cs 6 clinic services food package – food benefits web view · 2017-11-20unmentioned...

MPSC WIC MIS SystemDetailed Functional Design Document

CS 6 Clinic Services Food Package – Food Benefits Screens

Revision Date: March 23, 2017

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Document RevisionsRevision

Date Updated By Requested By Description of Revision

8/2/2013 Ciber Team MPSC Amendment 7 Updates10/28/2013 Ciber Team MPSC Release 3.06 Updates4/29/2014 Ciber Team MPSC Release 3.07 Updates

3/23/17 CDP Team MP User Group Cover page, header, and footer mods for new M&E contractor

Page of Table of Contents March 23, 2017


Table of Contents1 Food Package......................................................................................................5

1.1.1 Food Package Effective Date.....................................................................51.1.2 Formula/Medical Food Documentation......................................................51.1.3 Prescribing Foods for a Participant............................................................51.1.4 Food Package Grid (FI Only).....................................................................61.1.5 Food Package Grid (EBT Only)..................................................................61.1.6 Card Benefits Display (EBT Only)..............................................................61.1.7 Direct Shipping Food..................................................................................61.1.8 Food Package Screen................................................................................71.1.9 Food Package Documentation Pop-Up....................................................30

2 Returned Formula.............................................................................................343 Issuance Summary............................................................................................414 Food Benefits (FI Only).....................................................................................48

4.1 Food Benefits...........................................................................................484.1.1 Signature Capture– FI Issuance Pop-up..................................................634.1.2 Paper FI Output (Static)...........................................................................644.1.3 FI Detail Pop-up.......................................................................................694.1.4 Participant Detail Pop-up..........................................................................784.1.5 Reprint FI Pop-up.....................................................................................794.1.6 Void FIs Pop-up........................................................................................824.1.7 Mail FIs Pop-up........................................................................................844.1.8 Signature Capture – Voiding Lost / Stolen FIs Pop-up.............................86

4.2 FI History..................................................................................................87

5 Food Benefits (EBT Only).................................................................................925.1 Card Operations.......................................................................................93

5.1.1 Signature Capture – Replace Card Pop-up............................................1015.2 Food Benefits.........................................................................................102

5.2.1 Displaying the Screen............................................................................1025.2.2 Issuing and Processing Food Benefits...................................................1035.2.3 Changing Food Packages During an Issuance Period...........................1055.2.4 Mailing Benefits......................................................................................1055.2.5 Prorating Benefits...................................................................................1055.2.6 Moving a Child Between Families..........................................................1065.2.7 Screen....................................................................................................1075.2.8 Participant Detail Pop-up........................................................................1345.2.9 Signature Capture – EBT Issuance Popup............................................139

5.3 Audit Trail...............................................................................................1405.3.1 Food Benefit Listing (Static)...................................................................162

6 Farmers’ Market...............................................................................................1646.1.1 Farmers’ Market Nutrition Program Receipt (Static)..............................1696.1.2 Farmers’ Market Nutrition Program Receipt Mockup.............................169

7 Manual FI (FI Only)..........................................................................................171

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Appendix: EBT Foods Screens Comparison...........................................................176Appendix: Automated Food Package Update Algorithm........................................178Appendix: Food Benefit Alert Algorithm..................................................................180Appendix: Benefit Calculation Rules.......................................................................182Appendix: Proration Rules........................................................................................186Appendix: Participant Profile Assignment Rules....................................................192

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MPSC, WIC, MIS, System CS 6 Clinic Services Food Package – Food Benefits Screens

1 Food PackageThe Food Package screen allows the user to record prescription information related to special diet needs, record that specific foods are needed for a religious reason, and allows the prescription of food items. Historical Food Package screens are accessed by using the record selector.

1.1.1 Food Package Effective DateThe Food Package Effective Date is the date the user wants this food package to first be available for issuance. For example, if the user wants the food package first available on 4/1/08, then they should set the effective date for 4/1/08. The default for the Food Package Effective Date is today’s date because it is expected that the date that a user is prescribing the Food Package is the first date that they want it available for issuance in most cases. This Food Package stays effective until a user makes another Food Package.

1.1.2 Formula/Medical Food DocumentationDocumentation related to a Formula/Medical Food or a food need related to a religious reason is captured on a pop-up off of this screen. For Medical Documentation, Rx Expiration Date, medical diagnosis, and a designated authority are required for any food package with food items that are designated as “Special Diet.” If state or local policy dictates, the paper prescription can be scanned into the system using the Scan Document function accessed from the File menu. For more information on scanning documents, see CS 0 Clinic Services Overview.

1.1.3 Prescribing Foods for a ParticipantA user can create a single food package or multiple food packages. A food package defines the food benefits for a participant for an issuance period. Generally the user selects a food package from a list of model food packages. If something other than the model package is desired, the user tailors the package as desired. A food package must be validated before it can be used to issue food benefits. This validation process compares the food package to the food rules that have been entered into the system in the Food Management functional area. Food rules are associated with participant profiles. A food package that fails the verification process is marked “unverified” and can be saved in the database, but cannot be used to issue food benefits. For more information on Model Food Packages, Food Rules, and Participant Profiles see FM 1 Food Management Screens.Most participants have a single food package that is used for all issuance periods within the issuance cycle. For example: A child is prescribed the model food package C-30-60 months/2 gallons. This same package is used to produce food benefits until a new food package is created by the user or by the system when a milestone date is met. Multiple food packages can be created for a participant, each with a future Effective Date. Multiple food packages are often created for special diet needs where different formulas are prescribed for different issuance periods or when the user is trying to issue current issuance period benefits that may be less than what is desired in future issuance periods. For more information on Milestones, see FM 1 Food Management Screens.

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CS 6 Clinic Services Food Package – Food Benefits Screens MPSC, WIC, MIS, System

A verification process also occurs before Food Benefits are issued. During this process, the system checks to see if a participant reaches a Milestone age during the food issuance cycle. If yes, the system creates a new food package with the default food items for that participant profile. It is possible for the user to lock a food package so that the system continues a special diet food package rather than creating a new food package at defined milestones. (This may be used when the participant is receiving a specific food package because of a continued condition such as PKU or when the participant is not developmentally ready to progress to other foods along with their peers.)

1.1.4 Food Package Grid (FI Only)For FI states, the Food Package grid displays Food Items by Category and Item Description. There is one column for entering quantity for each FI that is to be printed. Not every FI has a quantity for every food item. Additionally, the user must assign if the food item is to be used in all months, odd, or even months. As part of the tailoring process, food items can be added or removed from the grid.

1.1.5 Food Package Grid (EBT Only)For EBT states, the Food Package grid displays Food Items by use of Category, Subcategory, Quantity, and UOM. The user also selects if the food item is to be used in all months, odd, or even months. As part of the tailoring process, food items can be added or removed from the grid.

1.1.6 Card Benefits Display (EBT Only)If desired, the current issuance period card balance can be presented in the information panel so that the user can see what is currently on the card. To accomplish this, the user inserts the card into the card reader and selects the Benefit Inquiry menu item. For further details about the Benefit Inquiry menu item, see CS 0 Clinic Services Overview, Card Activities Menu.

1.1.7 Direct Shipping FoodA system parameter allows a state to choose whether to direct ship food items which are typically specialized formulas or medical foods. Direct shipping varies slightly from state to state, but it represents giving food to participants outside the normal process of redeeming food benefits at vendor stores. Direct shipping may be set up where the clinic stores and distributes these food items or it may be that the food is directly shipped to the participant from a manufacturer. This is based on contractual arrangements. Directly shipped items are issued (inside the system) but are not produced on food instruments (paper FIs or EBT cards). These foods are identified as candidates in the food management screens so that on the food package screen the user can check which foods are to be handled as directly shipped.

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1.1.8 Food Package ScreenFor FI states, the Food Package grid displays the Food Items by Category and Item Description. The item description is the print that appears on the printed paper FI. The grid allows the user to see how the foods are distributed across the paper FIs. As part of the tailoring process, food items can be added or removed from the grid. FIs can be added to the grid or removed from the grid. System parameters determine the maximum number of food items and food instruments that can in the grid. FI Screen (FI Only) (System.FoodBenefitDeliveryMethod system parameter is set to “FI”) NOTE: The food package displayed belongs to a three year old child.> Foods > Food Package

<Family Header (See CS Overview)><Participant Sub-Header (See CS Overview)>



EBT Screen (EBT Only) (System.FoodBenefitDeliveryMethod system parameter is set to “EBT”) NOTE: The food package displayed belongs to a breastfeeding woman with a partially breastfed infant.> Foods > Food Package


Note: See Appendix: EBT Foods Screens Comparison in this document for a matrix showing the purpose, the level of data, the length of data span, the ability to update, what data is managed, and the dates covered on this and other EBT Foods screens. (EBT Only)

Control DescriptionEffective Dates This is the date that a food package becomes effective to be

used in the system to produce food benefits. The drop-down and spin control allow selection of historical food package data. When New is clicked, this date defaults to today’s date. It can be updated by the user. If another food package already exists for the participant with Food Package Date = today’s date, then the Food Package Effective Date must have an effective date other than today’s date entered by the user. The Effective Date is the first day that a food package can be used for issuance.Type Record SelectorContents DatesDB Column ParticipantRX.EffectiveBegDt



Control DescriptionNew Clicking the New button creates a new Food Package record. The

Food Package Effective Date is set to today’s date by default but can be updated.If a Food Package already exists with today’s date, the Food Package Effective Date of the new package must be changed by the user to a date in the future.If a new food package is created and there was an existing food package with a valid effective date, the previous package is given an end date of the day before the new package’s Effective Date.Type Command ButtonHot Key Alt + N

Edit Clicking the Edit button enables all fields on the Food Package screen for update.Type Command ButtonHot Key Alt + T

Delete The Delete command button is used to delete the displayed Food Package. If the food package is deleted and there was a previous food package the end date is removed so that the previous package is now in effect.Type Command ButtonHot Key Alt + D

End Date The date that a food package stops being effective. This food package can no longer be used to produce food benefits. This field is inquiry-only and not enabled for update. When a new food package is created the end date of the previous package is set to the day before the effective date of the new package. If the current food package is deleted then the previous food package end date is removed and the food package is once again the effective package.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated YesDB Column ParticipantRX.EffectiveEndDt

Do Not Auto-Update This checkbox is used to lock a food package for use. If locked, future milestone based on automated food package selection is disabled (which in effect overrides the automated food package selection). This is based on matching against system defined participant profiles.Type CheckboxDB Column ParticipantRX.LockUseofPkgIn



Control Description<unlabeled>Part Profile Info

Additional participant profile information that is not available in the participant header or on the food package screen is displayed above the Documentation link:1. The WIC Formula level is displayed for Infants, Breastfeeding

women, and Pregnant women with Question 4g = Yes on their most recent Nutrition Interview.

2. Multiples is displayed for Breastfeeding Women with more than one infant in the Infant(s) Born From This Pregnancy list of the most current pregnancy, Pregnant Women with a Multifetal gestation for the most recent pregnancy, and Pregnant Women with Question 4g = Yes on their most recent Nutrition Interview and two related infants with Breastfeeding Description = Excl BF, Prim Excl/No F Pkg, or Prim Excl/Comp.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated Yes

<unlabeled>Food Package Status

This is a display-only information message that identifies a food package as verified or not.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated Yes

Verify The Verify button is used to force the application to perform the verification process on the displayed Food Package. If no errors are detected, the Food Package Status message is changed to “Verified.” If errors are detected, a list of edits that failed is displayed and the Food Package Status message is changed to “Unverified.” A food package that is not verified may be saved to the database but cannot be used to issue food instruments.Type Command ButtonHot Key Alt + I

Copy Clicking the Copy button creates a new Food Package by making a copy of the currently selected Food Package. The new food package’s Effective Date defaults to today’s date. The food package contents and all data recorded on the Food Package Documentation pop-up are copied that have not reached their Rx Expiration Date. The Doc ID is not copied forward from the previous package. Copy button copies all three View levels.Type Command ButtonHot Key Alt + Y



Control DescriptionSpecial Diet This checkbox is used to identify that a participant’s food

package requires additional documentation. Usually this is formula or medical foods prescribed by an authorized prescribing authority. This checkbox is also used to record religious reasons for needing different foods.Type CheckboxDB Column ParticipantRX.SpecialDietIn

Documentation Hyperlink to Food Package Documentation Pop-up. See Food Package Documentation Pop-up section for more information.Type Link

Self-Reported This checkbox is used to identify a self-reported disease state or condition that necessitates a food package that is different than most participants of the same participant profile would receive.Type Checkbox

Details This text box allows the user to briefly document details about the self-reported diet needs. More extensive detail could be documented in the participant’s care plan.Type Text BoxRequired Yes, if Self-Reported is markedLength 70Validation AlphanumericDisplay Only No Calculated No

Model Food Package When New, Edit before a save, is clicked, this drop-down contains the list of pre-defined model food packages that are appropriate for the participant’s profile which includes: participant category, age, breastfeeding status, homeless status, multiples status, and special diet status.Type List BoxRequired NoDB Column Not StoredCode ID ModelRx table lookup

View - Full This radio button allows the user to select that the Food Package grid contains the food for a full issuance. This is the default view.Type Radio ButtonRequired Yes, Full, 2/3 or 1/3 are required

View – 2/3 This radio button allows the user to select that the Food Package grid contains the food for a 2/3 proration issuance.Type Radio ButtonRequired Yes, Full, 2/3 or 1/3 are required



Control DescriptionView – 1/3 This radio button allows the user to select that the Food Package

grid contains the food for a 1/3 proration issuance.Type Radio ButtonRequired Yes, Full, 2/3 or 1/3 are required

FB Issuance FB Issuance displays the period of time for which food instruments are issued. Once changed, every food package displays this value.Type List BoxRequired YesDB Column Participant.FIIssuanceCdCode ID FI Issuance Cd

This code element is non-editable. The installed values are: 3 Months 2 Months 1 Month No Food Benefits

1st Day The First Day of Issuance is displayed. For Calendar states, this value is set to 1. For Rolling states, this value is set based on the first day the family receives issuance.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column NA

Food Package Name This is the name of the participants’ food package. Its name is usually either the model food package name or, if tailored, the word "Tailored" followed by the model food package name.Type Text BoxRequired NALength 67Validation NADisplay Only Yes Calculated NoDB Column ParticipantRx.Name



Control Description<contract?> This is a label beside the food package name where the

(Contract) or (Non-Contract) appears respectively to packages that have formulas in them.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column NA

Add Food The Add Food command button allows the user to add a new Food Item to the Food Package Grid. A new empty row is added to the bottom of the Food Package Grid. The FI n (FI Only) or Qty (EBT Only) and Model Quantity columns are initially blank. The Total column is set to zero.Type Command ButtonHot Key None

Remove The Remove Food command button is used to delete a Food Item from the Food Package Grid. Before clicking the Remove Food button, select the food item to be deleted by clicking the appropriate “food item” row label.Type Command ButtonHot Key None

Add FI(FI Only)

The Add FI command button allows the user to add a new FI to the Food Package Grid. A new empty column is added to the Food Package Grid with the label “FI n”. The value of “n” in the label is the value of the highest FI n already in the grid plus 1.Type Command ButtonHot Key None

Remove FI(FI Only)

The Remove FI command button is used to delete an FI from the Food Package Grid. Before clicking the Remove FI button, select the FI to be deleted by clicking the appropriate “FI n” column label.Type Command ButtonHot Key None

Food Package This is the food package data grid.Type Data Grid



Control DescriptionCategory The Category list box contains a listing of all of the food

categories. When an item is selected from this list it filters the values in the Subcategory (EBT only) or Item Description (FI only) list.Type List BoxRequired YesDB Column FoodCategory.CategoryNrCode ID FoodCategory table look up (Display all

category FoodCategory.CategoryNr and FoodCategory.Name in the drop-down where Food Package effective date is within the FoodCategory.EffectiveDt and FoodCategory.EndDt) (Mask of “99 XXXXX”)

Item Description(FI Only)Subcategory(EBT Only)

This field contains the description of each food item defined in a food package. The drop-down contains the list of all available, active foods. The user can customize a food package by choosing a different food item from the drop-down list.

Type List BoxRequired Yes, at least one Food Item must exist in a Food

PackageDB Column ParticipantRX.SRx_IDCode ID (FI Only)

ProdContainer table lookup (Display all ProdContainer.FIDc in the drop-down where current date is within the ProdContainer.EffectiveDt and ProdContainer.EndDt)(EBT Only)Subcategory table lookup (Display all category Product.SubCategoryNr and Product.Name in the drop-down where Food Package effective date is within the Product.EffectiveDt and Product.EndDt) Mask of “999 xxxxxxxx”



Control DescriptionFI n(FI Only)Qty(EBT Only)

(FI Only)The FI n labels identify how many Food Instruments are in the Food Package. This is the number of paper FIs that are printed per month each time the Food Package is used to produce paper FIs. The “n” represents the FI Sequence Number of each individual FI. They are numbered sequentially, starting with 1. The FI n values in the Food Package Grid are created or updated when the user selects an item from the Model Food Package drop-down or uses the Add FI or Delete FI buttons.

The quantity for the food item for the food instrument is found in this column.

(EBT Only)For EBT, the FI 1 is labeled as Qty. The quantity of the food item is displayed in this column.Type Text BoxRequired (FI Only)

Yes, at least one FI n must exist in a Food Package. Also, each FI n must have at least one Food Item.(EBT Only)Yes, a Quantity must be defined for it.

Length Integer 4Validation Numeric

(EBT Only) Display masks are based on the Decimal Code value from the ProdContainer table for the food item.Decimal Code Valid maskWHOL 9HUND 9.99HALF 9.0, 9.5QRTR 9.00, 9.25, 9.50, 9.75TENS 9.9

Display Only No Calculated NoDB Column ParticipantRX.SRx_ID (EBT Only)

ProdContainer.DecimalBasedIssuanceCD



Control DescriptionUOM(EBT Only)

The UOM of the subcategory.

Type Text BoxRequired NALength 8Validation NADisplay Only Yes Calculated NoDB Column ProdContainer.ContainerSizeCd

Month This field contains whether the food benefit is for every month (All), even numbered months (Even) or odd numbered months (Odd).Type List BoxRequired YesDB Column ParticipantRX.SRx_IDCode ID OddEven

This code element is non-editable.The installed values are:AllOddEven

Total (FI Only) The quantity of each food item that appears across the FIs. This is for informational purposes.Type Text BoxRequired NALength 4Validation NADisplay Only Yes Calculated YesDB Column ParticipantRX.SRx_ID

Doc ID This field contains a list of Documentation ID numbers. The user associates a Documentation ID (from the Food Package Documentation pop-up) with a specific food item as needed.Type List BoxRequired Yes, if the food item is from food Categories 31,

41, or 21 (non-contract).Code ID NA



Control DescriptionDirect A check box used to indicate that this food item is considered

directly shipped (i.e., client does not need to redeem an FI at a vendor but rather the food is provided from the clinic shelf or directly shipped to them. The checkbox is enabled if the food item is marked as a direct ship candidate in the food management setup.Type CheckboxDB Column ParticipantRX.SRx_ID

Comments The comment text box is supplied to give additional information regarding the current food package.Type Text BoxLength 100Required NoDisplay Only No Calculated NoDB Column ParticipantRx.Comment

<Last Modified By User and Date>

In the lower right-hand corner, the user and the date of the last update of the food package or its food content records are displayed.Type Text BoxRequired NALength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column ParticipantRx.ModifyStfpID +

ParticipantRx.ModifyDt

Business RulesParticipant Header Rule and Navigation1. Display the Participant Sub-Header at the top of this screen.2. When the Food Package screen is accessed from the Navigation Tree, run the

Automated Food Package Update Algorithm against all Active and Pending participants. This algorithm appears in the appendix of the CS 6 Food Package – Food Benefit Screens DFDD.

a) If the participant has received current issuance AND the current date is prior to the last current issuance monthly period, then the participant’s attributes for the next issuance cycle are evaluated for upcoming participant profile changes due to aging.

b) If the participant has not received current issuance, then the participant’s attributes for the remainder of the current issuance cycle are evaluated for upcoming participant profile changes due to aging.



Business Rules3. When the Food Package screen is accessed from the Navigation Tree and there is no

existing food package for a participant, then the Automated Food Package Update Algorithm is not run against this participant.

Food Package Selection/Naming Rules4. When New is clicked, the Model Food Package list contains all model packages

associated with this participant’s participant profile (as defined in Food Management – Model Food Packages).

5. When New is clicked, if the participant’s current participant profile has a model package switch (defined in Food Management), then automatically select the model for display in the Model Food Package listbox. The system displays the contents of the package in the Food Package grid and it attempts to verify its contents.

6. If a food package has a non-contract formula in it, the <contract?> label beside the Food Package name has ‘(Non-Contract)’ placed to it. If no non-contract formula and a food package has a contract formula in it, the <contract?> label beside the Food Package name has ‘(Contract)’ placed to it.

7. Populate the Food Package Name with the value in the Model Food Package Selector when it is selected. This includes the appended value from the previous business rule.

8. Unless it already exists, append the value of “Tailored” to the front of the Food Package Name when the contents of the food package are different than the contents of the selected model food package. If no model food package was selected then the Food Package Name is set to "Tailored". If the first word is “Changed”, then remove this word (this indicated that the package was created by the Change Food Rule function). Now, because the package is being tailored by the user, then Tailored is reflected.

General Business Rules9. End Date is set automatically when a new or copied food package overlaps one or

more existing food packages. When a new or copied food package is created that overlaps the Food Package Effective Date of the current food package, the system automatically sets the current package’s End Date to the Food Package Effective Date of the new or copied food package minus 1 day. An exception is if the Food Package Effective Date already exists for the new or copied food package and has been issued against, then the current package’s End Date is set to the same date as its Effective Date.

10. Disable the Edit, Delete and Verify buttons when a food package has been used during any issuance of food benefits.

11. (FI Only) Direct Ship food items are on their own FI (no auto-splitting) and it is the first FI in the package unless a CVV exists then it is the second FI in the package.

