records and separate information on the master issuance file into active and inactive case file categories.
.211 The master issuance file shall contain all the information needed to identify certified households, issue benefits, record the participation activity for each household and supply all information necessary to fulfill the reporting requirements of FNS.
.212 The master issuance file shall be kept current and accurate.
.213 Before entering a household's data on the master issuance file, the CWD shall review the master issuance file to insure that the household is not currently participating in, or disqualified from, the Food Stamp Program.
(a) If an authorization document is issued or benefits authorized in a direct access issuance system under expedited service requirements, the CWD shall review as much of the master issuance file as possible prior to the issuance of the authorization document or the authorization of benefits.
(b) Any uncompleted reviews shall be completed after issuance and appropriate corrective action shall be taken to recover overissuances.
.22 Division of Issuance Responsibilities
CWDs shall divide issuance responsibilities between at least two persons to prevent any single individual from having complete control over all issuance activities.
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.221 Responsibilities to be divided include:
(a) Maintenance of inventory records;
(b) Assembly of coupon allotments; and
(c) Preparation of envelopes for mailing.
.222 If issuance functions in an office are handled by one person, a second-party review shall be made to verify coupon inventory, the reconciliation of the mail log and the number of mailings prepared.
.23 Issuance Controls
CWDs shall establish controls to prevent duplicate participation by individuals or households in the Food Stamp Program.
.24 Identification of Types of Issuances
CWDs shall clearly identify issuances in their accountability systems as initial, supplemental, replacement or restored benefits.
.25 Mailing of Benefits
CWDs which issue benefits by mail shall, at a minimum, use first class mail and sturdy nonforwarding envelopes or packages to send benefits to households.
.3 Validity Periods
CWDs shall establish validity periods for issuance made in authorization document and direct access issuance systems.
.31 The validity period begins the day a household is issued its authorization document or is authorized to pick up its issuance at an issuance point.
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.311 Validity periods beginning before the 20th day of the issuance month shall continue until the end of that issuance month. However, when a household receives two allotments at one time as specified in Section 63-503.16, the validity periods shall be as follows:
(a) If a CWD elects to issue or authorize a combined allotment for the first and second months, the validity period for the issuance shall continue until the end of the next issuance month.
(b) If a CWD elects to issue or authorize two separate allotments, the validity period for the first allotment shall continue until the end of the issuance month. The validity period for the second allotment shall continue until the end of the next issuance month.
.312 Validity periods beginning on or after the 20th day of the issuance month shall be extended for a period of at least 20 days or until the end of the next issuance month.
.32 CWDs shall not reissue benefits which are not transacted or picked up during the validity period for the issuance. A household which does not transact or pick up its authorized issuance during the validity period for the issuance shall lose its entitlement to the benefits for that period.
.4 Issuance Schedules
All households shall be placed on an issuance schedule so that they receive their benefits on or about the same date each month. The receipt date of an initial allotment need not be the date on which the household must receive subsequent allotments.
.41 CWDs may stagger the issuance of benefits throughout the entire month as long as no more than 40 days elapse between any two issuances provided to a household participating longer than two consecutive, complete months.
.411 CWDs that use direct mail issuance shall stagger issuances over at least 10 days of the issuance month and may stagger throughout the entire issuance month.
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.42 In the months following a suspension of benefits as specified in Section 63-107.3, CWDs may stagger issuance from the date issuance resumes through the end of the month or over a five-day period following the resumption of issuance. This may result in the issuance of benefits after the end of the month in which the suspension occurred.
.5 Over-The-Counter Issuance Procedures
.51 The cashier shall compare the signatures on the issuance document(s) and on the ID card. If the signatures do not match, the issuance shall not be made.
.52 If the household is required to present a photo ID card, the cashier shall write the serial number of the photo ID card on the authorization or issuance document.
.521 If the photo ID card appears to be mutilated or altered, the issuance agent shall not issue the benefits but shall require the household to obtain a replacement ID card from the CWD. If an issuance month elapses before the replacement photo ID card is delivered, the household shall be entitled to any benefits lost as a result of being unable to transact benefits for a particular month.
.6 Issuance of Coupons to Households
CWDs shall issue coupon books as specified in the table coupon book issuance provided by FNS.
.61 CWDs may deviate from the table if the specified coupon books are unavailable.
.611 Exceptions from the table are authorized for blind and visually impaired recipients who request that all coupons be of one denomination.
.612 Recipients who have no fixed address (homeless) and residents of shelters for battered women and children which are not authorized by FNS to redeem through wholesalers may request that all or part of their coupons be of the one dollar denomination. CWDs shall grant this request, where feasible.
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.62 CWDs shall issue coupon books in consecutive serial number order whenever possible, starting with the lowest serial number in each coupon book denomination.
.63 The household member whose name appears on the ID card shall sign the coupon books. If more than one name appears, any named household member may sign the books.
NOTE: Authority cited: Sections 10554 and 18904, Welfare and Institutions Code. Reference: 7 CFR 272.4(f); 7 CFR 274.2; 7 CFR 274.3; 7 CFR 274.10; Food and Consumer Services Administrative Notice 96-13, dated December 7, 1995; and Sections 10554, 10830, and 18904, Welfare and Institutions Code.