12. (FI Only) If System.FoodBenefitDeliveryMethod = “FI” and Food.FormulaMixedFIs = “No”, any formula only FIs are the first FIs in the food package grid with the direct ship FIs being at the top.

13. Display “Duplicate” message on the screen, if someone creates a food package at a connected clinic and another person creates a food package at a disconnected clinic, after synchronization, this participant would have two food packages with the same effective date. This is discovered during synchronization and the connected clinic package is marked as a duplicate.

14. (FI Only) If the System.FoodBenefitDeliveryMethod system parameter is set to “FI” (FI states only), disable the Remove FI button if only one FI column is available. Note: this error does not occur for EBT states because the ability to Remove FI command button does not exist.

15. (FI Only) If the System.FoodBenefitDeliveryMethod system parameter is set to “FI” (FI states only), enable the Remove FI button only when an FI column has been selected.



Business Rules16. Display a warning message when the Delete button is clicked. Click Yes on the dialog

box to completely delete the selected food package data. Click No on the dialog box to cancel the delete function.

17. (FI Only) If the System.FoodBenefitDeliveryMethod system parameter is set to “FI” (FI states only), for Total Column within the data grid, sum the quantities of the FIs for the row.

18. The Do Not Update, Special Diet, Self Reported (checkbox and text),Model Food Package, Add Food, Remove Food and Food Package grid columns Category, Subcategory or Item Description, Month, Doc ID, Direct and Comments columns are disabled in the 2/3 and 1/3 Views. This rule applies to all 3 levels (full, 2/3 and 1/3). These fields can only be updated while in Full View.

19. For food items from a category that is marked as CVV, the quantity columns are disabled in the 2/3 and 1/3 view.

20. (FI Only) Model Food Package FI Distribution Algorithma. Each CVV food item is placed on its own check and they are the first FIs.b. Formula food items that are marked as Direct Ship candidates are placed on

the next available FI.c. Remaining formula food items are distributed across the next set of available

FIs depending on the value of the level’s (full, 2/3 or 1/3) Formula FI.d. Non-auto-split, non-CVV and non-formula food items are placed on the next

available FI offset by the value of the Start FI.e. Auto-split, non-CVV and non-formula food items are distributed starting on the

next available FI offset by the value of the Start FI. When it loops during auto-splitting, it re-starts on the same FI (as it started).

21. When a new item is added to a package, the proration algorithm is used to determine the 2/3 and 1/3 amounts (see Proration rule business rule 3). For FI States, they are distributed on the FIs based on the Model Food Package FI Distribution Algorithm.

22. Remove Food would remove the food item from every level (full, 2/3 and 1/3).23. When a change rule occurs, any food changes would use the proration algorithm to

determine the 2/3 and 1/3 amounts (see Proration rule business rule 3). For FI States, they are distributed on the FIs based on the Model Food Package FI Distribution Algorithm.

24. The Add FI button adds an FI only in the view that it currently displayed.25. The Remove FI button removes the FI with its food quantities in the view that is

currently being displayed. The Remove FI button is disabled if the user points to a CVV FI in the 2/3 or 1/3 view.

26. Quantity changes can be made in any view and have no impact to the quantities of other views of the same food.

27. The View radio buttons are available when a package can only be displayed (either due to security or because it was issued against).

Validation Rules (occur interactively with user in the Message tab)28. When validation errors occur, the View radio buttons are disabled. This reduces user

confusion by having the user correct problems in the view before moving to a different level.

29. (EBT Only) Display an error message if any food item’s Qty violates the following rules based on the food item’s value of ProdContainer.DecimalBasedIssuanceCd:

a. If ‘WHOL’, Qty must be a whole number.b. If ‘HUND’, Qty must have no more than two decimal digits.c. If ‘HALF’, decimal digit of Qty must be 0 or 5.d. If ‘QRTR’, decimal digit of Qty must be 00, 25, 50, or 75.

30. If ‘TENS’, Qty must have no more than one decimal digit.Verification Rules (occur with Verify button in the Food Benefits tab)31. Verify button is enabled when no validation errors are found.



Business Rules32. When a package is verified (i.e. user presses the Verify button), the following edits

must be passed to be marked as verified.Note: If the effective date of the food package is in the future, the food package uses the profile attached to the food package. If the effective date of the food package is current date or earlier, the food package uses the current participant profile.Note:(FI Only) The food item in the following business rules is the context of the container for FI states.(EBT Only) The food item in the following business rules is in the context of the category/subcategory for EBT states.

a. * Display an error message if the package contains no food item lines. A package must contain at least one food item.

b. * Display an error message when a food item line has zeroes for it total quantities for full, 2/3 and 1/3 views. Note: it is no error as long as a food item has a non-zero quantity in any view. Validation displays this message as a warning.

c. * Display an error message if the package has a food item found more than once (duplicate) in a line. The exception is if the food item is found duplicated with one row having a Month value of ‘Odd’ and the other row having a Month value of ‘Even’ and that the food item is marked as “Allow Combine and Average’. This indicates a ‘combine and average’ food situation for verification against maximum food rules.

d. Display an error message if the package contains a food item that is not active based its effective dates and end dates.

e. * (FI Only) Display an error message when all food item quantities are zero for one FI. Every FI in a food package must have at least one food item with a quantity greater than zero.

f. * (EBT Only) Display an error message when the subcategory quantity is zero.g. *Display an error message when a food package for a non-special diet participant’s

transition issuance period from infant to child has any food that is marked as Infant Food found in the same package as any food that is not marked as Infant Food.

h. Display an error message if any food from a food category that is marked as an Exempt Infant Formula or a WIC Eligible Medical and the Special Diet is unchecked. Note: This forces a user to declare the food package a special diet food package when a special formula is used and to gather documentation.

i. Display an error message when any non-contract formula exists (food from a food category that is marked as Formula and whose effective rebate dates as compared to the food package effective date) and the Special Diet is unchecked. Note: This forces a user to declare the food package a special diet food package when a non-contract formula is used and to gather documentation.

j. Display an error message if any food from a food subcategory does not have a food rule. This applies to the full, 2/3 and 1/3 levels.

k. Calculate ‘Food Supplemental Start Date’ as the first day of first issuance period after the participant has turned six months of age. Calculate ‘Food Supplemental End Date’ as the first day of first issuance period after the participant has turned one year (12 months) of age. When the food is being issued to a participant inclusively between the ‘Food Supplemental Start Date’ and ‘Food Supplemental End Date’ and the food package contains only food items from food category’s that are marked as Exempt Infant Formula or WEMF, add to the maximum allowance food rules the amount contained in either the system parameter, Food.InfantExtraOuncesExemptFormulaNoBF or Food.InfantExtraOuncesExemptFormulaPart BF, before verification. The



Business Rulesparameter is based on infant breastfeeding leveling in their participant profile (infant ‘not breastfeeding’ or partial breastfeeding).

l. Display an error message when a maximum food rule has been violated. This applies to the full, 2/3 and 1/3 levels.

m. (FI Only) Display an error message when the number of food items is greater than the system parameter FI.LinestoPrintOnFIMaxNumber.

n. (FI Only) Display an error message if the number of FIs exceeds the system parameter FI.MaxNumberofParticipantFIsPerMonth. This error does not occur in EBT states because Add FI button is removed and the system parameter FI.MaxNumberofParticipantFIsPerMonth should be set to 1.

o. (FI Only) If the System.FoodBenefitDeliveryMethod system parameter is set to “FI” and the Food.MixedFormulaFIs system parameter is set to “No”, display an error message for each FI where a food from a food category that is marked as a Formula is found on the same FI with any other food items that have a quantity greater than zero, including any other food item marked as a Formula. There is one exception to this rule: the system shall allow one FI to contain up to two formula food items if one has Month = Even and the other has Month = Odd.

p. (FI Only) If the System.FoodBenefitDeliveryMethod system parameter is set to “FI”, display an error message for each FI where a food item has the direct checkbox checked and there are any other food items on the FI. Food items that are directly shipped must be isolated on their own FI(s). There is one exception to this rule: the system shall allow one FI to contain up to two formula food items if one has Month = Even and the other has Month = Odd. One or both of these formula food items may have Direct checked.

q. Display an error message if any duplicate effective date food packages that have not been issued against are found and the duplicate effective date is not today. Note: this allows food packages to be entered with ‘today’ as the effective date for multiple reissuance situations.

r. (EBT Only) Display an error message when the number of food items is greater than the system parameter EBT.FoodSubcatMaxNumber.

s. (FI Only) If the System.FoodBenefitDeliveryMethod system parameter is set to “FI”, display an error message for each FI where a food from a food category that is marked as a CVV is found on the same FI with any other food items that have a quantity greater than zero.

t. (FI Only) If the System.FoodBenefitDeliveryMethod system parameter is set to “FI”, display an error message for any FI where a food from a food category that is marked as a CVV is not found on the FI with a quantity of 1 and is the only food item.

u. Display an error if infant’s BF Description (InterviewInfant.BFActionCd) = Prim Excl/Comp and the infant’s package contains formula.

v. If an infant’s current BF Description is Exclusively BF or Prim Excl with No Formula Package (latest InterviewInfant.BFActionCd = Excl BF or Prim Excl/No F Pkg) and there is available issuance based on the ‘Food Available Date’, enable the New and Edit buttons. The ‘Food Available Date’ is calculated as the first day of the first issuance period after the infant has turned six months of age. When the New button is pressed, the system automatically adjusts the effective date of the food package to be the ’ Food Available Date’. Food availability (i.e. Model Food Packages) and validation are based on the infant being considered as a Prim Excl / Comp breastfeeding status.

w. Display an error if a food item’s issuance amount is not 0 and it is less than the food item’s subcategory Issuance Minimum. If the issuance amount is 0, this means that the food item is not wanted at that particular level (full, 2/3 or 1/3).



Business Rulesx. Display an error if a food item’s issuance amount is not a multiple of the food

item’s subcategory Issuance Multiplier. If the food item’s subcategory Issuance Multiplier is not set (null), this edit is not executed.

y. Display an error message if the package is using the ‘combine and average’ feature (see BR 28c) and the participant’s profile is not marked as “‘Allow C&A”.

z. (EBT Only) If a food package change is being done during the transition month from infant to child for a participant whose current month was already written to the card and contains food that is not compatible with previously issued food from an infant food perspective, a popup displays with the message, "Please insert card to verify food balance on card". Pressing the Read Card button reads the card (See EDIS Integration Business Rules at bottom of business rules). Pressing the Cancel button closes the window and mark the package unverified.

aa. A food package may contain multiple foods whose total quantity together is applied to one rule. For example, a food package may have milk, powdered milk, canned milk, and cheese on it. The sum of their individual quantities, converted to a common denominator, is compared to the food rule for milk products.

bb. When a food rule is violated, the format of the error message is “The [food rule name] rule has been violated. The amount cannot be more than [maximum rule quantity] and it is [prescription quantity] in this food package.” Replace [food rule name] in the message with FoodRule.Name. Replace [maximum rule quantity] in the message with FoodRule.MaxConstraintNr. Replace [prescription quantity] in the message with the sum of the Total quantities of each food item that was applied against the rule, converted to their common denominators.

cc. Package FI determines the number of FI in context to whether Formula FIs are mixed or not. If they are not mixed, it is the number of FI for non-formula food. If they are mixed, then it is the number of FIs for all food.

Note: Some errors are displayed prior to verification but are also part of the verification algorithm.

33. The unlabelled Food Package Status displays “Verified” with green font at the following times:

a. A model food package is selected.b. User tried to verify the food package and it passed the verification.

34. The unlabelled Food Package Status displays “Unverified” with red font at the following times:

a. No food package has been selected.b. A model food package is tailored.c. A previously verified food package is modified.d. User tried to verify the food package and it failed the verification.

35. If the food package cannot be verified, display the validation results on the FB Alerts tab in the information panel when a food rule has been violated.

a. Indicate the Food Rule that has been violated.b. Indicate the maximum amount allowed for the food item or category and what

the current quantity is in the food package.36. The food package becomes unverified immediately, when any of the following changes

are made on the screen: Effective Date, Special Diet, Self Reported, Model Food Package selected with Doc ID required, any column in the Food Package grid or food is added (via Add Food button).



Business Rules

Other Rules37. Hide Direct column in grid for states that do not direct ship food items (system

parameter System.DirectShipFoodItems set to “No”)38. For infants and children <24 months of age, when the Food Package is verified, display

a warning if there is no Nutrition Interview record (Infant Interview or Child Interview) with Record Date = Today’s Date.

39. Display an error if a food package has an effective date before current date. Note: this error only occurs when a user creates a new package or edits a historical package that has not been issued against. Once a package has been issued against, it cannot be edited (see BR15).

40. If a food package effective date or special diet indicator is changed, this may cause a participant profile change. If so, then the model food package list is changed and the food grid is cleared if no default model food package has been defined for the new participant profile. If a default model food package has been defined for the new participant profile, then it is displayed in the food grid.

41. (FI Only) CVV food items are the first in the package (unless Direct Ship FIs exist then the CVV food item is second).

42. For display of the additional participant profile information, if the participant’s category is Pregnant when a new food package record is created, determine if Multifetal Gestation is indicated on the Pregnancy record. If it is, then display “Multiples.”

43. For display of the additional participant profile information, if the participant’s category is Infant when a new food package record is created, evaluate the Breastfeeding Description and the verified food packages, when applicable.

a. If the Infant’s Breastfeeding Description is Excl BF, Prim Excl BF / No F Pkg, or Prim Excl / Comp, then the participant profile for BF is Full. Display “No WIC Formula.” The Infant is not receiving any formula from WIC.

b. If the Infant’s Breastfeeding Description is Part BF, then the participant profile for BF is Partial. Next evaluate the amount of formula in the verified food package based on the WIC Formula Level table.

i. If no formula is prescribed in the infant’s food package, then display “No WIC Formula.”

ii. If the amount of formula is “Part In,” then display “Partial BF Within Range.” The formula amount in the Infant’s Food Package is within the range allowed for a partially breastfed infant for this age and the Breastfeeding mother can receive a greater food package than is allowed if the formula amount was greater than the designated range.

iii. If the amount of formula is “Part Out,” then display “Partial BF Out of Range.” The formula amount in the Infant’s Food Package is greater than the designated range allowed for a partially breastfed infant for this age. The quantity of food that the Breastfeeding mother can receive is restricted based on this designation.

iv. Calculate ‘Food Supplemental Start Date’ as the



Business Rules

first day of first issuance period after the participant has turned six months of age. Calculate ‘Food Supplemental End Date’ as the first day of first issuance period after the participant has turned one year (12 months) of age. When the Rx Effective Date is between the ‘Food Supplemental Start Date’ and ‘Food Supplemental End Date’ and the food package contains only food items from food categories that are marked as Exempt Infant Formula or WEMF, use 4 months old as the age of the infant when calculating WIC Formula Level.

c. If the Infant’s Breastfeeding Description is No Longer BF or Never BF, then the participant profile for BF is None. Display “Full Formula.”

44. For display of the additional participant profile information, if the participant’s category is Breastfeeding when a new food package record is created, evaluate all infants associated with the current pregnancy by their Breastfeeding Description and the verified food package that is effective for the first month of the issuance period for the mother. If multiple infants are associated with the BF woman for this pregnancy, base the display of the additional participant profile information on the infant that is breastfeeding the most.

a. No infants are associated with the Breastfeeding womanInfant Associated?

BF level WIC Formula Level to display

N Full BF No WIC Formula

b. Only 1 infant associated with the Breastfeeding woman or if multiple infants, consider the infant that is breastfeeding the mostNote – Infant has Food Package? = Yes, means that there is a verified food package for the infant that is effective for the first month of the issuance period for the mother.

BF Description from Infant’s Interview

Infant has Food Package?

Food Package has formula?

BF level WIC Formula Level

No Interview

N NA Full BF No WIC Formula

No Interview

Y N Full BF No WIC Formula

No Interview

Y Y Part BF Based on quantity of formula, see WIC Formula Level panel

Never BF N NA No BF Full Formula

Never BF Y N No BF Full Formula



Business RulesBF Description from Infant’s Interview

Infant has Food Package?

Food Package has formula?

BF level WIC Formula Level

Never BF Y Y No BF Full Formula

No Longer BF

N NA No BF Full Formula

No Longer BF

Y N No BF Full Formula

No Longer BF

Y Y No BF Full Formula

Part BF N NA Part BF Based on quantity of formula, see WIC Formula Level panel

Part BF Y N Part BF Based on quantity of formula, see WIC Formula Level panel

Part BF Y Y Part BF Based on quantity of formula, see WIC Formula Level panel

Prim Excl/Comp


Prim Excl/Comp


Prim Excl/No F Pkg


Prim Excl/No F Pkg


Excl BF N NA Full BF No WIC Formula

Excl BF Y N Full BF No WIC Formula

c. If all infants have a BF Description = No Longer BF or Never BF, then the Participant Profile BF level for the Infant(s) is “None” and the Infant(s) is considered “Full Formula”

i. If the BF woman is >= 6 months post-partum, then display a warning message. “This woman is no longer eligible to receive food benefits. Terminate using a future termination date.”

45. If there are multiple infants associated with the BF woman for this pregnancy and the participant profile BF level is “Full” for all infants, then the participant profile for Multiples can be used for this woman. Display “No WIC Formula – Multiples.”



Business Rules46. For display of the additional participant profile information, if the participant’s category

is Pregnant when a new food package record is created, evaluate the most recent pregnancy Nutrition Interview. If InterviewPregnant.ExclusiveBFIn is Yes and two or more related infants have Breastfeeding Description = Excl BF, Prim Excl/No F Pkg, or Prim Excl/Comp, display “Exclusively Breastfeeding - Multiples”. If InterviewPregnant.ExclusiveBFIn is Yes and there is only one related infant with Breastfeeding Description = Excl BF, Prim Excl/No F Pkg, or Prim Excl/Comp, display “Exclusively Breastfeeding”. If InterviewPregnant.ExclusiveBFIn is Yes and two or more related infants have Breastfeeding Description = Part BF, evaluate the infant’s breastfeeding level and if both are In Range, display “Exclusively Breastfeeding”. If InterviewPregnant.ExclusiveBFIn is Yes Pregnancy.MultifetalIn is Yes and two or more related infants have Breastfeeding Description = Part BF, evaluate the infant’s breastfeeding level and if both are In Range, display “Exclusively Breastfeeding - Multiples”.

47. For display of the additional participant profile information when the participant’s category is Breastfeeding when a new food package record is created and two or more related infants have Breastfeeding Description = Part BF, evaluate the infant’s breastfeeding levels. If both infants are In Range, display “Breastfeeding Multiples In Range”. Note: For the purpose of selecting a model food package and applying food rules, the participant’s profile is Breastfeeding, not Breastfeeding Multiples.

48. The Copy button has the same security as the New button. If a user has permission to create a new food package, then the user has access to the Copy button.

49. Disable all buttons on the Food Package panel when user is using the view of Show Hidden Members.

50. A user may select the same documentation ID number for multiple food items.51. When the formula amount in the infant’s package is calculated, a decimal value

(Prepared Size and Units per container) could result. The WIC formula level is a maximum, so if the amount turns out to be 234.34, this would be rounded up to the next whole number of ounces to 235. Therefore 234.34 would exceed a maximum with a top level of 234.

52. If there is more than one form of formula used in a food package, determine the reconstituted values of all formulas and add together. Compare this total against the “Concentrate” form for the right age of infant in the WIC formula levels table.

53. For display of historical food packages, use the participant profile ID (Pro_ID) to determine the WIC formula level at the time the food package was created for all participants except infants. For infants, the WIC formula level is determined by the contents of the food package.

54. Display an error when the user attempts to delete a food package or edit a food package that has been previously used to issue food benefits. Do not delete the food package or save the edited food package.

55. Display a warning message if the participant’s current WIC status is Terminated, Wait List, Disqualified, Ineligible, or Pending.

56. (EBT Only) When the System.FoodBenefitDeliveryMethod system parameter is set to “EBT”, hide the Add FI and Remove FI command buttons, change the Item Description label to Subcategory, and change the FI 1 label to Qnty.

57. The number of FIs, the Food Items and Quantities, and their distribution across the FIs for a participant’s Food Package is described by data stored in the StateRx, StateFI, and SFIContents tables. For EBT, there is only one FI.

58. When the user saves a participant’s Food Package, represented by the data in the Food Package grid on this screen, check the State-wide Rx tables to find an exact match. If an exact match can be found, that food package’s StateFI.SRx_ID goes into ParticipantRX.SRx_ID. If an exact match cannot be found, create data in StateRx, StateFI, and SFIContents to describe the participant’s food package and then store the



Business Rulesresulting StateFI.SRx_ID value in ParticipantRX.SRx_ID.

59. Updating a participant profile attribute for a participant may make an existing current or future food package invalid for issuance.

EBT Device Interface System (EDIS) Integration Business RulesRead Card (if popup needed for error; then close existing popup)60. Status bar message = DisplayText of 'Insert_Card'61. EDIS: Display (DisplayText of 'Insert_Card')62. EDIS: ReadPAN () PAN63. Check for validity of card to system (BR 57 in EBT Food Benefits)64. Valid WIC EBT Card or Valid WIC card for System65. Check for EU active card66. If EU Active card

a. EDIS: ReadCardState ()b. If Status Change Reason is 1 or 12 (Vendor marked that PIN attempts

exceeded) or other internal error (i.e. card pulled)a. Display a popup error message = Perform card diagnostic. Operation

halted due to card state issue (i.e. vendor indicated PIN attempts exceeded). Operation was not completed. Note: If EDIS error text provided then add the error text to end of the message.

c. Elsea. Status bar message = DisplayText of 'Read_Data'b. EDIS: Display (DisplayText of 'Read_Data')c. EDIS: ReadBenefits () - Return benefits to system (empty allowed)d. EDIS: Display (DisplayText of 'Oper_Suc_Ready')e. If Current Benefit Periods found

1. Go on to check next business rule.f. Else

1. Go on to check next business rule with current benefits considered empty.

g. Status bar message = "Ready"



1.1.9 Food Package Documentation Pop-UpThe food package documentation pop-up is used to capture the medical / foods documentation related to the food package.

Control DescriptionEffective Date This is the date that the documentation was signed by the health

professional (for written prescriptions) or date effective for verbal/phone prescriptions or for reporting religious reason.Type Record SelectorContents Dates

New Clicking the New button creates a new food package documentation record. The Effective Date defaults to Today’s Date. The user can update the date using the calendar control.Type Command ButtonHot Key Alt + N

Edit Clicking the Edit button enables all fields on the pop-up for update.Type Command ButtonHot Key Alt + T



Control DescriptionDelete The Delete command button is used to delete a food package

documentation record.Type Command ButtonHot Key Alt + D

Medical Documentation

This radio button allows the user to select the type of documentation that is being recorded. Selecting Medical Documentation makes the Rx Expiration Date, Medical Diagnosis, and Authority fields required.Type Radio ButtonRequired Yes, Medical Documentation or Religious

Reason are requiredReligious Reason This radio button allows the user to select the type of

documentation that is being recorded. Selecting Religious Reason makes the Additional Details and Authority fields required.Type Radio ButtonRequired Yes, Medical Documentation or Religious

Reason are requiredRx Expiration Date The expiration date of when a new prescription is needed for a

non-contract formula or medical food for a participant.

Type Date PickerRequired Yes, if the Medical Documentation indicator is

checked.Length 8Validation Mask of mm/dd/yyyyDisplay Only No Calculated NoDB Column MedicalDocumentation.SpclForRenewDt

Medical Diagnosis Medical Diagnosis is used to record the reason why a non-contract formula or medical food was given to a participant.Type List BoxRequired Yes, if the Medical Documentation indicator is

checked.DB Column MedicalDocumentation.MedicalDiagDcCode ID Medical Diagnosis

This code element is editable but these installed values are non-editable:Other



Control DescriptionAdditional Details Additional Details is used to record any additional facts about the

formula or medical foods that were prescribed.Type Text BoxRequired Yes, if the Religious Reason indicator is

checked.Length 30Validation NADisplay Only No Calculated NoDB Column MedicalDocumentation.MedicalDetail

Approved By Approved by is used to capture the person who approved the prescription. This drop-down is populated with names of staff persons for the agency/clinic that have security access to edit the food package screen.Type Text BoxRequired NoLength 50DB Column ParticipantRx.Stfp_IDDB Column MedicalDocumentation.ApprovedBy

Authority The name of the doctor or prescribing authority who wrote the participant's prescription for non-contract/special formula or medical foods.Type Text BoxRequired Yes, if Medical Documentation indicator is

checked.Length 50Format NARange NADisplay Only No Calculated noDB Column MedicalDocumentation.PrescribingAuthNm

Doc ID This field represents the stored number of the documentation record. This field is user defined. This field is associated with specific food items on the Food Package screen.Type Text BoxRequired YesLength 1Validation IntegerDisplay Only No Calculated NoDB Column MedicalDocumentation.DocumentationIDNr



Control Description<Last Modified By User and Date>

In the lower right-hand corner, the user and the date of the last update of the food package documentation record are displayed.Type Text BoxRequired NALength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated No

Close The Close button closes the food package documentation pop-up. The user is returned to the Food Package screen.Type Command ButtonHot Key Alt + C

Business Rules

1. Display an error if Effective Date is a future date.2. Display an error if Medical Documentation or Religious Reason is not selected.3. Display an error if the date entered for Rx Expiration Date is a date in the past.4. When Religious Reason is selected, disable Rx Expiration Date and Medical Diagnosis.5. Clear all other fields, except the navigator control, when Medical Documentation or

Religious Reason radio buttons are selected.6. The Doc ID across multiple Food Package Documentation records must be unique for a

single Food Package.



2 Returned FormulaThe Returned Formula screen is used to record any formula that is returned to the clinic by a participant (i.e. infant participant is not able to use a particular formula). This usually occurs with a request for the participant’s food package to be changed and benefits reissued which must be for the current issuance period. The benefit calculation for the reissuance of formula for the current issuance period takes the quantity of returned formula into account.FI Only version of Returned Formula panel > Foods > Returned Formula




EBT Only version of Returned Formula panel > Foods > Returned Formula


Control DescriptionAdd Row(FI Only)

Clicking the Add Row command button creates a new row in the data grid allowing the user to enter information about a returned formula.Type Command ButtonHot Key Alt + A

Read Card(EBT Only)

Clicking the Read Card command button reads the EBT card. A row is added to the Returned Formula grid for every formula found on the card where the difference between the selected Participant’s issued quantity for the current issuance period and the remaining card balance for the current issuance period is greater than zero.Type Command ButtonHot Key Alt + C

Remove Row Clicking the Remove Row command button removes the selected row from the data grid.Type Command ButtonHot Key Alt + R



Control DescriptionReturned Formula This data grid is used to capture the occurrence of returned

formula for the participant.Type Data GridDisplay Yes

Return Date This is the date that the formula was returned by the client to the clinic.Type Date PickerRequired YesDisplay Only No Calculated NoDB Column ReturnedFormula.ReturnDt

Issuance Period This is the current issuance period of the participant. It is expressed as the FDTU (First Date To Use) date to LDTU (Last Date To Use) date. This is used to determine which food item was returned in order to calculate any credits during the re-issuance process.Type Text BoxRequired NALength NAValidation Mask of ‘mm/dd/yyyy-mm/dd/yyyy’Display Only Yes Calculated No

DB Column ReturnedFormula.FirstUseDtReturnedFormula.LastUseDt

Formula Returned(FI Only)

This is the formula item that was returned.Type List BoxRequired Yes, Mask of ’99 999 xxxxxx’ where 99 is

Category Number, 999 is Subcategory Number and xxxxx is Container Description

Initial Display of 25DB Column ReturnedFormula.PCon_IDCode ID ProdContainer table lookup for formula foods

(category indicator) based on the Current Issuance Period found in the Issuance Period control.

Formula Returned(EBT Only)

This is the formula item that was returned.Type Text BoxRequired NALength Initial Display of 25



Control DescriptionValidation Mask of ’99 999 xxxxxx’ where 99 is Category

Number, 999 is Subcategory Number and xxxxx is Subcategory Description.

Display Only Yes Calculated NoDB Column ReturnedFormula.PCon_IDCode ID ProdContainer table lookup for formula foods

(category indicator) based on the Current Issuance Period found in the Issuance Period control.

Quantity This is the quantity of the returned formula. This quantity must be entered in the context of the unit of measurement of the prescribed food.

Type Text BoxRequired YesLength Integer 3Validation Numeric, Mask of ZZ9 Cannot be zero.Display Only No Calculated NoDB Column ReturnedFormula.Quantity

Staff Member This is the staff member who is documenting the returned formula.

Type Text BoxRequired NALength NA, Initial Display of 12Validation NA, Mask of First Name, Last NameDisplay Only Yes Calculated NoDB Column ReturnedFormula.Stfp_ID

Business RulesParticipant Header Rule1. Display the Participant Sub-Header at the top of this screen.General Business Rules2. When a row is added to the data grid, the Return Date is automatically populated with

the current date. The user may change the Return Date.3. When a row is added to the data grid, the issuance period is automatically populated

with the current issuance period.4. (EBT Only) When a row is added to the data grid, Formula Returned is populated with

the category, subcategory, and formula name.5. When a row is added to the data grid, the Staff Member name is automatically

populated with the name of the staff member currently logged into the computer.6. (FI Only) When the Add Row is pressed, display an error if the participant has no



Business Rulesformula items for the issuance period.

7. Removed.8. (EBT Only) When the Read Card button is pressed, display an error if the selected

Participant was not issued any of the formulas read from the card.9. (FI Only) Display an error message if the quantity returned is greater than the amount

available for the selected Formula Returned item.10. (EBT Only) Display an error message if the Quantity entered is greater than the

difference between the issued quantity and the remaining card balance for the selected Formula Returned item.

11. (EBT Only) When the Read Card button is clicked:1. Note: The language for the Display Text found in the EDIS: Display is based on

the Family’s Printout Language. If Spanish, Spanish is used. If any other value, English is used.

2. Status bar message = DisplayText of ‘Insert_Card’3. EDIS: Display (DisplayText of ‘Insert_Card’)’4. EDIS: ReadPAN () PAN5. Check for validity of card to system (BR 17)6. Valid WIC Card and Valid WIC Card for System

o Check for EU active card (BR#12)o If EU Active card

EDIS: ReadCardState () If Status Change Reason is 1 or 12 (Vendor marked that PIN attempts

exceeded) or other internal error (i.e. card pulled) Display a popup error message = Perform card diagnostic. Operation


Else EDIS: Display (DisplayText of ‘Read_Data’) EDIS: ReadBenefits () Benefits The system knows the food items of category = 21 or 31 or 41 that

were last issued (ISSUED, RE-ISSUE, TRANSFER) on the card as well as for the selected Participant. For the current issuance period, determine the remaining balance (issued quantity – found on card). If the amounts related to the selected Participant are equal between issued and remaining OR the selected Participant was not issued any of the formulas Display a popup error message = No formula is available for

return Else

Add one row to the select Participant’s data grid for each food item with category = 21 or 31 or 41 and a current issuance period with a returnable amount greater than zero.

o Else Display a popup error message = Card is not current active card

7. Status bar message = “Ready”



Business Rules12. (EBT Only) The EBT card read is the Economic Unit’s active card if:

a. The PAN is assigned to the Economic Unit and…b. (The PAN is the current active card or (there is no current active PAN and the

last hot card PAN has a hot card effective date greater than the current date)).13. Display an error message if the Return Date is not within the Issuance Period dates

(inclusive).14. (EBT Only) When the participant’s Economic Unit does not have an active PAN and the

participant’s Economic Unit does not have a hot card PAN with a hot card effective date in the future, display a warning message that the participant's Economic Unit does not have an active PAN and disable the Read Card button. The reasoning is that if a card is hot, they should not be trying to return formula; if the card is available, the card should be reinstated first.

15. Historically (saved) data in the row is display only. Historical rows are those from the previous issuance period.

16. Display a warning message if the participant’s current WIC status is Terminated, Wait List, Disqualified, Ineligible, or Pending.

17. (EBT Only) Invalid WIC Card for System – Invalid for state and/or system type as the first 6 digits of the PAN are not equal to the system parameter, EBT.ValidPANBIN or the eight digits is not equal to the system parameter, EBT.ValidPANType. When this occurs, the MPSC WIC business function is halted, a popup with a message “Card has invalid BIN <BIN> for the <system>”>” is produced and the card reader displays the “Invalid_Card” text using the EDIS: Display function. Closing the popup places the MPSC WIC system into a ready state for the next user interaction as well as display the “Default” text using the EDIS: Display function.

18. (EBT Only) When a user accesses the screen and existing rows are found:a. For rows where the return date is after any re-issue occurrence, disable the row

from being edited. If the user is returning to correct an error, they must remove the row and re-add the data using the Read Card button. This is due to the system not knowing what is on the card; thereby not being able to edit for the maximum quantity that may be returned. Note: If a user enters the returned formula (with a card read) and then leaves the screen but before they re-issue they want to correct something, then cannot simple edit the existing rows (as we have lost the number of cans from the card read to know how to edit). Then can however, remove the row and start over (read the card for new rows).

b. For rows where the return date is before a re-issue occurrence, disable the row from being removed or edited. These rows were included in the calculations of the re-issue occurrence. Note: Once a user re-issues, any previous formula return has been acted upon and is historical in nature and therefore it cannot be edited/removed.

19. (EBT Only) If more than one formula is read from the card that is eligible to be returned for the selected participant, display one new row in the Returned Formula grid for each eligible formula, default Quantity of each row to 1, and display a warning message telling the user that multiple formulas available for return were added to the Returned Formula grid and each new row should be examined.



3 Issuance SummaryThe Issuance Summary screen is where staff can review all active participants within a family to know the issuance summary for each active participant for the current and three upcoming months. Each economic unit is listed separately on the screen. A legend helps the user understand the symbols used in the summary.The summary includes the following information about participants’ food benefits:

The participant has a food package that is prescribed for the issuance month, but the food package has not been issued (it is available for issuance),

The participant’s food benefits have been issued for the issuance month. The participant has no food benefits available to be issued in the issuance month.

This could be because no food package has been prescribed or because the foods are not yet available for issuance. Examples of this include a totally breastfed infant or a participant that is not issued food benefits. Additionally, any participant that will reach the end of their certification period and has no future dated certification would be designated as food benefits not available for subsequent months.

FI Screen (FI Only) (System.FoodBenefitDeliveryMethod system parameter is set to “FI”)> Foods > Issuance Summary

<Family Header (See CS Overview)>



EBT Screen (EBT Only) (System.FoodBenefitDeliveryMethod system parameter is set to “EBT”)> Foods > Issuance Summary




Note: See Appendix: EBT Foods Screens Comparison in this document for a matrix showing the purpose, the level of data, the length of data span, the ability to update, what data is managed, and the dates covered on this and other EBT Foods screens. (EBT Only)

Control DescriptionEconomic Unit A read-only data grid which displays an economic unit and the list

of active participants in the grid. Each economic unit in the family is displayed. The display of the PAN currently associated with the economic unit is dependent on a system parameter.Type Read Only Data GridDisplay Only Yes Calculated NoDB Column IncomeFamily.Description

EBTCard.IncF_IDParticipants Each active participant within the economic unit is listed in the

grid.Type Text BoxRequired NALength Concatenate name fields and display first 25

charactersValidation Mask of Firstname + MiddleName +

LastNName + LastNameSuffixDisplay Only Yes Calculated No

DB Column

FamilyMember.FirstName,FamilyMember.MiddleName, FamilyMember.LastName,FamilyMember.LastNameSuffix and WIC Status =Active

CED This is the latest Certification End Date on record for the active participant.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column Certification.EndDt



Control Description<current issuance month and year> (1st) – Food Package description

This is the current issuance month and year based on the oldest active participant in the economic unit.

Type Text BoxRequired NALength 15Validation Header, Mask of “First 3 characters of month”

yyEx: Jan yyDescription,Mask begins with “**” for food packages that are prescribed, not issued, available for issuance.Mask shows as much of the food package name as space allows.

Display Only Yes Calculated No

DB Column

For FI Only states - FI.LastUseDtFor EBT Only states – ParticipantEBTIssuance.LastUseDtFor both types – ParticipantRX.Name

<issuance month and year> – Food Package description>

This is the first issuance month and year in the future (today’s issuance month plus 1 month).




DB Column




Control Description<issuance month and year> – Food Package description

This is the second issuance month and year in the future (today’s issuance month plus 2 months).




DB Column


<issuance month and year> – Food Package description

This is the third issuance month and year in the future (today’s issuance month plus 3 months).




DB Column




Control DescriptionLegend – ** = Food Package prescribed, not issued, but available for issuance

Food Package prescribed, but not issued is represented by double asterisks “**” in the text box. This indicates that for the issuance month of the text box, a food package is prescribed (available for issuance), but it has not yet been issued to the participant.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated No

DB Column(FI Only) ParticipantRX.EffectiveBegDt, FI.CreateDate(EBT Only) ParticipantRX.EffectiveBegDt, ParticipantEBTIssuance.CreateDt

Business RulesGeneral Business Rules1. Perform the following: subset of the Food Benefit Alert Rules when the Issuance

Summary Screen is accessed (identified in BR 4). The full algorithm appears in the appendix of this document.

2. If any of the following conditions are true, then make the affected issuance month (and subsequent months) a blank text box.

a. A participant has a WIC status other than Active.b. The issuance month is beyond the participant’s categorical eligibility end date.

Certification.CategoricalEligibilityEndDtc. The issuance month is beyond the participant’s certification end date. (Consider

future dated certifications too.) Certification.CertificationEndDtd. The issuance month is more than one month’s worth of food benefits for a

participant that is Active through a pre-certification. ParticipantStatus.WIC StatusCd = A, Application.ApplicationTypeCd = PRE

e. The issuance month is more than one month’s worth of benefits for a participant that is Active through a provisional certification. ParticipantStatus.WICStatusCd = A, Application.ApplicationTypeCd = PROV

f. A participant has an unverified food package for the issuance month.g. No food packages have been prescribed for the issuance month.h. A participant has “Do not allow Food Benefits” marked on the Participant

Violations screen for the issuance month. ParticipantBenefitRestriction.NoFoodIn = 1

i. No participant profile or model food packages are defined for a milestone that is reached in an issuance month.

j. Participant FB Issuance is set to No Food Benefits. Participant.FIIssuanceCd = NOFB

3. Display all economic units (IncomeFamily records) that have active WIC participants in them. Repeat the controls for each economic unit as needed.



Business Rules4. Display the legend under the last economic unit table on the screen.5. Allow the screen to become scrollable if there is not enough room to display all

economic units and legend.6. (EBT Only) If the System.FoodBenefitDeliveryMethod system parameter is set to “EBT”,

display the PAN associated with the economic unit. Mask of 99999999-999999997. Display food package description proceeded with double asterisks if food benefits have

been prescribed, but not issued to the participant for the issuance month.8. If food package description had the word “Tailored”, truncate this to “T”.9. Display only the food package description if food benefits have been issued to the

participant for the issuance month.10. Display a blank text box if the participant is not eligible for food benefits in an issuance

month.11. If more than one food package was available during the issuance month, then display

the package that was most recently printed (past issuance) or the package that would be printed at the time of display.

12. If food package description has the word “Changed”, truncate this to “C”.13. Sort Economic Units alphabetically.14. Sort participants within an Economic Unit from oldest to youngest. If participants have

the same date of birth, then sort those participant’s names alphabetically.



4 Food Benefits (FI Only)The Food Benefits screen is where participants have their benefits managed (issued, reissued, voided, etc.) for the delivery of benefits utilizing paper food instruments (FIs). This screen and the associated pop-ups found in this section are available in the system when the System.FoodBenefitDeliveryMethod system parameter is set to “FI”.The Food Benefits screen is where paper FIs for participants are issued and otherwise managed in the event they are lost, stolen, damaged, need reissued, etc. When the user comes to this screen, they can print new paper FIs, reissue a previous food package, reissue a current food package or Void FIs. Additionally, the user can view detailed information about paper FIs.The Food Benefits screen consists of multiple views which facilitate the various functions necessary for issuing and managing paper FIs. Each is discussed in the following sections. Views are changed by either clicking on radio buttons or selecting from a drop-down list box. A tree structure is used to graphically illustrate participant, issuance, food instrument, and food item information.The views are at the family level. All paper food instruments that the family is eligible for are printed together when the Print command button is clicked. Any proration is also accommodated for automatically when the user goes to the Food Benefits screen.

4.1 Food BenefitsThe Food Benefits screen allows the display of all paper FI information within a single screen. The top portion of the screen controls the printing options, the screen views, actions that can be taken with the paper FIs and proration overriding. There are two primary views, Issuance or Participant that determine the hierarchical tree structure. Each level of the tree structure can be collapsed or expanded to show the information that the user needs at that point in time. Additionally, the Expand to See selector can be used to expand or collapse the tree to that particular level.In the Issuance View, the paper FI information is presented in a hierarchical tree structure with issuance as the top level with issuance period presented as the top level. Participants are listed under Issuance Periods. Issuance information is displayed in sequence from newest to oldest issuance month. In the Participant View, the endorser is displayed at the top of the grid. The paper FI information is presented in a hierarchical tree structure with participants as the top level. Each participant within a family is displayed in sequence from the oldest participant to the youngest participant.The main panel displays all non-archived paper FIs. This information includes all paper FIs non-issued, issued, reissued, or voided.



Issuance View – New Issuance for child and infant before FIs are printed(Issuance View)> Foods > Food Benefits




Issuance View – New Issuance After paper FIs have been printed (Issuance View)> Foods > Food Benefits




Issuance View – New Issuance After paper FIs have been printed (Participant View)



Participant View – Re-issuance – System detects package change and presents screen. User voids appropriate FIs and selects appropriate FIs from new package for printing.> Foods > Food Benefits




Participant View – Re-issuance – After printing of reissued FIs.

Participant View – After reprint of two FIs.> Foods > Food Benefits




Control DescriptionPrinting Options - Print When coming to the FI screen, the Print button is enabled if there

are paper FIs that can be printed. Paper FIs that are ready for issuance display a sequence number preceded by a checkbox. The checkbox is automatically checked by the system to indicate that the paper FI is available for printing. The user can uncheck any paper FI that should not be printed.When the Print button is clicked, a Family Save occurs prior to the print. The Print button attempts to process all paper FIs that are due for every participant in a family. It determines the set of potential paper FIs that could be printed based on each participant's FB Issuance code, the Participation Period, their certification effective date, and any paper FIs they have already received. FI numbers are assigned for each paper FI. The FI numbers are saved in the database. When the save is completed, the FI detail is updated and the assigned numbers are displayed in the tree structure instead of the FI sequence number. Printing is not done until a successful save has been completed. The paper FIs identified with check marks in the tree structure are printed. If the check box is not checked for a paper FI, then it is not printed.

The Print button also invokes the signature capture for the receipt of the food instruments after the save. See Signature Capture Pop-Up – FI Issuance. When Mailed is selected, the signature capture is not invoked. It is assumed that no endorser is available for signature so No signature is automatically date time stamped and marked with the No Signature Capture Reason “Mailed”.Type Command ButtonHot Key Alt + P

Printing Options – Reprint

This link allows the reprinting of a paper FI. It invokes the Reprint FI pop-up window allowing the user to choose which FIs to reprint while voiding the FI that is being reprinted.Type Link

Printing Options - Mailed

The Mailed checkbox is used to indicate that the paper FIs will be (or were) mailed to the participant rather than picked up by the participant at the clinic.Type Check BoxDisplay Only No Calculated NoDB Column FI.MailedIn



Control DescriptionPrinting Options - Reason

This represents the reason that the paper FIs were mailed rather than physically given to the participants.Type List BoxRequired Yes, when the Mailed check box is checked.DB Column FI.CheckMailedRsnCdCode ID Mail Reason

Screen View –Issuance View

Selecting the Issuance radio button causes the main panel view of the Food Benefits screen to be Issuance based. Issuance is at the top level of the tree structure. The levels within the tree structure include: issuance period, participant name, food instrument, and food items.Type Radio ButtonRequired NoDB Column Not Stored

Screen View –Participant View

Selecting the Participant radio button causes the main panel view of the Food Benefits screen to be Participant based. The levels within the tree structure include: participant name, issuance period, food instruments, and food items.

Type Radio ButtonRequired NoDB Column Not Stored

Screen View – Expand to See

This list box provides the ability to expand or collapse to see various levels of data. Default to FI. The user may select a different view.Type List BoxRequired YesDB Column Not StoredCode ID FI Level to See

This code element is non-editable.The installed values are: Issuance Participant Food Package FI Food Item

Void This link allows the user to Void specific paper FIs. It invokes the Void FIs pop-up window.Type Link



Control DescriptionMail This radio button allows the user to mark specific paper FIs as

mailed or change them from mailed to not mailed. It invokes the Mail FIs pop-up window.Type Link

New Issuance - Prorated

This field is automatically selected by the system if the system is set to use proration for new issuance. This information is only relevant for current benefit period.If selected, the information in the main panel is re-presented to the user to show the paper FIs for the proration amount of foods allowed for the current benefit period.Type Radio ButtonDB Column Not Stored

New Issuance - Override Proration

Selecting the New Issuance - Override Proration radio button overrides the calculation of proration for new issuance. The override must be done prior to clicking on the Print button.If selected, the information in the main panel is re-presented to the user to show the paper FIs for the full amount of foods allowed for the current benefit period.Type Radio ButtonDB Column Not Stored

New Issuance - Override Reason

An Override Reason must be given when New Issuance - Override Proration is selected.Type List BoxRequired Yes, when New Issuance - Override Proration is

checked.DB Column FI.ProrationOverrideCdCode ID Proration Override

Re-Issuance - Current This field is automatically selected by the system if the system is set to use Current based re-issuance. Only foods that are being re-issuance are verified using proration based on current date within the current benefit period.If selected, the information in the main panel is re-presented to the user to show the proration level for re-issued paper FIs for the current benefit period.Type Radio ButtonDB Column Not Stored



Control DescriptionRe-Issuance – Original Selecting the Original radio button overrides the calculation of

proration for any re-issued food. Only foods found that are being re-issuance are verified using proration based on original level of issuance for the current benefit period. The override must be done prior to clicking on the Print button.If selected, the information in the main panel is re-presented to the user to show the proration level for re-issued paper FIs for the current benefit period.Type Radio ButtonDB Column Not Stored

Re-Issuance – Original Reason

An Original Reason must be given for overriding when Re-Issuance - Original is selected.Type List BoxRequired Yes, when Re-Issuance - Original is checked.DB Column FI.ProrationOverrideCdCode ID Reissue Proration Override

Issuance(Issuance View)

The tree view displays the family FIs in issuance order. The levels within the Issuance View are Issuance Period, Participant, FI, and Food Items. Each level can be expanded or collapsed by using the +/- signs of the tree structure.Type Tree viewDisplay Yes

Issuance(Participant View)

The tree view displays the participants in age order. The levels within the Participant View are Participant, Issuance Period, FI, and Food Items. Each level can be expanded or collapsed by using the +/- signs of the tree structure.Type Tree viewDisplay Yes

<issuance period> This contains the issuance period sorted from most recent to oldest.Type Tree viewLevel Issuance view – 1st

Participant view – 2nd

Format mm/dd/yyyy (FDTU date) – mm/dd/yyyy (LDTU date)

DB Column FI.FirstUseDtFI.LastUseDt



Control Description<participant name> This contains the participant within the economic unit. Hyperlink

to the Participant Detail Pop-up window, allowing the user to view the details about the participant.Type Tree viewLevel Issuance view – 2nd

Participant view - 1st

Format First Name, Middle Name, Last NameDB Column FamilyMember.FirstName +

FamilyMember.MiddleName +FamilyMember.LastName

<FI Number> The check box at the FI level of the tree view can be checked to allow the paper FI to be printed or unchecked to not print. Before a paper FI is printed, the FI sequence number is seen in the tree view. After the paper FI is printed, the actual FI number is displayed. On an issued FI, it is a hyperlink to the FI Detail Pop-up window, allowing the user to view the details about the issued FI.Type Tree viewLevel 3rd

Format NumericDB Column FI.FI_Nr

<food package name>

This contains the food items related to the participant. The food package name is shown above the food items.For issuances that have occurred, it is the issued food items (based on the food package at the time of issuance).For issuances that are in process, it is potential food items (based on the food packages available at the time of processing).Type Tree viewLevel 4th

Format Food Items (Constant)DB Column ProdContainer.FIDc

Business RulesScreen Display Rules1. Default to checking the checkboxes of all eligible participants and issuance periods.2. The system performs the Food Benefit Alert Algorithm. See Appendix: Food

Benefit Alert Algorithm in this document for details.3. The same business rules as found in the Food Package Verification Rules and

Automated Food Package Update Algorithm (i.e. applying package changes due to a profile hitting a Change Rule) are applicable to this screen. The system performs the Benefit Calculation Rules including the Proration Rules. See Appendix: Benefit Calculation Rules and Appendix: Proration Rules in this document for details.



Business RulesAdditionally, display an error message when an existing food package contains a non-contract formula that becomes a contract formula during any of the new months of food issuance. This is based on effective rebate dates as compared to the FDTU of each the new month of issuance.

4. If the family has a breastfeeding dyad, it is evaluated when the user comes onto the Food Benefits panel.

a. If the infant that is breastfeeding the most has a verified food package with formula and the amount of formula is considered “Partial BF Out of Range”

i. And if the BF woman is > = 6 months post-partum, then display a warning message. “All infants are <Partial BF Out of Range> or <Full Formula>. <BF mother’s name> may not receive benefits for <month>, year.” This stops mom from receiving food benefits.

5. The Prorate fields (in group box) are disabled if there is no new issuance food benefits that can be prorated. These fields are only available when ProrateAllowed = Yes and ProrateOverride = Yes.

6. When the Override Proration check box is checked, its Override Reason box becomes enabled and required.

7. When the Override Proration check box is unchecked, its Override Reason box is cleared of any data and disabled.

8. When expanded, the Food Items display the makeup of the foods on that particular paper FI. When a food item has an optional food container, this optional food container is displayed on the same line starting with the word ‘or’. The format is “9 xxx” where ‘9’ is the optional food container’s Equivalent Quantity times the quantity of the original food item (rounded to a whole number) and ‘xxx’ is the description of the optional food container.

9. Display issuance information in sequence from newest to oldest issuance month.10. Display participant information in sequence from oldest participant to youngest

participant.11. Display all non-archived paper FIs for the participant. (This includes all paper FIs non-

issued, issued, reissued, or voided.)12. Issuance view13. 1st level – Issuance period14. 2nd level – Participant name15. 3rd level – <food package name> If a state is using proration, then display in

parenthesis what proration has occurred for a 2/3 or 1/3 package.16. 4th level – Check box with sequence number (for paper FIs that have not yet been

printed) or FI number (for paper FIs that have been issued). If the FI is marked as direct ship, append ‘(Direct Ship)’ behind the FI number. The expansion of this level shows the food contents of what appears on that particular food instrument.

17. Participant view – Same as Issuance view except the 1st level and 2nd level are switched.

Print (Issue And Reissue) Rules18. If there is no MICR printer assigned, when the Print button or the Reprint link is

pressed, display an error message 'Printing stopped due to no MICR printer assigned. Please assign using the File menu's Change MICR Printer function and retry'.

19. Print all available family FIs together, from oldest participant to youngest.20. Number and print the selected FIs in the following order:

a. Within family, oldest to youngest participants



Business Rulesb. Within a participant, most current to future monthsc. Within month, in FI Sequence numbers

21. Disable the Print button when no paper FIs can be printed (none are checked).22. Any FI that has a direct ship food item is not printed (system saves issuance records

and assigns an FI number).23. For infants and children <24 months old, display a warning message if there is no

Nutrition Interview record (Infant Interview or Child Interview) with Record Date = Today’s date.

Reprinting Rules24. Disable the Reprint link if there are no issued FI without redemption activity present

for the current or future issuance periods.25. When an FI has been reprinted, it replaces the original FI in the tree structure. The

original FI is displayed behind the reprinted FI number using the format ‘(Reprint of nnnnn)’ where nnnnn is the original FI number.

26. If the same sequence number is requested for a reprint within one hour, reject the save and refresh the family.

Reissuance Rules27. The system automatically detects when a food package change occurs within any

issuance period (current or future) for already issued FIs. When this occurs, the system displays the screen allowing for the user to proceed with re-issuing if food rules are passed.

28. When the system determines that re-issuance:a. If the system parameter, Food.ReissueProration, is set to ‘ORIGINAL’ or if the

Re-Issuance - Original is selected, the system uses the food rule amount based on the original proration level (i.e. 1/3, 2/3 or Full).

b. If the system parameter, Food.ReissueProration, is set to ‘CURRENT’ and the Re-Issuance – Current is selected, the system uses the food rule amount based on the proration level (i.e. 1/3, 2/3 or Full) as calculated based on the date that the re-issuance is being done (See BR#4 in Proration Rules appendix for this calculation). For example, if a participant received Full amounts but arrived on the 24th a month for reissuance, then 1/3 proration amounts would be used to determine the amount of reissued food allowed. When verification occurs, only foods found in the reissuance food package are verified against the food rules. This ensures that previously issued foods are not having any changes are not impacted by food rule violations.

29. When reissuing, use the same FDTU and LDTU for the issuance period that is being reissued.

30. When the Print button is pressed, the system validates for each issuance period where re-issuance occurs, the food contents against the food rules to ensure that no over-issuance occurs. It considers previously issued FIs, voided FIs, returned formula and selected FIs for issuing/printing.

31. During the issuance period where a non-special diet participant’s first birthday occurs, per FNS regulations, the participant is allowed to either have infant based or child based food. A food package verification business rule ensures that the initial issuance is either infant based or child based (cannot be intermixed). During reissuance, intermixing during this issuance period must be prevented whether it is current or a future period. If a wholesale change is desired then every FI must be returned and voided. Therefore the business rule for this is “Display an error if any non-voided FIs



Business Rules

contains food of a different type than the food that is about to be re-issued (intermixing between infant based or child based food is not allowed).”

32. During reissuance of the current issuance period, check for the time the previous issuance or reissuance occurred. If the previous non-voided issuance or reissuance occurred less than 60 minutes ago and the user who created the issuance or reissuance is different than the user currently trying to print new checks, display this error message “Cannot Save the Following FIs. Other checks were already created and printed” and list the FI numbers that could not be saved. Do not write any FI data to the database. This edit is intended to prevent two users from unintentionally updating the same participant’s food package and issuing benefits at the same time.

Mailed Rules33. Check the Mailed check box by default when any family member is identified as pre-

certified.34. Allow user to remove default checkmark from Mailed check box.35. When the Mailed checkbox is checked, its Reason box becomes enabled and required.36. When the Mailed checkbox is unchecked, its Reason box is cleared of any data and

disabled.37. When the Mailed check box is marked, the system automatically marks all paper FIs

for the upcoming food issuance period as “Mailed”.38. If a paper FI is marked as “Mailed”, print this label on the screen “[ Mailed ]” after the

FI number on the Food Benefits screen.39. It is also possible to indicate “Mailed” after the printing. This is done by clicking on the

Mail link which displays the "Mail FIs" pop-up where the user can mark previously printed FIs as mailed.

40. A File-Save is required to save Mailing information.

Void Rules41. Selecting the Void link allows the user to Void specific paper FIs. When the user

selects the Void link, the system checks to see what paper FIs could be voided. An eligible paper FI for void is one that has been issued and is not already marked as a void, not redeemed, not marked as lost or stolen, and not past the last date to use.

Appointment Kept Rules42. When the family is saved and paper FIs are printed (not mailed), if there are any

appointments for this family for the current day that have a “Scheduled” or “Arrived” status, the system marks the appointment as Seen.Note: Staff may manually update the appointment status by going to the actual appointment and making an update.

Participant Move Rules43. When participants move to another family, the issuance history must move with them.

(This includes the issuance periods, food items, and FI detail information).Other Rules44. For FIs that have formula on them, set on the FI table whether they are a Formula Only

FI or a Mixed FI. This is needed for the Formula Rebate batch process (used to



Business Rulescalculate rebates for a number of system functions).

45. For FIs that come from a food package that has Mixed FIs, set the FI table whether they are from a Mixed FI or Non-Mixed FI package. This is needed for the Formula Rebate batch process (used to calculate rebates for a number of system functions).

46. FI.ProrationOverrideCd is mapped to New Issuance – Override Reason and Re-Issuance – Original Reason. The proper value must be determined on the stored FI records.

47. Between the time the Food Benefits panel is displayed and the user clicks Print, it is possible that another user has deleted a food package that is about to be used for issuance or reissuance. When the user clicks Print, ensure that all food packages that are being used to issue or reissue still exist. If one or more food packages are not found, display this error message and do not issue benefits: "Cannot save the following FIs because their Food Packages have been deleted by another user. Please refresh your data and print the FIs again."

4.1.1 Signature Capture– FI Issuance Pop-upThis signature capture is embedded into the process of issuing food instruments, either through a Print or Reprint of the food instruments. Each time that a family receives paper food instruments, a signature is required as part of the issuance process, unless, prior to printing them, the user identifies that the food instruments will be mailed. After the paper FIs are printed, the signature capture process is initiated. The first screen is an example of what is displayed on the signature pad display screen. The pop-up “Signature Capture to User” is displayed to the WIC system user so that they know what is on the signature pad display screen and then when a signature is captured, it can be reviewed here to determine if adequate or if another capture is required. For full details about this system component, see the Signature Capture section of the Clinic Services Overview DFDD.



4.1.2 Paper FI Output (Static)The following information is printed on the paper FI by the application: Local Agency-Clinic number, Participant Name (First and Last), Family ID, bank account number, FI number, food items from the participant's food package, standard MICR line, First Date To Use, and Last Date to Use. Some of this information is pre-printed on the FI. All other data items are pre-printed on the check stock. Note: The not-to-exceed amount is not printed on the FI.

4.1.2.1 Language: English onlyThe printed paper FI is available in English only.

4.1.2.2 Printed Paper FI Mockup



Business Rules1. The MICR line is comprised of the FI number, routing number, and the account

number.2. The account number value is found in the system parameter

FI.BankAccountNumberPrintedOnCheck.3. The routing number is controlled by a system parameter

FI.BankRoutingNumberPrintedonCheck.4. Print VOID across the face of the paper FI if the system parameter,

System.RunSysteminTestMode is ‘Yes’. This protects the printing in a testing or training environment.

5. If an FI is a CVV FI, then print the values found in Food.CVVExtraLine1 and Food.CVVExtraLine2 in the next two available food item lines.

6. If an FI is a CVV FI, then suppress the printing of the quantity.7. When a food item has an optional food container, this optional food container is

printed on the same line starting with the word ‘or’. The format is “9 xxx” where ‘9’ is the optional food container’s Equivalent Quantity times the quantity of the original food item (rounded to a whole number) and ‘xxx’ is the description of the optional food container.

8. Clinic ID = Local Agency-Clinic numbers. Display as Clinic ID: Z9-ZZZZ9.9. Participant Name is a single field that includes the First Name and Last Name as space

allows. Truncation of the name is done, if needed, so that the family identifier is not covered.

10. Label the family identifier as FID. Display as FID: ZZZZZZZZ9.11. If an FI belongs to a participant with Category = Pregnant, Breastfeeding, or Not

Breastfeeding, and the FI is a CVV FI, print the text in parameter FI.CertificationEndCheckMessage on the last line available for food items. Replace the variable in the parameter text with the Certification End Date of the participant that is furthest in the future, using the format mm/dd/yyyy.



Business Rulesa. If a future Termination Effective Date exists with no Reinstate Date, substitute

the future Termination Effective Date for the CED.b. If the last line of the FI contains a food item, do not replace the food item with

the CED message.c. If the FI.CertificationEndCheckMessage parameter does not exist or it is blank,

do not print the CED message.12. If an FI belongs to a participant with Category = Infant or Child, print the text in

parameter FI.CertificationEndCheckMessage on the last line available for food items. Replace the variable in the parameter text with the Certification End Date of the participant that is furthest in the future, using the format mm/dd/yyyy.

a. If a future Termination Effective Date exists with no Reinstate Date, substitute the future Termination Effective Date for the CED.

b. If the last line of the FI contains a food item, do not replace the food item with the CED message.

c. If the FI.CertificationEndCheckMessage parameter does not exist or it is blank, do not print the CED message.

4.1.2.3 MPSC Check Printing Region SpecificationsThe following print region specifications were developed by CIBER and presented to the states utilizing checks for the MPSC system on 3/13/2009. These specifications are intended to be used by the states for bidding on check stock. The specifications are defined in pixels.

In PixelsCheck Height = 365.5

Field From Left From Top * FontFI Number 615.0 5.0 "Tahoma", 11, BoldAccount Number 465.0 20.0 "Tahoma", 10First Date To Use **: 615.0 20.0 "Tahoma", 10Last Date To Use ** 615.0 37.0 "Tahoma", 10Agency Clinic Number 5.0 85.0 "Tahoma", 8, BoldParticipant Name ** 120.0 85.0 "Tahoma", 8, BoldFamily ID ** 420.0 85.0 "Tahoma", 8, BoldFoods 5.0 103.0 "Tahoma", 9MICR Line *** 115.2 317.0 FontE13B

Notes* Add additional check height for each succeeding check (3 checks per page)** Includes the Label (printing begins a left edge of this measurement)*** Left position for an 8 digit FI Number. For each digit differential, the starting position is adjusted by 12.1 pixels (i.e. 9 digit is adjusted to 113.1 pixels, 6 digits is adjusted to 139.6 pixels)

Note: The Solutran MICR Specification Sheet is shown below. The MICR line is build by as a continuous string. The FI number determines the starting position, always having the final digit in the 47 th space. This is following by 4 spaces (special character, blank, blank, special character). This is followed by a 9 digit routing number. This is followed by 3 spaces (special character, blank, blank). This is followed by the account number (expected to be 6 digits) with a closing special character.



4.1.3 FI Detail Pop-upThe FI Detail pop-up displays all of the data that relates to a selected paper FI. This information is accessed by clicking on a specific paper FI number on the Food Benefits panel. The user can see the paper FI number, Family ID, Participant Name, Endorser Name, Agency-Clinic ID and Person ID. This data is divided into groupings of General Information, Issuance Information, Redemption Information and FI Status.



Control DescriptionGeneral Information - FI Number

The unique paper FI number.

Type Text BoxRequired NALength 8Validation NADisplay Only Yes Calculated NoDB Column FI.FI_Nr

General Information - Family ID

The participant’s Family ID.

Type Text BoxRequired NALength 9Validation NADisplay Only Yes Calculated NoDB Column BenefitFamily.FFFamilyID

General Information - Endorser Name

The participant’s current Endorser’s Name.

Type Text BoxRequired NALength NAValidation Mask of “firstname middlename lastname”Display Only Yes Calculated NoDB Column FamilyMember.ParentGuardianIn

General Information - LA ID/Clinic

The FI’s local agency and clinic at the time of its issuance.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FI.Cln_ID



Control DescriptionGeneral Information - Person ID

The participant’s Person ID.

Type Text BoxRequired NALength 9Validation NADisplay Only Yes Calculated NoDB Column FI.Part_ID

General Information - Participant Name

The participant’s Name.

Type Text BoxRequired NALength NAValidation Mask of “firstname middle name lastname

suffix”Display Only Yes Calculated NoDB Column FamilyMember.FirstName +

FAmilyMember.MiddleName +FamilyMember.LastName +FamilyMember.NameSuffix

Issuance Information - First Date to Use

The earliest date that a paper FI can be used to purchase foods.For an original paper FI, this date is based on a system parameter. When paper FIs are reissued, the First Date to Use is controlled by another system parameter.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FI.FirstUseDt



Control DescriptionIssuance Information - Last Date to Use

The last date the paper FI can be used to purchase foods.

Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FI.LastUseDt

Issuance Information - FI Sequence Number

The Sequence Number of the paper FI.

Type Text BoxRequired NALength 2Validation NADisplay Only Yes Calculated NoDB Column FI.FISeqNr

Issuance Information - Create Date

The date the paper FI was created (printed).

Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FI.CreateDt

Issuance Information - Expiration Date

The date the paper FI did or could expire. At time of issuance from the system, this is set to the LDTU. For manual FIs, this is controlled based on the date the manual FIs is created plus a system parameter defined value (i.e. 90 days).

Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated YesDB Column FI.ExpirationDt



Control DescriptionIssuance Information – Staff Member

The staff member’s User ID that issued the paper FI. For Manual FIs, this is the person who printed the paper FI.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated YesDB Column FI.Stfp_ID

Issuance Information – Proration

This indicates if proration was used at the time the paper FI was issued or not and if so, to what degree was the proration.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated YesDB Column FI.ProrationCd

Issuance Information – Override Reason

This indicates an override reason for why proration was not used if it could have been at the time the paper FI was issued.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated YesDB Column FI.ProrationOverrideCd

Issuance Information - Mailed Indicator

Indicates that the paper FI was mailed. This indicator may have been set at the time of issuance or at a later time.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FI.CheckMailedRsnCd



Control DescriptionIssuance Information - Mailed Reason

The reason the paper FI was mailed.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FI.CheckMailedRsnCd

Issuance Information - Bank Extract Date

This is the date that the FI was included in the bank extract Issuance File.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FI.BankExtractDt

Issuance Information – Direct Ship

This indicates whether an FI was direct ship or not.

Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FI.DirectShipIn

Redemption Information - Redeemed Date

This is the date that the bank processing took place for the redeemed paper FI.

Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FI.RedemptionDt



Control DescriptionRedemption Information - Redeemed Amount

This is the amount for which the paper FI was redeemed.

Type Text BoxRequired NALength NAValidation Mask of $999.99Display Only Yes Calculated NoDB Column FI.RedemptionAmt

Redemption Information - Vendor

The information about the Vendor that accepted the paper FI.

Type Text BoxRequired NALength NAValidation Mask of

Vendor IDVendor NameVendor Address

Display Only Yes Calculated NoDB Column FI.Vend_ID

Redemption Information - Rejected Date

This is the date that the payment was rejected for the paper FI.

Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FI.BankRejectDt



Control DescriptionRedemption Information - Rejected Amount

This is the amount of payment that was rejected for the paper FI.

Type Text BoxRequired NALength NAValidation Mask of $999.99Display Only Yes Calculated NoDB Column FI.BankRejectAmt

Redemption Information - Rejected Code

The reason the paper FI was rejected during the bank processing. If the paper FI is rejected more than once, only the most recent rejected code is displayed.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FI.BankRejectCd

Redemption Information – Vendor Uses ACH

This indicates whether the vendor uses or participates in ACH processing.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated YesDB Column FI.Vend_ID

FI Status - Reissued to Participant

Indicates the paper FI was reissued to the Participant. This includes all types of reissuance.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FI.ReissuedFIIn



Control DescriptionFI Status - Reissued to Vendor

Indicates the paper FI was reissued to the Vendor.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FI.ReissuedToVendorIn

FI Status - Original FI Number

If reissued, the original number of the paper FI.

Type Text BoxRequired NALength 8Validation NADisplay Only Yes Calculated NoDB Column FI.OriginalFINr

FI Status - Rebate Processed Date

The date the paper FI was included in the rebate processing.

Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FI.RebateProcDt

FI Status - Void Date If voided, the date the paper FI was voided.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FI.VoidDt



Control DescriptionFI Status - Void Code If voided, the reason the paper FI was voided.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FI.VoidReasonCd

Close Clicking the Close button causes the FI Detail Pop-Up window to close.Type Command ButtonHot Key Alt + C

Business Rules1. Vendor Use ACH is set to Yes if the vendor has valid ACH information setup (i.e. routing

number); otherwise, it is set to No.2. If an FI is a CVV FI, then append ‘-CVV’ behind the displayed FI Number.3. Issuance Information – Override Reason (FI.ProrationOverrideCd) is mapped to two

codes: Proration Override and Reissue Proration Override. The English value is selected based on the Issuance Information – Reissued to Participant (FI.ReissuedFIIn).

4.1.4 Participant Detail Pop-upThe Participant Detail is a read-only pop-up that shows pertinent detail information about the participant. This information is accessed from the Food Benefits panel by clicking on a specific participant’s name when looking at the Participant View. The format of this screen is the same as the pop-up in Food Benefits (EBT Only) - Participant Detail section of this document.



4.1.5 Reprint FI Pop-upThe Reprint FI pop-up is used to view all FIs available for Reprint. The user can select the individual FIs to reprint. When an FI is reprinted, a new number is assigned, signatures are captured and the FI is printed with the same food contents as the original FI.

Control DescriptionFIs to Reprint The possible paper FIs which can be reprinted are listed in the

data grid and are populated to the data grid by the system when the user selects a Reprint link By default, only paper FIs for current and future periods that have no redemption activity can be reprinted are displayed.Type Data GridLength NADB Column NA

Participant Name The name of the selected participant.Type Text BoxRequired NALength NAValidation Mask of ‘firstname middlename lastname’Display Only Yes Calculated NoDB Column NA



Control DescriptionReprint This check box indicates that the specific paper FI is selected for

Reprint. The user has the ability to select/unselect paper FIs from this pop-up.Type Check BoxDisplay Only No Calculated NoDB Column FI.ReissuedFIIn

FI Number The FI Number of the original paper FI to be reprinted.Type Text BoxRequired NALength 8Validation NADisplay Only Yes Calculated NoDB Column NA

FDTU First Date To Use (FDTU) is the first day that the paper FI can be used to purchase WIC foods.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column NA

Void Code Void Code identifies the reason a Food Instrument was voided.

Type List BoxRequired Yes, if Reprint check box markedLength 4DB Column FI.VoidReasonCdCode ID FI Void Code

This code element is editable but these installed values are non-editable: Lost Stolen Reissued FI



Control DescriptionSelect Here to Change Void Codes of All Reprinted FIs

At that time that a value is selected in this list box, it automatically places that value in any row's Void Code list box where the Reprint checkbox is checked.Type List BoxRequired NADB Column FI.VoidReasonCdCode ID FI Void Code

Same list as shown above in Void CodePrint The Print command button invokes the Print process (Assign FI

numbers, Signature Capture and Printing) and then closes the Reprint FIs pop-up.Type Command ButtonHot Key Alt + P

Cancel The Close command button closes the Reprint FIs pop-up and returns the user to the Food Instruments main panel in the same view as previously displayed.Type Command ButtonHot Key Alt + C

Business Rules1. Sort the grid according to the sorting that was found on the Food Benefit screen at the

time the Reprint was invoked.2. Direct Ship FIs are not available for reprinting.3. Do not allow the ‘Reissue FI’ value in the selectable list in the Void Code column.4. When reprinting each FI, a new FI is generated that is tied back to the original FI with

data populated as follows:a. Original FI Number – original FI numberb. Copy from original FI – Clinic, Food Contents, Participant, Package,

Expiration Date, FDTU, LDTU, Compliance Buy Indicator, Proration, Direct Ship and Cash Value Voucher values.

c. Set Create Date to current dated. Set Reissued FI Indicator to Truee. Set Mailed Indicator to Falsef. Set Bank so the FI is sent on the next bank issuance cycle

Note: Original FI is updated with Void information.5. Unchecked Reprint checkboxes cause the Void Code list box to be disabled. Checked

Reprint checkboxes enable the Void Code list box and an error occurs if no value is selected in the Void Code list box. If a checked Reprint checkbox is unchecked, the value in the Void Code list box is removed and the list box becomes disabled.

6. Disable the Print button until a FI is checked to be reprinted.



4.1.6 Void FIs Pop-upThe Void FIs pop-up displays all paper FIs available for voiding and allows the user to enter void codes. Paper FIs are displayed in sequence with the most recent issue month first.

Control DescriptionFIs to Void The possible FIs which could be voided are listed in the data grid

and are populated to the data grid by the system when the user clicks on the Void hyperlink. Only FIs that could be voided are displayed.Type Data GridLength NADB Column NA

Participant Name The name of the selected participant.Type Text BoxRequired NALength NAValidation Mask of ‘firstname middlename lastname’Display Only Yes Calculated NoDB Column NA



Control DescriptionVoid This check box indicates that the specific paper FI is selected to

be voided. The user has the ability to select/unselect paper FIs from this pop-up.Type Check BoxDisplay Only No Calculated NoDB Column FI.VoidReasonCd

FDTU First Date To Use (FDTU) is the first day that a paper FI can be used to purchase WIC foods.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column NA

Void Code Void Code identifies the reason a Food Instrument was voided.Type List BoxRequired Yes, if Void check box is markedLength NADB Column FI.VoidReasonCdCode ID FI Void Code

This code element is editable but these installed values are non-editable: Lost Stolen Reissued FI

Select Here to Change Void Code of all Voidable Paper FIs

When a value is selected in this list box, the system automatically places that value in any row's Void Code list box where the Void checkbox is checked.Type List BoxRequired NADB Column FI.VoidReasonCdCode ID Same code as found in the Void Code control.

Close The Close command button closes the Void pop-up and returns the user to the Food Instruments main panel in the same view as previously displayed.Type Command ButtonHot Key Alt + C



Business Rules1. Set Void Date (not shown) to current date.2. Sort the grid according to the sorting that was found on the Food Benefit screen at the

time the Void was invoked.3. Direct Ship FIs are available for voiding.4. Unchecked Void checkboxes cause the Void Code list box to be disabled. Checked

Void checkboxes enable the Void Code list box and an error occurs if no value is selected in the Void Code list box. If a checked Void checkbox is unchecked, the value in the Void Code list box is removed and the list box is disabled.

4.1.7 Mail FIs Pop-upThe Mail FIs pop-up displays all issued paper FIs from the current issuance period on (determined based on current date). Paper FIs are displayed in sequence with the most recent issue month first.

Control DescriptionFIs Mail FIs pop-up displays all the mailed status of all issued paper

FIs from the issuance period on.Type Data Grid



Control DescriptionParticipant Name The name of the selected participant.

Type Text BoxRequired NALength NAValidation Mask of ‘firstname middlename lastname’Display Only Yes Calculated NoDB Column NA

Mailed The mailed checkbox indicates whether a FI was marked as mailed or not. This checkbox may be checked (indicating that it was mailed) or unchecked (indicating that it was not mailed).Type Check BoxDisplay Only No Calculated NoDB Column FI.VoidReasonCd

FI Number The FI Number of the paper FI.Type Text BoxRequired NALength 8Validation NADisplay Only Yes Calculated NoDB Column NA

FDTU First Date To Use (FDTU) is the first day that a paper FI can be used to purchase WIC foods.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column NA

Reason This represents the reason that the paper FIs were mailed rather than physically given to the participants.Type List BoxRequired Yes, when the Mailed check box is checked.DB Column FI.CheckMailedRsnCdCode ID Mail Reason



Control DescriptionClose The Close command button closes the Void pop-up and returns

the user to the Food Instruments main panel in the same view as previously displayed.Type Command ButtonHot Key Alt + C

Business Rules1. Sort the grid according to the sorting that was found on the Food Benefit screen at the

time the Mail was invoked.2. Unchecked Mailed checkboxes cause the Reason list box to be disabled. Checked

Mailed checkboxes enable the Reason list box and an error occurs if no value is selected in the Reason list box. If a checked Mailed checkbox is unchecked, the value in the Reason list box is removed and the list box is disabled.

4.1.8 Signature Capture – Voiding Lost / Stolen FIs Pop-upThis signature capture is embedded into the process of voiding paper FIs. The signature capture process is initiated after the user clicks the Close button on the Void FIs pop-up. The first screen is an example of what is displayed on the signature pad display screen. The pop-up “Signature Capture to User” is displayed to the WIC system user so that they know what is on the signature pad display screen and then when a signature is captured, it can be reviewed here to determine if adequate or if another capture is required. For full details about this system component, see the Signature Capture section of the Clinic Services Overview DFDD.



4.2 FI HistoryThe FI History screen is used to view existing paper FIs that are not archived and to view their details. In connected mode, archived paper FIs can be viewed by checking the Include Archive check box.The FI History screen displays history about the FDTU, redemption date and amount, whether or not reissued, a void reason and the original FI number. The screen displays FI information beginning with the most recent issuance month.



> Foods > FI History




Control DescriptionInclude Archive This checkbox determines what dates of FI data are displayed on

the screen. This checkbox is unselected by default.

Note: This feature is disabled if the user is operating in disconnected mode.Type Check BoxDisplay Only No Calculated NoDB Column Not Stored

<Participant Name> All non-archived paper FIs and selected data about the paper FIs are listed in the data grid. If Include Archive is checked, then the grids list all paper FIs (archived and non-archived).Each participant has a separate grid. The grids are ordered by age of participant with the oldest participant showing at the top.Type Data GridLength NADB Column NA

FI # The unique paper FI number.Type Text BoxRequired NALength 8Validation NADisplay Only Yes Calculated NoDB Column FI.FI_Nr

FDTU The First Date to Use for the paper FI.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FI.FirstUseDt



Control DescriptionRedeemed Date This is the date that the bank processing took place for a

redeemed paper FI.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FI.RedemptionDt

Redeemed Amt. This is the amount for which the paper FI was redeemed.Type Text BoxRequired NALength NAValidation Mask of $999.99Display Only Yes Calculated NoDB Column FI.RedemptionAmt

Reissued ? Indicates if this FI is a reissued/reprinted FI. This includes Reprinted, Reissued to Participant and Reissued to Vendor.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FI.ReissuedFIIn

Void Code If voided, the reason the paper FI was voided.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FI.VoidReasonCd



Control DescriptionOriginal FI # If an FI is a reprinted FI, this is the FI number of the Original

paper FI.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FI.FINr

Business RulesGeneral Business Rules1. Order individual grids by FDTU (most recent at top) and then by FI sequence number.2. The system parameter, ClinicServices.NumberofDaysBeforeArchivingFIData,

determines the amount of FI data that is displayed on the screen.a. When this check box is selected, all FI data for the Participant is included in the

data grid display.b. When this checkbox is unselected, then the display of FI data is dependent on

the days stated in the system parameter.



5 Food Benefits (EBT Only)The Food Benefits screens allow the user to set up cards, make cards hot, manage the issuance of food benefits, and see activity related to the card. EDIS is the interface software that the application utilizes to interact with the card reader. The interaction between the MPSC system and EDIS is described in this chapter. The screens found in this section are available when the system parameter “System.FoodBenefitDeliveryMethod” is set to “EBT”. Food Benefits are issued as aggregated family benefits based on an economic unit. Many families have a single economic unit; however, foster children are considered their own economic unit. To accommodate a primary economic unit and economic units based on foster children, the MPSC system allows for a single Family ID to be associated with multiple economic units. Each economic unit has its own EBT card.Food Benefits Functions

Managing card function. Card Operations activities include:o Setting up a card, o Designating a Hot Card, o Replacing a card, ando Reinstating a card.

Issuing food benefits to the EBT card. Food Benefits activities include:o Issuing benefits to an economic unit’s active EBT card,o Re-Issuing benefits to an economic unit’s active EBT card (considerations

made for changing food packages, redemptions that have occurred and returned foods (i.e. cans of formula)),

o Displaying participant food package information,o Transferring benefits for a current issuance period that were on a hot card,

but held for a wait period. Reviewing audit trail information from the perspective of the card of an economic unit.

Audit Trail activities include:o Food history information (issuance, re-issuance, replacement of the card and

the associated benefits, purchases, and food return transactions) shown in chronological order within the issue period and

o Card operation information (setup, change PIN, unlock card, designating a hot card, card replacement) with transaction dates.

Note: Menu item selections allow the following card activities functions: o Reading and displaying the card’s benefits.o Changing a PIN (with card reader interaction).o Checking the card reader device to see if it is operational.o Requesting the card diagnostic message.o Changing a Forgotten PIN.o Requesting the card reader to print the card’s benefits.o Unlocking the card



For more information about the menu items and their functions, see CS 0 Clinic Services Overview.

5.1 Card OperationsThis screen has four main functions. The first function is to set up the first card for a specific economic unit in the WIC system. The second function designates the active card as a Hot Card. The third function is to set up a replacement card for a hot carded card or to replace an existing card. The last function is to reinstate a previously hot carded card. To set up a card, a blank card from inventory is placed in the card reader. Any errors generated by EDIS during this process are sent to the MPSC system and displayed as error messages.To designate a card as a Hot Card, the active card is marked as a Hot Card and the wait period for replacing benefits can be initiated. This information is sent from the MPSC system to WESS to be made aware of the Hot Card reason.When the replace setup function is performed, the system knows whether the setup is due to a previously hot carded card (system has no active card) or the setup is to replace an active card. In either case, the process starts with a blank card from inventory being placed in the card reader and completes with a new assigned card. The previous card is automatically permanently hot carded. If it is replacing an existing card, the benefits were read from the old card and placed on the new card.The reinstatement of a previously hot carded card is done with the Reinstate button. This can only occur if the previous card was not marked as permanently hot carded.



> Foods > Card Operations


Control DescriptionEconomic Unit The economic unit of the family for which the card operation is

being performed. Display the concatenation of economic unit name + “ – “ + economic unit number.Type List Box (Sort Economic Units alphabetically)Required YesDB Column IncomeFamily.Description

IncomeFamily.EconomicUnitNrCode ID Income Family table lookup (for family)



Control DescriptionActive PAN If the economic unit has an active PAN, it is displayed here. If the

economic unit has no active PAN but the last Hot Card PAN has a hot card effective date greater than the current date, display the PAN here and treat it as if it were an active PAN.Type Text BoxRequired NALength NAValidation Mask of 99999999-99999999Display Only Yes Calculated NoDB Column EBTCard.IncF_ID

Last Hot Card PAN The economic unit’s last PAN that was hot carded.Type Text BoxRequired NALength NAValidation Mask of 99999999-99999999Display Only Yes Calculated NoDB Column EBTCard.IncF_ID

Effective The date the hot carding of the Last Hot Card PAN became effective.Type Text BoxRequired NALength NAValidation If EBTCardTransaction.HotCardEffectiveDt is a

future date then Display mask is MM/DD/YYYYElse Display “Now”.

Display Only Yes Calculated NoDB Column EBTCardTransaction.HotCardEffectiveDt

Reason If there is a Last Hot Card PAN, the reason that was selected.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column EBTCardTransaction.HotCardReasonCd



Control DescriptionInitial Card Setup – Initial Setup

Clicking the Initial Setup command button initiates the process for entering the initial PIN by the client who is responsible for the economic unit.Type Command ButtonHot Key Alt + I

Hot Carding - Hot Card Clicking the Hot Card command button marks the current PAN to be sent to the EBT Host as a hot card.Type Command ButtonHot Key Alt - H

Hot Carding - Reason The hot card reason identifies why the card is marked as a hot card. A hot card reason may mark the card as permanent. Hot card reasons that are permanent have ‘(Permanent)’ appended to their text.Type List BoxRequired Yes for the Hot Card commandDB Column EBTCardTransaction.TransactionTypeCdCode ID Hot Card Reason table

These elements are non-editable. If the Hot Card Reason selected causes the card to be permanently hot carded, it is marked with a (Permanent) behind it.The installed values are: No Reason Given (Permanent) Lost (Permanent) Stolen (Permanent) Undelivered Prior to Receipt at State Agency Counterfeit Card – PAN Confirmed (Permanent) Failed to Function Prior to Issuance (Permanent) Missing – Delivered but Prior to Issuance Damaged - Delivered but Prior to Issuance (Permanent) Damaged - After Issuance (Permanent) Failed to Function After Issuance (Permanent) Dual Participation Transferred to Non-EBT Site Partial Family Transfer to Any Site

Hot Carding – Effective Date

The date a hot card function becomes effective. This date can be the current date or a future date.Type Date PickerRequired Yes, when Hot Carding - Hot Card is clicked.



Control DescriptionDisplay Only No Calculated NoDB Column EBTCardTransaction.HotCardEffectiveDt

Replacement Card Setup – Reason

The hot card reason that is assigned to the Current PAN when the user clicks the Replace Setup button.Type List BoxRequired Yes for the Replace Setup commandDB Column EBTCardTransaction.TransactionTypeCdCode ID Hot Card Reason table

This list contains only Hot Card Reasons that are marked Permanent.

Replacement Card Setup – Replace Setup

Clicking the Replace Setup command button initiates the process for entering the initial PIN by the client who is responsible for the economic unit.Type Command ButtonHot Key Alt + S

Reinstate a Hot Card - Reinstate

Clicking the Reinstate command button reinstates the last hot card PAN as the active card. A permanently hot carded PAN cannot be reinstated.Type Command ButtonHot Key Alt – R



Business RulesGeneral Business Rules1. Enable the Initial Setup button if the economic unit has never had an active card.2. Enable the Hot Carding – Reason drop down list only if the economic unit has a Current

PAN or the Last Hot Card PAN has a non-permanent hot card reason and the hot card effective date is greater than the current date.

3. Enable the Hot Carding – Hot Card button only after a selection is made from the Hot Carding – Reason drop down list.

4. Enable the Replacement Card Setup – Reason drop down list only if the economic unit has a Current PAN or if there is no Current PAN but the economic unit has a Last Hot Card PAN with a non-permanent hot card reason. If the economic unit does not have a Current PAN and the economic unit has a Last Hot Card PAN with a permanent hot card reason, display the reason in Replacement Card Setup – Reason, disable Replacement Card Setup – Reason, and enable the Replacement Card Setup – Replace Setup button.

5. Enable the Replacement Card Setup – Replace Setup button when the user selects a value from the Replacement Card Setup – Reason.

6. Enable the Hot Carding – Effective Date only after a selection is made from the Hot Carding – Reason drop down list. If the selected reason is a permanent reason, display the current date in Hot Carding – Effective Date and disable the control. If the selected reason is a temporary reason, display the current date in Hot Carding – Effective Date and enable the control.

7. When Hot Carding - Hot Card is clicked, Hot Carding – Effective Date must be the current date or a future date.

8. Enable the Reinstate button only if there is no current PAN and the last hot card PAN is not permanently hot carded.

9. When an Initial or Replace Setup command is attempted, display an error if the card reader PAN is already assigned to another family.

10. When an Initial or Replace Setup command is attempted, display an error if the local agency of the PAN on the screen does not match the current local agency of the economic unit.

11. Disable the Replace Setup button if the economic unit has pending (available) remote issuance if (after the user cancels the remote benefit issuance, the user would be able to proceed with the card replacement process):

a. Their current PAN is active. Display an informational message “Participant PAN cannot be replaced while remote issuance is pending.”

b. Their latest PAN is hot carded but the wait period (see BR14) has not passed since the PAN has been hot carded. Display an informational message “Participant PAN cannot be replaced with remote issuance pending until hot card wait period is over on mm/dd/yyyy at hh:mm AM.” .

EBT Device Interface System (EDIS) Integration Business Rules12. Initial Setup command button (Put a blank card from inventory in card reader)13. Status bar message = DisplayText of ‘Insert_Card’14. EDIS: Display (DisplayText of ‘Insert_Card’)15. EDIS: ReadPAN () PAN16. Check for validity of card to system (BR 18)17. Valid WIC Card and from proper inventory (BR#10 and #11) and Valid WIC Card for

System



Business Rules18. EDIS: ChangePIN ()19. Status bar message = DisplayText of “Write_Data’20. EDIS: Display (DisplayText of ‘Write_Data’)21. EDIS: WriteDemographics (Demographics)22. EDIS: UpdateCardState ()23. EDIS: Display (DisplayText of ‘Oper_Suc_Ready’)24. Status bar message = “Ready”25. Update system with an Initial Setup transaction.26. Hot Card command button (no card needed; PAN is the Active PAN)27. There is no interaction with a card. A Hot Card transaction is recorded into the

database.28. If this card was not already previously hot carded without reinstatement and there are

benefits that cannot be transferred, the ‘clock is started’ so the benefits can be transferred at a future date. Benefits that are not available for transfer are determined by adding the number of hours found in the system parameter, EBT.ReplaceAfterRemoteIssWaitPeriod to the current date and time. The calculated date and time may impact current period benefits, the next period benefits or both. As long as there were benefits in period, then the Income Family (Economic Unit) record is updated with the calculated date and time as well as the appropriate period’s first date to use and last date to use.

29. Here are situations which are based on a wait period of 48 hours.a. Situation 1: Current date and time is 8/7/2012 @ 9:30am, the wait period is

48 hours; the calculated date and time would be 8/9/2012 @ 9:30am. Until this date/time, August benefits would then not be available for transfer.

b. Situation 2: Current date and time is 8/30/2012 @ 9:30am, the wait period is 48 hours; Sept benefits exist. The calculated date and time would be 9/1/2012 @ 9:30am. Until this date/time, September benefits would not be available for transfer (as well as August benefits if there were any).

c. Situation 3: Current date and time is 8/30/2012 @ 9:30am, the wait period is 48 hours; Sept benefits do not exist. The calculated date and time would be 8/31/2012 @ midnight. Until this date/time, August benefits would not be available for transfer.

30. Replace Setup command buttona. Display status message = Replace Setup transaction in processb. Display Pop-up Dialog box asking “To avoid the wait period, if former card is

available for reading before the 48 hour window, please click Yes and insert it now." Valid answers are Yes (replace an existing card) or No (replace but no card available). Default is set to No.

c. If replacing a card that is not available: (with or without previously hot carding) do the following steps.

Step 1 Permanently hot card old card (See BR#14a) Step 2 Setup a new card (see BR#12 except the transaction recorded into the database is a Replace Setup) Step 3 Starts replace benefits clock (See BR#14b) Step 4 Pop-up Signature Capture – Replace Cards (see section 5.1.1)



Business Rules

d. If replacing an existing card, do the following steps. Step 1 Verify card ownership and read benefits Step 2 Permanently hot card old card (See BR#14a) Step 3 Setup a new card (see BR#13 except the transaction recorded into the database is a Replace Setup) Step 4 Write benefits to new card (transfer benefits from the old card; no clock start needed) Step 5 Pop-up Signature Capture – Replace Cards (see section 5.1.1)

Step: Verify card ownership and read benefits31. Status bar message = DisplayText of ‘Insert_Card’32. EDIS: Display (DisplayText of ‘Insert_Card’)33. EDIS: ReadPAN () PA34. Check for validity of card to system (BR 18)35. Valid WIC Card and Valid WIC Card for System

a. Check for EU active cardb. If EU Active card

i. Status bar message = DisplayText of ‘Read_Data’ii. EDIS: Display (DisplayText of ‘Read_Data’)iii. EDIS: ReadBenefits () - Return benefits to system (empty allowed)

1. Save temporarily as ‘benefits from card’c. Else

i. Display a popup error message “Card is not an active card for this family”

ii. EDIS: Display (DisplayText = ‘Default’)iii. Status bar message = “Ready”iv. Note: Process halts (does not proceed to other steps).

Step: Write benefits to new card (benefits from the old card)36. Status bar message = DisplayText of “Write_Data’37. EDIS: Display (DisplayText of ‘Write_Data’)38. EDIS: WriteBenefits (Benefits)39. EDIS: PrintReceipt ()40. EDIS: UpdateCardState ()41. EDIS: Display (DisplayText of ‘Oper_Suc_Ready’)42. Update system43. Status bar message = “Ready”44. Reinstate command button (no card needed; PAN is Last Hot Card PAN)45. There is no interaction with a card. A Reinstate transaction is recorded into the

database.46. If during the hot card process, there were benefits that were available for transfer and

not transferred, then the Income Family (Economic Unit) record contains data (see



Business RulesBR14) that must be cleared.

47. The language for the Display Text found in the EDIS: Display is based on the Family’s Printout Lanaguage. If Spanish, Spanish is used. If any other value, English is used.

48. Invalid WIC Card for System – Invalid for state and/or system type as the first 6 digits of the PAN are not equal to the system parameter, EBT.ValidPANBIN or the eight digits is not equal to the system parameter, EBT.ValidPANType. When this occurs, the MPSC WIC business function is halted, a popup with a message “Card has invalid BIN <BIN> for the <system>” is produced and the card reader displays the “Invalid_Card” text using the EDIS: Display function. Closing the popup places the MPSC WIC system into a ready state for the next user interaction as well as display the “Default” text using the EDIS: Display function.

49. The EDIS Benefits data structure always uses the first bucket for the first issuance period (and fill in with subsequent buckets/periods).

50. The Economic Unit’s current local agency ID and clinic ID must be written to the EBTCardTransaction record when EBTTransactionTypeCd = CPIN, FPIN, HOTC, REIN, REPL, SETP, or UNLK.

5.1.1 Signature Capture – Replace Card Pop-upThis signature capture is embedded into the process of replacing a card. Each time a card is replaced, a signature is required as part of the replacement process. After benefits have been written to the new card, the signature capture process is initiated.The first screen is an example what is displayed on the signature pad display screen. The pop-up “Signature Capture to User” is displayed to the WIC system user so that they know what is on the signature pad display screen and then when a signature is captured, it can be reviewed here to determine if adequate or if another capture is required. For full details about this system component, see the Signature Capture section of the Clinic Services Overview DFDD.



5.2 Food BenefitsThe Food Benefits screen allows the user to work with the participant’s food benefits within the context of an economic unit in order to write the food benefits to the active EBT card.

5.2.1 Displaying the ScreenWhen the user accesses the Food Benefits screen, the system performs processes to determine what displays in the tree view on the screen. These processes are defined in the Food Benefit Alert Algorithm, Benefit Calculation Rules, and the Proration Rules in the appendix of this document. For issuances that have already occurred, the grid is used to display the participant’s food benefits that were written to the card. For issuances that are in process (a food package is available and issuance is available), the grid is used to display potential food benefits that can be written to the card. Checkboxes within the display allow the selection or de-selection of food packages, if this is desired by the user. (The de-selection of a participant food package will probably be used infrequently, but it is available if needed.)



Details on the screen help the user know the name of the Economic Unit, the Family ID, the Active PAN, and if the PAN is considered a Hot Card. The screen is displayed with the most recent issuance period at the top of the screen. The Issuance Periods illustrate to the user the First Date to Use (FDTU) and the Last Date To Use (LDTU) for the food benefits. FDTU is the first date that food benefits prescribed for an issuance period can be purchased. LDTU is the last date that food benefits prescribed for an issuance period can be purchased. The tree view allows the user a lot of flexibility as they view the screen. The user can easily expand and collapse levels in order to see the desired level of detail. While on the Food Benefits screen, the user can display a card’s current issuance period benefits by accessing the Card Activities Menu and clicking on Benefit Inquiry.

5.2.2 Issuing and Processing Food BenefitsFood Benefits are issued utilizing the Write to Card, Write Remote, Recalculate, or Transfer Benefits buttons. The Write to Card button is used for a first issuance within an issuance cycle and for re-issuance during the issuance cycle (when there is no card replacement or hot card involved). During the initial issuance for the issuance period, when the user is ready to load food benefits to the EBT card, this button is used in the MPSC system to tell EDIS what food benefits need to be written to the card. The MPSC system verifies that the card is an active card and can receive benefits. The MPSC system aggregates the benefits (those checked with a checkmark on the Food Benefits screen) for the economic unit then provides them to EDIS. If the card is successfully updated, food benefits are printed out of the card reader and a success message is seen by the MPSC user. If the card is not successfully updated, error messages are provided to the MPSC system to help the user understand what actions need to be taken in order to have a successful food benefit load. The re-issuance process is very similar to the initial issuance process. Again, the Write to Card button is used when the user is ready to load food benefits to the EBT card. The MPSC system tells EDIS that food benefits need to be written to the card. The MPSC system verifies that the card is an active card and can receive benefits. The MPSC system aggregates the benefits according to multiple business rules (Re-issuance Rules and Proration Rules) then provides them to EDIS. If the card is successfully updated, food benefits are printed out of the card reader and a success message is seen by the MPSC user. If the card is not successfully updated, error messages are provided to the MPSC system to help the user understand what actions need to be taken in order to have a successful food benefit load.The Write Remote button is similar to the Write to Card button. It is also used to process first issuances and re-issuances. It is enabled and disabled based on the same rules as the Write to Card button. The difference between the two buttons is that Write Remote writes available issuance and reissuance to a table rather than directly to the EBT card. An interface process executes on a periodic basis and extracts the issuance/reissuance data from the remote table and creates a file to be sent to the EBT Host system. The EBT Host system makes the information available to the WIC vendors or kiosks. The issuance/reissuance data can then be loaded to the EBT card remotely at a WIC vendor site or kiosk. Once the issuance/reissuance data is loaded remotely, the vendor notifies the EBT Host system which in turn notifies the MPSC WIC system that the remote loading has occurred. The status of remote issuance transactions can be seen in the Audit Trail panel.When reissuance is processed with the Write to Card button, the system reads the card first to determine the balance remaining on the card for each food item. When reissuance is processed with the Write Remote button, the EBT card is not available to be read to determine the balance remaining. Instead, the Write Remote process has to calculate the remaining balances for each issuance period based on redemption data already recorded in the system. For current issuance period, since there is the possibility that purchases may



have been made that have not been processed by the system, there is always the risk of over issuance when using the Write Remote function. The MPSC WIC system stores the available food for every affected issuance period (including issuances periods were food was removed). A corresponding calculated balance for each of these affected issuance periods is also stored for later reporting to detect over issuance.The Write Remote button is controlled by its own security unit that is separate from the security unit that controls the overall Food Benefits panel functionality. This allows the Write Remote button to be made available to only select personnel. The Write Remote function is available in both connected and disconnected mode.Between the time that Write Remote is clicked and either the MPSC WIC system knows that the food items have been remotely loaded to the EBT card or the offline EBT transaction is cancelled, the Write to Card, Recalculate, and Transfer Benefits buttons are disabled.The Recalculate button allows the user to remove food items previously issued to the EBT card for one or more participants in the Economic Unit for one or more current or future issuance periods. The Recalculate button causes current month and future month issuance periods that have already been issued to be re-displayed as potential reissues. The Recalculate button is only enabled as long as no participants in the Economic Unit are eligible for an issuance, reissuance, or transfer of benefits. After the potential reissuance data is displayed, the user can clear the check box of any issuance periods for any participants they wish to have removed from the card. The user then clicks Write to Card to complete the process and update the card. The food item quantity’s for any issuance periods for any participants whose check box was cleared is removed from the card during the card update process. The quantity of each food item for each food package that was un-checked is subtracted from the balance remaining on the EBT card for the selected issuance period(s). The subtraction process can reduce the card balance to zero, but never negative. It is possible, even likely, that some food items that are being removed may be food items that other participants in the Economic Unit also have in their food package and their food is not being removed. The Recalculate function does not attempt to allocate the food quantity being removed among multiple participants. It simply subtracts the full quantity of the food item belonging to the participant that is being removed.When a child is removed from a family (for instance, to be placed in foster care), the Recalculate function is an easy way to correct the EBT card. Clicking the Recalculate and then clicking Write to Card automatically removes from the EBT card those foods that belonged to that child. The Transfer Benefits button is used when a card has been replaced and the user wants to transfer benefits that were on the previously hot carded card. The aggregation of benefits and the benefits issued to the card depends on a number of factors.

If the designated wait period has passed (the MPSC system determines this based on when the last active card was hot carded), then the MPSC system calculates the current issuance period benefits for participants within the economic unit that already had issuance.

If the future period benefits that were on the hot card are available. The MPSC system is used to determine the food benefits for the future issuance periods. Available future month benefits for the same issuance cycle are written to the card.

When the food benefits are aggregated, then the MPSC system provides these food benefits to EDIS. If the card is successfully updated, food benefits are printed out of the card reader and a success message is seen by the MPSC user. If the card is not successfully updated, error messages are provided to the MPSC system to help the user understand what actions need to be taken in order to have a successful food benefit load. The Transfer Benefits button is used when there are food benefits available that need to be transferred to the replaced card. When the user is ready to load these food benefits to the EBT card, this button is used in the MPSC system to tell EDIS that food benefits need to be



written to the card. The MPSC system verifies that the card is an active card, that the wait period is over, and that the card can receive benefits. If the card is successfully updated, food benefits are printed out of the card reader and a success message is seen by the MPSC user. If the card is not successfully updated, error messages are provided to the MPSC system to help the user understand what actions need to be taken in order to have a successful food benefit load.

5.2.3 Changing Food Packages During an Issuance Period If the participant has had a participant profile change (change of participant category, exclusive breastfeeding, special diet, multiples, or reached a milestone age) since the most recent issuance, and has returned to the clinic for different foods, the user may not want the foods that are automatically presented on the Food Benefits screen. The Benefit Calculation Rules and the Re-issuance Rules may not always produce the results that the CPA desires (possibly due to a food package change of unlike categories). In this case, the user needs to return to the food package screen, create another food package with the proper food changes. For current month, the system adjusts re-issuance based on card contents and returned formula. The system can adjust based on the prepared size of the switched formulas. This new food package is used for the future month benefits. If the system sees a food package change (a new, un-issued food package within the current food benefit issuance cycle), then besides displaying the participant’s food benefits that were previously written to the card, the screen also displays the new food package information. The food package that is being reissued is identified with a check mark in the grid. The user may de-select a food package, if desired.

5.2.4 Mailing BenefitsBecause benefits are written directly to the card, some situations will occur when a card must be mailed to a family. When this is done, the reason the benefits were mailed rather than physically given to the participant is captured by the staff.



5.2.5 Prorating BenefitsProration of food benefits is a state decision. Proration is allowed or disallowed based on the setting of a system parameter. If the state allows proration of benefits, the Proration Rules found in the Appendix of this document are utilized when food benefits are aggregated for issuance. Additionally, the state has the ability to allow or disallow staff to override the proration of benefits. This too is controlled with a system parameter. When proration is overridden, full food benefits (those prescribed on the Food Package screen) are used in the aggregation of benefits.Re-issuing food benefits also involves a state decision. Re-issuance level is based on the setting of a system parameter. The amount of re-issuance is either based on what level the original issuance was issued at or it is based on the date that the re-issuance occurs. If the state chooses to have it based on the date that the re-issuance occurs, the system uses the lower amount of food to place on the card when a later date in the period is found that the date of original issuance (i.e. If full issuance occurred, then re-issuance occurred after the 20th day of the issuance period, the amount would be lowered to a 1/3 level). With appropriate security permission, this can be overridden to be based on the original level of issuance. This only applies to participant to have package changes that identify re-issuance. It does not applies to participants that do not have package changes; thus excluding situations that use the Recalculate or Transfer Benefits button.

5.2.6 Moving a Child Between FamiliesA common situation encountered by WIC staff is the need to move a child between families. If a foster child is moved from one family to another family, the issuance history (issuance periods, food items, and card information) within the MPSC system moves with the participant record.

Foster child moves If the foster child move is accompanied with the card and PIN, the benefits could

continue to be used from the first card. (The PIN should be changed.) If the foster child moves and no card moves with the child, then staff designate the

first card a Hot Card and a new card is set up for the child in the new family.

Non-foster child movesIf a child who is not a foster child is moved from one family to another family, the issuance history (past issuance periods and associated food items) within the MPSC system moves with the participant record. The current issuance period and future issuance period information is not moved. This allows current issuance period and future issuance period food benefits to be issued in the “receiving family.” Proration Rules and Re-issuance Rules are applied during the issuance process. In this situation, staff would follow policy regarding the actions to take for the “losing family”. Their card could be designated as a Hot Card and then when the “losing family” comes to the clinic, the benefits could be managed through the Replace Card Setup and/or Transfer Benefits functions as needed.



5.2.7 ScreenIssuance View (The first example shows issuance ready to be written to the card (current date was 7/8/2013). The second example shows the screen after the issuance was written to the card using the Write to Card button. The third example shows the screen after issuance was written to the card and the tree was expanded by selecting Food Package from the Expand to See list. The fourth example shows the screen after the issuance was written to the offline EBT tables using the Write Remote button.) > Foods > Food Benefits


Before written to the card,Checkbox is selected => All foods will get written to the card.



After wriiten to the Card => no checkbox is shown marked.



Re-issuance View (The first example shows reissuance ready to be written to the card (current date is 7/8/2013). The infant’s new food package with an effective date between 7/1/2013 and 7/31/2013 has triggered the reissuance function. The second example shows the screen after the reissuance was written to the card using the Write to Card button. The third example shows the screen after issuance was written to the card and the tree was expanded by selecting Food Package from the Expand to See list. The fourth example shows the screen after the reissuance was written to the offline EBT tables using the Write Remote button.)



> Foods > Food Benefits




Recalculate View (The first example shows the screen after the Recalculate button has been clicked and all potential reissuance has been displayed. The current date is 7/8/2013. The user is attempting to remove Betty Ann Green’s foods from a future month (August) and has cleared the check box for Betty Ann Green’s August and April reissuance. Her food items will be deducted from the EBT card for August if the user clicks the Write to Card or Write Remote button.)> Foods > Food Benefits




Recalculate View (This second example shows the screen after the Write to Card button was clicked during the remove food process. Betty Ann Green does not have a reissue transaction for August because her food items were removed from the card for that issuance month.)> Foods > Food Benefits




Recalculate View (This third example shows the screen after the Write Remote button was clicked during the remove food process instead of the Write to Card.)> Foods > Food Benefits




Transfer Benefits View (The first example shows future issuance benefits ready for transfer for August and September. The July benefits (the current month benefits in this example) will not be available for transfer until the hot card wait period is up. The second example shows the screen after the Transfer Benefits button was clicked and the available benefits have been transferred to the card.)> Foods > Food Benefits




Note: See Appendix: EBT Foods Screens Comparison in this document for a matrix showing the purpose, the level of data, the length of data span, the ability to update, what data is managed, and the dates covered on this and other EBT Foods screens.

Control DescriptionWrite to Card The Write to Card command button loads benefits onto the EBT

card. The benefits that are loaded are based on the checked contents of the Benefits tree structure. The Write to Card command button is used for issuance as well as re-issuance purposes.When the Write to Card button is clicked, a Family Save occurs prior to the writing to the card.Type Command ButtonHot Key Alt + W

Transfer Benefits The Transfer Benefits command button transfer benefits that are available (Current and/or future issuance periods) that were on the hot card that was replaced.Type Command ButtonHot Key Alt + B



Control DescriptionRecalculate The Recalculate command button is used in conjunction with the

Write to Card button.The Recalculate button re-displays the Food Benefits panel with current month and future month issuance periods that are available to be reissued. Unlike a normal reissuance, however, none of the participants have new food packages, which is the trigger for the normal reissue process.When the reissue data is displayed, each issuance period for each participant with a potential reissuance is checked in the Benefit tree structure. The user can then clear the check box of any issuance period for any participant they wish to have removed from the EBT card.After the user has identified the issuance periods and participants they wish to remove from the card, they click the Write to Card button to complete the reissue process. Clicking the Write to Card button writes the reissuance data directly to the card. The food item quantities for each issuance period for each participant whose check box was cleared is removed from the EBT card.Note: One special use of the Recalculate function is to correct the food items on an EBT card if a participant has been removed from the Economic Unit (for instance, when a child is removed from the family and placed in foster care in another family). When the user clicks Recalculate, any participant that was removed from the family since the original issuance is not displayed as a potential reissue. It is quite likely that the user may not wish to remove any food items for any of the other participants remaining in the family. In that case, the user would not clear any of the reissue check boxes before clicking Write to Card. The food item quantities belonging to the participant removed from the family are removed from the EBT card during the card update.Type Command ButtonHot Key Alt + R

Write Remote The Write Remote command button loads benefits to a table rather than directly onto the EBT card. The contents of the table are periodically transmitted to the EBT Host system which then makes it available for remote loading to the card at a vendor or kiosk site. Like Write to Card, the benefits that are loaded are based on the checked contents of the Benefits tree structure. The Write Remote command button can be used for issuance as well as re-issuance purposes.The Write Remote button is controlled by a separate security task. Only users with the correct security are allowed to use the Write Remote button.When the Write Remote button is clicked, a Family Save occurs prior to the writing to the table.Type Command ButtonHot Key Alt + O



Control DescriptionScreen View – Top Level View – Issuance

Selecting the Issuance radio button causes the main panel view of the Food Benefits screen to be Issuance based. Issuance is at the top level of the tree structure. The levels within the tree structure include: issuance period, participant name, food package, and food items.Type Radio ButtonRequired NoDB Column Not Stored

Screen View – Top Level View – Participant

Selecting the Participant radio button causes the main panel view of the Food Benefits screen to be Participant based. The levels within the tree structure include: participant name, issuance period, food package, and food items.

Type Radio ButtonRequired NoDB Column Not Stored

Screen View – Expand to See

This list box provides the ability to expand or collapse the main panel view to see various levels of data. The user may select a different view.Type List BoxRequired NoDB Column Not StoredCode ID This code element is non-editable.

The installed values are: Issuance Participant Food Package Food Item

Mail - Mailed The Mailed checkbox is used to indicate that the cards will be mailed to the economic unit rather than given out at the clinic.The Mailed check box is checked by default when any family member is identified as pre-certified. The user may remove the default checkmark.Type Check BoxDB Column EBTCard.EBTMailedReasonCd



Control DescriptionMail - Reason This represents the reason that the benefits were mailed rather

than given physically to the participants.Type List BoxRequired Yes, when the Mailed check box is checked.DB Column EBTCard.EBTMailedReasonCdCode ID Mail Reason

New Issuance - Prorated

This field is automatically selected by the system if the system is set to use proration for new issuance. This information is only relevant for current benefit period.If selected, the information in the main panel is re-presented to the user to show the proration amount of foods allowed for the current benefit period.Type Radio ButtonDisplay Only No Calculated YesDB Column NA

New Issuance - Override

Selecting the New Issuance - Override radio button overrides the calculation of proration for new issuance. The override must be done prior to clicking on the Write to Card button.If selected, the information in the main panel is re-presented to the user to show the proration amount of foods allowed for the current benefit period.Type Radio ButtonDisplay Only No Calculated NoDB Column EBTIssuance.ProrationOverrideCd

New Issuance - Override Reason

A New Issuance - Override Reason must be given when New Issuance – Override is selected.Type List BoxRequired Yes, when Override Proration is checked.DB Column EBTIssuance.ProrationOverrideCdCode ID Proration Override

Reissuance - Current This field is automatically selected by the system if the system is set to use Current based reissuance. Food packages that are being re-issued are verified using proration based on current date within the current benefit period.If selected, the information in the main panel is re-presented to the user to show the proration level for re-issued food packages for the current benefit period.Type Radio ButtonDB Column Not Stored



Control DescriptionReissuance – Original Selecting the Reissuance – Original radio button overrides the

calculation of proration for any re-issued food. Food packages that are being re-issued are verified using proration based on original level of issuance for the current benefit period. The override must be done prior to clicking on the Write to Card button.If selected, the information in the main panel is re-presented to the user to show the proration level for food packages for the current benefit period.Type Radio ButtonDB Column Not Stored

Reissuance – Original Reason

A Reissuance – Original Reason must be given for overriding when ReIssuance - Original is selected.Type List BoxRequired Yes, when Re-Issuance - Original is checked.DB Column EBTIssuance.ProrationReissueOverrideCdCode ID Reissue Proration Override

Economic Unit This contains the name(s) of the economic units in the family. Display the concatenation of economic unit name + “ – “ + economic unit number.Type List Box (Sort Economic Units alphabetically)Required YesDB Column IncomeFamily.Description

IncomeFamily.EconomicUnitNrBenefitFamily.FFFamilyID

Code ID IncomeFamily table lookupActive PAN If the economic unit has an active PAN, it is displayed here. If the

economic unit has no active PAN but the last Hot Card PAN has a hot card effective date greater than the current date, display the PAN here and treat it as if it were an active PAN.Type Text BoxRequired NALength NAValidation Mask of 99999999-99999999Display Only Yes Calculated NoDB Column EBTCard.ActiveCard_ID



Control DescriptionHot Card PAN If the economic unit has a hot card PAN and the hot card

effective date is less than or equal to the current date, it is displayed here.Type Text BoxRequired NALength NAValidation Mask of 99999999-99999999Display Only Yes Calculated NoDB Column EBTCard.HotCard_ID

<issuance period> This contains the issuance period ordered from most recent to oldest. The Issuance Periods illustrate to the user the First Date to Use (FDTU) and the Last Date To Use (LDTU) for the food benefits. FDTU is the first date that foods can be used to purchase food benefits. LDTU is the last date that foods can be used to purchase food benefits.Type Tree viewLevel 1st

Format Mm/dd/yyyy (FDTU date) – mm/dd/yyyy (LDTU date)

If benefits are available for transfer, append “(Transfer)”.

DB Column EBTIssuedFood.FirstUseDt –EBTIssuedFood.LastUseDt

<participant name> This contains the participants within the economic unit.Type Tree viewLevel 2ndFormat First Name, Middle Name, Last Name. Last

Name SuffixLink to Participant Detail

DB Column FamilyMember.FirstName +FamilyMember.MiddleName +FamilyMember.LastName +FamilyMember.LastNameSuffix



Control Description<food package name>

This contains the food package name for the participant.For issuances that have occurred, the grid is the issued food items (based on the food package at the time of writing to the card).For issuances that are in process, the grid is potential food items (based on the food packages available at the time).

When enabled, the checkbox allows the selection or de-selection to control the issuance of the food package.Type Checkbox in the Tree viewLevel 3rd

Format For available issuance:<food package name> (xxxxxx, Authorized)

For available reissuance with a new Rx:<food package name> (New) (xxxxxx, Authorized)

For available reissuance without a new Rx:<food package name> (xxxxxx, Authorized)

For issuance that has already occurred:<food package name> (xxxxxx, Issued) MM/DD/YYYY HH:MM:SS AM

For reissuance that has already occurred:<food package name> (xxxxxx, Reissued) MM/DD/YYYY HH:MM:SS AM

If ProrateAllowed = Yes, xxxxxx = Full, 2/3, or 1/3.If ProrateAllowed = No, xxxxxx is not displayed.

DB Column ParticipantEBTIssuance.SFI_ID orParticipantRx.SRX_ID

<food package name> data grid

This grid shows the food items of the food package. This is the basis for food issuance. The Audit Trail screen shows the actual food items written to the card during an issuance or re-issuance process. This actually is an aggregate of the process.Type Read Only Data Grid



Control Description<category-subcategory>

The category, subcategory and description of the issued food.

Type Text BoxRequired NALength NAValidation Mask of 99 999 xxxxx where 99 999 is the

category and subcategory numbers and “xxxxx” is the subcategory name.

Display Only Yes Calculated NoDB Column ParticipantEBTIssuance.SFI_ID

<units> The units of the subcategory issued or reissued.Type Text BoxRequired NALength NAValidation Display masks are based on the Decimal Code

value from the ProdContainer table for the food item.Decimal Code Valid maskWHOL 9HUND 9.99HALF 9.0, 9.5QRTR 9.00, 9.25, 9.50, 9.75TENS 9.9

Display Only Yes Calculated NoDB Column ParticipantEBTIssuance.SFI_ID

<units of measure> The UOM of the subcategory.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ProdContainer.ContainerSizeCd



Control DescriptionDirect Indicates whether the food item (subcategory) was directly

shipped.Type Text BoxRequired NALength NAValidation NA, Value of “(Direct)” or blankDisplay Only Yes Calculated NoDB Column ParticipantEBTIssuance.SFI_ID

Business RulesScreen Display Rules

1. Default to checking the checkboxes of food packages for all eligible participants.

2. The system performs the Food Benefit Alert Algorithm. See Appendix: Food Benefit Alert Algorithm in this document for details.

3. The same business rules as found in the Food Package Verification Rules and Automated Food Package Update Algorithm (i.e. applying package changes due to a profile hitting a Change Rule) are applicable to this screen. The system performs the Benefit Calculation Rules including the Proration Rules. See Appendix: Benefit Calculation Rules and Appendix: Proration Rules in this document for details. Additionally, display an error message when an existing food package contains a non-contract formula that becomes a contract formula during any of the new months of food issuance. This is based on effective rebate dates as compared to the FDTU of each the new month of issuance.

4. If the family has a breastfeeding dyad, it is evaluated when the user comes onto the Food Benefits panel.o If the infant that is breastfeeding the most has a verified food package with

formula and the amount of formula is considered “Partial BF Out of Range” And if the BF woman is > = 6 months post-partum, then display a

warning message. “All infants are <Partial BF Out of Range> or <Full Formula>. <BF mother’s name> may not receive benefits for <month>, year.” This stops mom from receiving food benefits.

5. Expanding the Food Items shows a grid of food items6. If ProrateAllowed, show whether the package is a Full, 2/3 or 1/3 package, by

appending (Full), (2/3) or (1/3) to the package name.7. The Prorate fields (in group box) are disabled if there is no new issuance food

benefits that can be prorated. These fields are only available when ProrateAllowed = Yes and ProrateOverride = Yes.

8. If ProrateAllowed = Yes and (Write to Card and Write Remote are enabled), append “(xxxxxxxx, Authorized)” to the package name for each food package checked for issuance or reissuance, where xxxxxxxx is Full, 2/3 or 1/3 (see BR 7).

9. If ProrateAllowed = No and (Write to Card and Write Remote are enabled), append “(Authorized)” to the package name for each food package checked for issuance or reissuance.

10. When benefits are available for transfer, enable the Transfer Benefits button



Business Rulesand append “(Transfer)” to the issuance period date for each issuance period with benefits available for transfer to the EBT card. Benefits available for transfer are based on what issuance periods were on the hot carded card. Benefits are available for transfer when:o During the hot card of previous card, the benefit period that was not

available for immediate transfer was determined based on hot card date and wait period. The Income Family (Economic Unit) record was updated with the date and time of when the benefits could be transferred as well as which issuance period. If this calculated date is in the past, then this issuance period is marked and can be transferred.

o Any other future issuance periods beyond this calculated transfer issuance period is marked and can be transferred.

o Once transferred, any issuance period cannot be transferred again.o An issuance benefit period that is before the calculated date is not available

for transfer. This covers end of month (i.e. hot card on last day of month means that month is not available for transfer).

11. For states that direct ship food items (system parameter System.DirectShipFoodItems set to “Yes”), display “(Direct)” at the end of the line for a food item in the grid that was direct shipped.

12. Between the time the Food Benefits panel is displayed and the user clicks Write to Card or Write Remote, it is possible that another user has deleted a food package that is about to be used for issuance or reissuance. When the user clicks Write to Card or Write Remote, ensure that all food packages that are being used to issue or reissue still exist. If one or more food packages cannot be found, display this error message and do not issue benefits: "Cannot issue food benefits because one or more Food Packages have been deleted by another user. Please refresh your data and try to issue benefits again."

Write To Card Rules13. Disable the Write to Card command button if14. There is no active card and no last hot card (No card to issue or reissue to).15. There is no active card and the last hot card has a hot card effective date less

than or equal to the current date.16. The active card is a replacement card and its wait period is not past and current

issuance exists (this prevents the ability to add new participant issuance during this time).

17. There is no food available for issuance.18. Display an error if an economic unit does not have any food package

checkboxes checked.19. When issuing to the card (pressing Write to Card or Transfer Benefits), display

an error message if the economic unit’s active PAN does not match the PAN in the reader.

20. Aggregate the quantities by subcategory of the active participants’ selected packages for each issue month starting at current month. This must account for any proration of packages as described in the Proration Rules. For more details, see Appendix: Proration Rules in this document.

21. Any subcategory that is marked as direct ship is not be passed to the EDIS interface and therefore it is not be added to the card (system saves the data in its database tables).

22. When the benefits are loaded successfully, an “Issue” or “Reissue” transaction



Business Rulesmust be logged of its occurrence.

23. When the benefits are loaded successfully, the benefits must be captured as Issued for the Issuance time period.

24. When the benefits are loaded successfully, a list of all benefits found on the card is automatically printed on the card reader.

25. For infants and children <24 months of age, display a warning message if benefits are to be written to the card and there is no Nutrition Interview record (Infant Interview or Child Interview) with Record Date = Today’s Date.

Re-issuance Rules26. If the participant has received current issuance and a certified participant

within the economic unit has a food package change date that is in the current issuance period, then display the food benefit for the current issuance period showing the available food packages for all current issuance months starting in the month of the food package change date. For example, if it is May and the participant has received April/May/June, then display May and June with its food package. If it is June and the participant has received April/May/June, then display June with its food package and July/August/September with the new issuance.

27. When reissuing, if the card was a replaced card that had benefits that were never transferred, display an error that the transfer must occur first.

28. When reissuing, use the same FDTU and LDTU for the issuance period that is being reissued.

29. When the system determines that re-issuance is occurring based on a food package, it must determine the food for the current issuance period as a starting point to determine the food to place on the card after subtracting out purchases and adding returned formula). The current issuance period food is determined as follows:o For new participants in the family, the system determines the food from

their food package based on the normal proration rules.o For existing participants in the family who are not having a package change,

the system determines the food from their food package based on the original proration level (i.e. 1/3, 2/3 or Full).

o For existing participants in the family who are having a package change, the system determines the food from their food package as follows: If the system parameter Food.ReissueProration is set to ‘ORIGINAL’ or if

Re-Issuance - Original is selected, the system uses the original proration level (i.e. 1/3, 2/3 or Full).

If the system parameter Food.ReissueProration is set to ‘CURRENT’ or if Re-Issuance - Current is selected, the system uses the calculated 1/3, 2/3 or Full proration based on the date that the re-issuance is being done. For example, if a participant received Full amounts but arrived on the 24th of the month for reissuance, then 1/3 proration amounts would be used to determine the amount of reissued food allowed.

o If all family members are being issued a new food package and the current month has not previously been written to the card, the Reissuance proration group box is disabled, Reissuance – Original is selected, and Reissuance – Original Reason is blank.

o If one or more existing participants are being reissued because they have a



Business Rulesnew food package, the Reissuance proration group box is enabled and values are set per BR 24c. If Reissuance – Current is selected, it only affects existing participants being reissued because they have a new food package.

30. For participants with a new package, show with the string ‘(New)’ behind the Food Package name.

31. For participants with only a current package, show only that Food Package name with the checkbox checked (only choice).

32. For Re-Issuance, replace each issue period’s current (and future, as applicable) available food on the card. NOTE: If existing current and future months issuance are being reissued because of new first-time issuance for a future month further in the future and a participant with benefits issued for the current or future months has been removed from the Economic Unit, the system will include the missing participant’s food benefits when it reissues the current and future months. To correct this situation after the reissue is completed, the user should click Recalculate and then click Write to Card again. This will reissue the current and future month benefits again as well as the newly issued future month benefits. The missing participant’s foods will be eliminated from the new reissued balances for all current and future months.

33. For the current month (if applicable), using this aggregation as a starting point, adjust the number based off of purchases and/or returned food (i.e. cans of formula). This is done by attempting to match the redemptions and returned foods against the aggregated subcategory numbers.o For the current month, disable the food package checkboxes.o Subtract off any purchases that have occurred against the current month by

looking at the last card benefits written (within system) and subtracting off the balance (from the card).

o Add back any returned foods found during issuance period (i.e. cans of formula): See section 3 Returned Formula.

o For food on the card that does not have a matching subcategory (due to current month re-issuances that were driven by a change of package), subtract based on food rules. For example, if a food rule says that 21-123 Enfamil with Iron can be replaced by 21-112 Enfamil LIPIL then this matching would occur in the context of this food rule.

o Exceptions include: If a match is not able to be accomplished, then that item cannot be

calculated and is removed. If quantities do not match exactly, round down to minimize chance of

over-issuance. It is possible for an aggregate subcategory number to be reduced to

zero (this benefit would not be written to the card).34. During the issuance period where a non-special diet participant’s first birthday

occurs, per FNS regulations, the participant is allowed to either have infant based or child based food. A food package verification business rule ensures that the initial issuance is either infant based or child based (cannot be intermixed). During reissuance, intermixing during this issuance period must be prevented whether it is current or a future period. If a wholesale change is desired for the current period then either no purchases have occurred or, if formula was purchased, it must all be returned. This must be true in the context of the aggregated food (a family may have multiple infant and child participants). For items a. and b. below, the food package must be verified.



Business RulesThe verification occurs when the re-issue food package is entered in the Food Package screen. It is described in the Food Package screen’s business rule 30.z. Therefore the business rules are:o For current period, if a participant is found whose original issuance was

infant based food and re-issuance is child based food, display an error if the issuance period’s aggregated infant based food cannot be accounted in its entirety by either being found on the card or as returned formula.

o For current period, if a participant is found whose original issuance was child based food and re-issuance is infant based food, display an error if the issuance period’s aggregated child based food is not found in its entirety on the card.

o For future periods, there is no edit as the food is replaced (no purchases could have been made).

35. Use the participant profile from the original issuance for a given reissuance month or determine a new participant profile for a given reissuance month based on these criteria:o When a participant is being reissued for the current month and they do not have a

food package change, the system should use the participant profile that was stored during the original issuance and they should be reissued the same food package (minus purchases).

o When a participant is being reissued for the current month and they do have a food package change, the system should re-calculate their profile based on their current characteristics and re-verify the food package based on the re-calculated profile.

o When a participant is being reissued future months, whether they have a new food package or not, the system should re-calculate their profile for each future month being reissued using the FDTU of each future month as the effective date and then re-verify the food package based on the re-calculated profile for each reissuance month.

Recalculate Rules36. The Recalculate button is disabled if new issuance or re-issuance is available

(i.e., the Write to Card and Write Remote buttons are enabled), or benefits are available for transfer (i.e., the Transfer Benefits button is enabled).

37. The Recalculate button is disabled if the Economic Unit has no active card and no last hot card.

38. The Recalculate button is disabled if the Economic Unit has no active card and the last hot card has a hot card effective date less than or equal to the current date.

39. If no new issuance or re-issuance is available and no benefits are available for transfer and the Economic Unit has previously issued food benefits for the current and/or a future issuance period, enable the Recalculate button.

40.When the Recalculate button is clicked, the system loads the benefits tree with the reissuance available for each active participant in the Economic Unit for the current and future periods that were previously issued. The check box beside each food package name for each participant for each issuance period is selected. None of the food packages are new (if any participant has a new food package, the normal reissuance function is triggered and the Write to Card and Write Remote buttons would be enabled).

41.If the user clears a check box, the food items of that food package for that participant for that issuance period are subtracted from the available balance on the EBT card if the user clicks Write to Card or Write Remote. The user can clear none, one, or many check boxes.

42.Transactions produced by the Recalculate function appear in the Audit Trail with transaction type = REISSUE.



Business Rules43. For the current month, aggregate each food for the participants involved (it is

expected that a participant has been removed from this aggregation), read the card balance, compare each food and write back to the card the lesser of the two amounts for each food.

44. All existing participants in the family are not having a package change; therefore, the system determines the food from their food package based on the original proration level (i.e. 1/3, 2/3 or Full).

Transfer Benefits Rules45. When transferring benefits, if any of the transferred food item’s category and

subcategory is not known to the data system then abort the process and display an error message stating that Transfer Benefits did not occur and list the unknown category/subcategory values.

46. Disable the Transfer Benefits button if the Economic Unit has no active card and no last hot card.

47. Disable the Transfer Benefits button if the Economic Unit has no active card and their last hot card has a hot card effective date less than or equal to the current date.

48. The current period benefits that are transferred are the Audit Trial’s last “Balance (Calculated)” plus the Return Formula values from the last occurrence of either an ISSUE, RE-ISSUE or TRANSFER. Note: CARD CORRECTION impacts are found within the “Balance (Calculated)”.

Write Remote Rules49. The Write Remote button is invisible unless the user has been assigned the

special security unit associated with the Write Remote function.50. The Write Remote button is enabled and disabled under the same

circumstances as the Write to Card button.51. If remote transaction data exists for the current issuance period or any future

issuance period, and the remote transaction has a status of Not Sent or Available, the Write to Card, Transfer Benefits, Recalculate, and Write Remote buttons are disabled.

52. If remote transaction data exists for the current issuance period or any future issuance period, and the remote transaction has a status of Not Sent or Available, display “Remote benefits are pending remote load – go to the Audit Trail for details or to cancel.” This informational message is displayed on the Messages tab of the Information Panel at the bottom of the screen.

53. When the Write Remote button is clicked and before writing the issuance/reissuance data, display a confirmation message with this text: “You are going to write these food benefits to a remote issuance file for remote loading rather than directly to the EBT card. Is that what you want to do?” If the user responds Yes, write the issuance/reissuance data to the remote tables. If the user responds No, do not write the issuance/reissuance data to the remote tables.

54. When the Write Remote button is clicked and the user responds Yes to the confirmation message, the system creates these offline EBT table data:o One EBTRemoteIssuance record. IssueDt = current date. Status = ‘NOTS’.



Business Rules

EBTIssueTypeCd = ‘ISSU’ or ‘REIS’. If proration was overridden by the user, ProrationOverrideCd = the override reason code, otherwise it is null. InsertStfpID and InsertDt = user id and current date and time. EBTC_ID = the key to the economic unit’s EBT card. All other fields in the table are null.

o One EBTRemoteIssueFood record for each food item for each issuance period being processed. Quantity = the quantity of the food item being issued or reissued. FirstUseDt and LastUseDt = the first and last use dates for the issuance period. If food item is marked as direct ship, set DirectShipIn = 1 else set DirectShipIn = 0. (Note: direct ship foods are written to the remote issuance table for audit purposes but they are not sent to the EBT Host system for remote loading to the card.)

55. When a reissue is processed using the Write Remote button, calculate the quantity to be placed on the card for each food item as the net of issuance data recorded in the system minus purchase data recorded in the system plus or minus adjustment data recorded in the system for the food item. The system stores the available food for every affected issuance period (including issuances periods where food was removed). A corresponding calculated balance for each of these affected issuance periods is also stored to support downstream remote reporting.

56. When the Write Remote function is completed successfully, the system performs an automatic save and then re-display the Food Benefits panel with the Write to Card, Transfer Benefits, Recalculate, and Write Remote buttons disabled. The status line displays “Remote benefits are pending remote load – go to the Audit Trail for details or to cancel.” The rows in the Benefits tree that previously displayed the potential issuance and reissuance data are no longer displayed in the tree. The related issuance periods and participant names are also no longer displayed in the tree. The reason for this is that the food benefits have only been written to the offline EBT tables, not to the actual EBT card.

57. Do not capture a signature when the Write Remote function is used.

Mailed Rules58. Default the Mailed checkbox to unchecked.59. When the Mailed checkbox is checked, its Reason box becomes enabled and

required and the Write Remote button is disabled.60. When the Mailed checkbox is unchecked, its Reason box is cleared of any data

and disabled and the Write Remote button is disabled/enabled according to the same rules governing the Write to Card button.

61. When the Mailed check box is marked, the system automatically marks all benefits for the upcoming food issuance period as “Mailed”.

62. A File-Save is required to save Mailing information.

Appointment Kept Rules63. When the family is saved and benefits are issued to the card (not mailed), if

there are any appointments for this family for today that have a “Scheduled” or “Arrived” status, the system marks the appointment as Seen.



Business RulesNote: Staff may manually update the appointment status by going to the actual appointment and making an update.

Participant Move Rules64. When participants move to another family, the issuance history must move with

them. (This includes the past issuance periods and associated food items). The current issuance period and future issuance period information is not moved.

EBT Device Interface System (EDIS) Integration Business Rules

65. The language for the Display Text found in the EDIS: Display is based on the Family’s Printout Lanaguage. If Spanish, Spanish is used. If any other value, English is used.

66. Invalid WIC Card for System – Invalid for state and/or system type as the first 6 digits of the PAN are not equal to the system parameter, EBT.ValidPANBIN or the eight digits is not equal to the system parameter, EBT.ValidPANType. When this occurs, the MPSC WIC business function is halted, a popup with a message “Card has invalid BIN <BIN> for the <system>”>” is produced and the card reader displays the “Invalid_Card” text using the EDIS: Display function. Closing the popup places the MPSC WIC system into a ready state for the next user interaction as well as display the “Default” text using the EDIS: Display function.

67. Write to Card command button (Put client card in the card reader)68. Compute the Economic Units food benefits69. Status bar message = DisplayText of ‘Insert_Card’70. EDIS: Display (DisplayText of ‘Insert_Card’)71. EDIS: ReadPAN () PAN72. Check for validity of card to system (BR 57)73. Valid WIC EBT Card or Valid WIC card for System

o Check for EU active cardo If EU Active card

EDIS: ReadCardState () If Status Change Reason is 1 or 12 (Vendor marked that PIN attempts



Else If New Issuance

Status bar message = DisplayText of ‘Write_Data’ EDIS: Display (DisplayText of ‘Write_Data’) EDIS: WriteDemographics (Demographics) EDIS: WriteBenefits ( Benefits) EDIS: UpdateCardState () Update system with issuance information



Business Rules EDIS: PrintReceipt() Pop-up Signature Capture – EBT Issuance (See section 5.2.9)

Else (Re-Issuance) Status bar message = DisplayText of ‘Read_Data’ EDIS: Display (DisplayText of ‘Read_Data’) EDIS: ReadBenefits ( Benefits) Return benefits to system (empty allowed) Calculate (aggregate) benefits according to business rules. Status bar message = DisplayText of ‘Write_Data’ EDIS: Display (DisplayText of ‘Write_Data’) EDIS: WriteDemographics (Demographics) EDIS: OverWriteBenefits (Benefits) EDIS: UpdateCardState () Update system with issuance information. Save the card food

contents that was read from the card in XML format. EDIS: PrintReceipt() Pop-up Signature Capture – EBT Issuance (See section 5.2.9)

o Else Display a popup error message “Card is not an active card for this

family” EDIS: Display (DisplayText = ‘Default’) Status bar message = “Ready”

Display error message (Not client’s active card)

74. Transfer Benefits command button (put client card in the card reader)75. Determine the Economic Units benefit periods available for transfer (BR#11).76. Status bar message = DisplayText of ‘Insert Card’77. EDIS: Display(DisplayText of ‘Insert_Card’)78. EDIS: ReadPAN () PAN79. Check for validity of card to system (BR 57)80. Valid WIC EBT Card or Valid WIC card for System

o Check for EU active card (BR#9) If EU Active card EDIS: ReadCardState () If Status Change Reason is 1 or 12 (Vendor marked that PIN attempts



Else Status bar message = DisplayText of ‘Write_Data’ EDIS: Display(DisplayText of ‘Write_Data’)



Business Rules EDIS: Call WriteDemographics (Demographics) EDIS: Call WriteBenefits (Benefits) EDIS: UpdateCardState () Update system with transfer information EDIS: PrintReceipt() Pop-up Signature Capture – EBT Issuance (See section 5.2.9)

o Else Display a popup error message “Card is not an active card for this

family” EDIS: Display(DisplayText=’Default’) Status bar message = “Ready

81. XML stored in EBTIssuance.ReadCardContents with the following format:<IssuanceDetail> <FDTU>2012-04-01</FDTU> <Cat>3</Cat> <SubCat>0</SubCat> <Quantity>2</Quantity></IssuanceDetail>… Continued – Sorted by Cat Number and Subcat Number

5.2.8 Participant Detail Pop-upThe Participant Detail pop-up displays pertinent detail information about the participant. This information is accessed on the Food Benefits panel by clicking on a specific participant’s name when looking at the Participant View. This data includes the Person ID, age, participant category, WIC Status, Certification End Date (CED), Categorical Eligibility End Date (CEED), FB Issuance period, last month of issuance, the food package name, and if applicable whether or not the participant is eligible for Farmers’ Market checks.



Control DescriptionParticipant This is the name of the participant

Type Text BoxRequired NALength NAValidation Mask of ‘firstname middlename lastname’Display Only Yes Calculated NoDB Column NA

Person ID The Person ID of the participant.Type Text BoxRequired NALength 9Validation NADisplay Only Yes Calculated NoDB Column NA



Control DescriptionAge This is the date of birth of the participant followed by the

participant's current age in parenthesis.For an infant, display as the number of months and days between today's date and the participant's Date of Birth.For a child, display as years and months based on the time between today's date and the participant's Date of Birth.For an adult, display as years only based on the time between today’s date and the participant’s Date of Birth.Type Text BoxRequired NALength NAValidation If Participant category = I, then display as 99 m

99 d.If Participant category = C, then display as 9 y 99 m.If Participant category = P, B or N, then display as 99 y.

Display Only Yes Calculated Yes, for the Age

DB Column NACategory The current participant category of the participant.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column NA

WIC Status The current WIC status of the participant.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column NA



Control DescriptionCED This is the latest Certification End Date on record for the

participant.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column NA

CEED The current Categorical Eligibility End Date of the participant. The display of this field is based on a system parameter.Type Text BoxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column NA

FB Issuance The current FB Issuance period of the participant.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column NA

Last Month Issuance The last month that the participant received issuance of benefits. For FI States, FIs that are voided are not considered issued benefitsType Text BoxRequired NALength NAValidation Mask of mm yyDisplay Only Yes Calculated NoDB Column NA



Control DescriptionFood package The currently effective food package name of the participant

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column NA

Eligible for FMNP When present, this indicates that the participant is eligible for Farmers’ Market Nutrition Program (FMNP) in the current growing season.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column NA

Close Clicking the Close button causes the Participant Detail Pop-Up window to close.Type Command ButtonHot Key Alt + C

Business Rules1. The display of the CEED is dependent on the system parameter,

ClinicServices.ShowCategoricalEligibilityEndDate.2. The display of the FMNP message is dependent on the system parameter,

ClinicServices.UseFarmersMarket.3. When displayed, “Eligible for FMNP” is displayed in red font.

5.2.9 Signature Capture – EBT Issuance PopupThis signature capture is embedded into the process of writing food benefits to the card. After the benefits are written to the card, the signature capture process is initiated.The first screen is an example of what is displayed on the signature pad display screen. The pop-up “Signature Capture to User” is displayed to the WIC system user so that they know what is on the signature pad display screen. When a signature is captured, it can be reviewed here to determine if it is adequate or if another capture is required. For full details about this system component, see the Signature Capture section of the Clinic Services Overview DFDD.



5.3 Audit TrailThe Audit Trail displays all of the pertinent information regarding the card history from an economic unit issuance period perspective. This is a display only screen. This tree view allows the user to control the amount of information displayed in this “transaction” orientation. Food history information (issuance, re-issuance, replacement of the card and the associated benefits, purchases, and food return transactions) is shown in chronological order within the issue period. The details of a transaction can be viewed by expanding the transaction showing an appropriate grid of category/subcategory oriented detail information about the transaction. Card activity information (setup, changing the PIN, unlocking the card, designating a hot card) is shown with its transaction date within the issuance period that it occurred. Card Corrections that are done using the Card Balance Correction function are shown but are not included in any calculated balances.



> Foods > Audit Trail <Family Header (See CS Overview)>



This is an example of the Audit Trail panel with Remote Issuance benefits waiting to be transmitted and the Cancel Remote button visible.



This is an example of the Card Contents pop-up that is displayed when the user clicks the “Click here to see what was read from the card” link in a RE-ISSUE or CARD CORRECTION transaction.

Note: See Appendix: EBT Foods Screens Comparison in this document for a matrix showing the purpose, the level of data, the length of data span, the ability to update, what data is managed, and the dates covered on this and other EBT Foods screens.



Control DescriptionEconomic Unit This contains the name(s) of the economic units in the family.

Display the concatenation of economic unit name + “ – “ + economic unit number.Type List Box (Sort Economic Units alphabetically)Required YesDB Column IncomeFamily.Description

IncomeFamily.EconomicUnitNrBenefitFamily.FFFamilyID

Code ID IncomeFamily table lookupInclude Archive When this check box is selected, all EBT data (archived and non-

archived) for the economic unit is included in the data grid display. The non-archived versus archived data is dependent on how a state has set up its archive EBT data process.

Note: This feature is disabled if the user is operating in disconnected mode.Type Check BoxDisplay Only No Calculated NoDB Column Not Stored

Print Balance The Print Balance command button allows the printing of the food benefits from the MPSC WIC system’s perspective. This may be different than the benefits that exist on the card because purchases may have occurred, but have not been received from the EBT settlement system.Type Command ButtonHot Key Alt + P

Cancel Remote The Cancel Remote command button cancels a remote issuance transaction that has a status of NOTS (Not Sent) or AVAL (Available).Type Command ButtonHot Key Alt + C



Control DescriptionIssuance This list box determines which food benefits issuance periods to

print if the Print Balance button is pressed.Type List BoxRequired YesDB Column Not storedCode ID The list box is populated with each issuance

period that has food benefits issued but are not in the past (i.e. current and future periods). Additionally, if multiple issuance periods are available, then a selection entitled “All Remaining” is created. “All Remaining” prints all current and future periods of issued food benefits. Sort the list with “All Remaining” at the top as default followed by the most future period to the current period.

<periods> This contains periods ordered from most recent to oldest. The periods are based on the latest issuance’s First Date to Use (FDTU) and the Last Date To Use (LDTU) for the food benefits. FDTU is the first date that foods can be used to purchase food benefits. LDTU is the last date that foods can be used to purchase food benefits.Type Tree viewLevel 1st

Format mm/dd/yyyy – mm/dd/yyyyDB Column See business rule 15.



Control Description<transaction line> Depending on the transaction type, the summary information

displayed in the grid detail information displayed (when expanded) may be different. The transaction types that are available include:BALANCE: This is the balance that the system calculates to be on the card (based on its respective transactions shown below from the previous ISSUE or RE-ISSUE). A BALANCE is found after every PURCHASE.ISSUE, RE-ISSUE, or TRANSFER BENEFITS: This is when a card has benefits written to it.CREDIT/DEBIT: This is a system calculated amount of food benefits before each RE-ISSUE to show the food benefit change during a current month.CARD CORRECTION: This is the amount for each individual category/subcategory food item change that occurred during a Card Balance Correction function.PURCHASE: This is when a card has benefits redeemed by a purchase at a store.RETURNED FORMULA: This is when a client returns unused formula from a purchase. Usually this is due to the client requesting formula changes and a re-issuance.SETUP, REPLACEMENT CARD SETUP, CHANGE PIN, FORGOTTEN PIN, REINSTATE and UNLOCK: This is card operations transactions that are tracked.HOT CARD: This is when a card has been hot carded using the Card Operations panel.Type Tree viewLevel 2ndFormat BALANCE – See business rule #2

ISSUE, RE-ISSUE or TRANSFER BENEFITS – See business rule #3CREDIT/DEBIT – See business rule #4CARD CORRECTION – See business rule #5PURCHASE – See business rule #6RETURNED FOOD – See business rule #7SETUP, CHANGE PIN and UNLOCK – See business rule #8HOT CARD – See business rule #9

DB Column Not Stored



Control DescriptionBALANCE data grid This grid shows the calculated amount for each individual

subcategory that should be currently on the card.Type Read Only Data Grid

Category / Subcategory

The category / subcategory of the food calculated to be on the card.Type Text BoxRequired NALength NAValidation Mask of 99 999 xxxxx where 99 999 is the


Display Only Yes Calculated YesDB Column Not Stored

Units The units of the subcategory calculated to be on the card.Type Text BoxRequired NALength 5.2Validation NA, Mask of ZZ9.99Display Only Yes Calculated YesDB Column Not Stored

UOM The UOM of the subcategory calculated to be on the card.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated YesDB Column Not stored

CARD CORRECTION data grid

This grid shows the amount for each individual category/subcategory food item change that occurred during a Card Balance Correction function. Card corrections do not have any impact to the calculated balances on this screen.Type Read Only Data Grid



Control DescriptionCategory / Subcategory Changes

The category / subcategory of the food item.



Display Only Yes Calculated YesDB Column EBTAdjustmentFood.PCONId

Units The units of the subcategory added to (positives) or subtracted from (negatives) the card during the Card Balance Correction function.Type Text BoxRequired NALength 5.2Validation NA, Mask of -ZZ9.99Display Only Yes Calculated YesDB Column EBTAdjustmentFood.Quantity

UOM The UOM of the subcategory.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated YesDB Column ProdContainer.ContainerSizeCd



Control DescriptionISSUE, RE-ISSUE or TRANSFER data grid

This grid shows individual subcategories that were aggregated for the overall issuance, re-issuance or transfer benefits.Type Read Only Data Grid


The category / subcategory of the food.



Display Only Yes Calculated YesDB Column EBTIssuedFood.PCon_ID (Online)

EBTRemoteIssuedFood.PCon_ID (Remote)Units The units of the subcategory.

Type Text BoxRequired NALength 5.2Validation NA, Mask of ZZ9.99Display Only Yes Calculated YesDB Column EBTIssuedFood.Quantity (Online)

EBTRemoteIssuedFood.Quantity (Remote)UOM The UOM of the subcategory.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ProdContainer.ContainerSizeCd (Online and

Remote)



Control DescriptionFDTU The FDTU of the subcategory issued, reissued or replaced.

Type Text BoxRequired NALength Mask of mm/dd/yyyyValidation NADisplay Only Yes Calculated NoDB Column EBTIssuedFood.FirstUseDt (Online)

EBTRemoteIssuedFood.FirstUseDt (Remote)LDTU The LDTU of the subcategory issued, reissued or replaced.

Type Text BoxRequired NALength Mask of mm/dd/yyyyValidation NADisplay Only Yes Calculated NoDB Column EBTIssuedFood.FirstUseDt (Online)

EBTRemoteIssuedFood.LastUseDt (Remote)Direct This indicates whether a food was direct ship or not.(only on Online ISSUE, REISSUE, and TRANSFER)

Type Text Box

Required NALength NAValidation Mask of Yes or NoDisplay Only Yes Calculated NoDB Column EBTIssuedFood.DirectShipIn (Online only)



Control DescriptionCREDIT/DEBIT data grid

This grid shows the calculated changes, if any, due to the REISSUE during a current month.Type Read Only Data Grid


The category / subcategory of the food.



Display Only Yes Calculated NoDB Column Not Stored

Units The units of the subcategory.Type Text BoxRequired NALength 5,2Validation NA, Mask of –ZZ9.99Display Only Yes Calculated YesDB Column Not Stored

UOM The UOM of the subcategory.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated YesDB Column Not Stored

PURCHASE data grid This grid shows each individual UPC/PLU purchase that was part of the overall purchase transaction.Type Read Only Data Grid



Control DescriptionCategory / Subcategory

The category / subcategory with which the UPC/PLU Purchase was associated.Type Text BoxRequired NALength NAValidation Mask of 99 999 xxxxx where 99 999 is the


Display Only Yes Calculated NoDB Column ARFE2.CategoryNr + ARFE2.SubCategoryNr +

Product.NameUnits The units that the purchase detail line represents from the

subcategory perspective. For instance, milk has a unit of measure defined in quarts. A purchase line where two 1 gallon milks were purchased would be 8.0 units.Type Text BoxRequired NALength 5,2Validation NA, Mask ZZ9.99Display Only Yes Calculated NoDB Column ARFE2.PurchasedUnits

UOM The UOM of the subcategory.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ProdContainer.ContainerSizeCd

UPC/PLU The UPC Number or PLU Number of the purchase detail line.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column Read DetailProduct table where ARFE2.UPCPLU

is equal DetailProduct.StoredUPC and display DetailProduct.UPC.



Control DescriptionUPC/PLU Name The UPC or PLU product name of the purchase detail line.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column DetailProduct.Description

Claimed Amt The amount the vendor claimed he was owed for the purchase detail line.Type Text BoxRequired NALength NAValidation Mask $Z,ZZ9.99Display Only Yes Calculated NoDB Column ARFE2.ClaimedAmt

Paid Amt The amount actually paid to the vendor for the purchase detail line.Type Text BoxRequired NALength NAValidation Mask $Z,ZZ9.99Display Only Yes Calculated NoDB Column ARFE2.PaidAmt

RETURNED FORMULA data grid

This grid shows each individual subcategory that was part of the overall returned formula transaction.Type Read Only Data Grid


The category / subcategory of the returned formula.



Display Only Yes Calculated NoDB Column ReturnedFormula.PCon_ID



Control DescriptionUnits The units of the subcategory returned.

Type Text BoxRequired NALength NAValidation Mask ZZ9.99Display Only Yes Calculated NoDB Column ReturnedFormula.Quantity

UOM The UOM of the subcategory.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ProdContainer.ContainerSizeCd

Business RulesGeneral Business Rules1. BALANCE (2nd level format): Display the word “BALANCE (calculated)” (with sample

grid) to show the expected balance that would be on the card.2. Online ISSUE, RE-ISSUE, TRANSFER (2nd level format). Data for online issuance comes

from the EBTIssuance and EBTIssuedFood tables. Concatenation of the following (with the sample grid):

a. “ISSUE:” Benefits placed on card using Write To Card for the first write for an issuance period, “RE-ISSUE:” Benefits placed on card using Write To Card if it is any other re-write after the first write for the issuance period. “TRANSFER:” Benefits placed on card using Transfer Benefits button.

b. Transaction Date and Time. Mask of MM/DD/YYYY HH:MM:SS AMc. “ (“d. PAN issued to. Mask of 99999999-99999999.e. mm/dd/yyyy–mm/dd/yyyy (FDTU–LDTU)f. User ID that executed the transaction.g. The Economic Unit’s local agency ID and clinic ID at the time of issue, reissue,

or transfer. Mask of 99-999.h. “Mailed” (if mailed indicator was set).i. Mailed Reason (if mailed indicator was set).j. “Remote – Loaded” (if EBTIssuance.RemoteLoadIn is true).k. “)“

3. CREDIT/DEBIT (2nd level format): Display the word “CREDIT/DEBIT (calculated)” (with sample grid) before or below each REISSUE if there has been any changes to the food contents on the card due to the REISSUE during a current month. If no changes, then a preceding ISSUE or BALANCE shows the contents on the card. Concatenate the



Business Rulessame text as found on the associated REISSUE line except the Mailed portion.

4. CARD CORRECTION (2nd level format): Concatenation of the following (with the sample grid):

a. “CARD CORRECTION”b. Transaction Date and Time. Mask of MM/DD/YYYY HH:MM:SS AMc. “ (“d. PAN Mask of 99999999-99999999.e. ID of user who executed the transaction.f. The Economic Unit’s local agency ID and clinic ID on the card at the time of the

transaction. Mask of 99-999. “)“5. PURCHASE (2nd level format): Concatenation of the following (see sample):

a. “PURCHASE: “b. ARFD4.LocalTxnDtTime - Transaction Date and Time. Mask of MM/DD/YYYY

HH:MM:SS AMc. “ (“d. ARFD4.CardNr - PAN purchased against. Mask of 99999999-99999999.e. ARFD4.TraceNr - System Trace Audit Number. Mask of ZZZZZZZZ9.f. ARF.VendID + Vendor.StoreName - Vendor ID and Name. Mask of 99-999

XXXXXX.g. ARFD4.PaidAmt - Total paid amount. Mask of $ZZ9.99. This is the ARF Paid

Amount from the EBT Host Interface which is expected to be the settled amount as received from EBT Host system.

h. “)“6. RETURNED FORMULA (2nd level format): Concatenation of the following (see sample):

a. “RETURNED FORMULA: “b. Transaction Date and Time. Mask of MM/DD/YYYYc. ”(“d. ID of user who executed the transaction.e. “)"

7. SETUP, CHANGE PIN, UNLOCK, FORGOTTEN PIN, REINSTATE (2nd level format):a. Values:

i. “SETUP”: When the card was setup using the Card Operation Initial Setup command.

ii. “CHANGE PIN”: When a Card Activity Change PIN transaction was successful.

iii. “UNLOCK”: When a Card Activity Unlock transaction was successful.iv. “FORGOTTEN PIN”: When a Card Activity Forgotten PIN transaction was

successful.v. “REINSTATE”: When card was setup using the Card Operation Reinstate

command.b. Transaction Date and Time. Mask of MM/DD/YYYY HH:MM:SS AMc. “ (“d. PAN with a Mask of 99999999-99999999.e. ID of user who executed the transaction.



Business Rulesg. The Economic Unit’s local agency ID and clinic ID on the card at the time of the

transaction. Mask of 99-999.f. “)“

8. HOT CARD, REPLACEMENT CARD SETUP (2nd level format):a. HOT CARD (xxxxxx, MM/DD/YYYY): or REPLACEMENT CARD SETUP (xxxxxx,

MM/DD/YYYY): When a card is hot carded successfully in the Card Operation screen using the Hot Card or Replace Setup buttons, the ‘xxxxxx’ is replaced by the reason code (Lost, Stolen, etc.) The MM/DD/YYYY is replaced by the hot card effective date.

b. Transaction Date and Time. Mask of MM/DD/YYYY HH:MM:SS AMc. “ (“d. PAN hot carded. Mask of 99999999-99999999.e. ID of user who executed the transaction.f. The Economic Unit’s local agency ID and clinic ID at the time of the transaction.

Mask of 99-999.g. “)“

9. Display issuance month level (1st) most future month to the oldest.10. Default issuance month level (1st) to be collapsed for all except the current month to

be expanded with its transactions expanded to the transaction level. Focus the most future month at the top of the box.

11. Display food transaction level (2nd) oldest to most recent order.12. Hide Direct column in grid for states that do not direct ship food items (system

parameter System.DirectShipFoodItems set to “No”)13. ‘Periods’ are determined by the economic unit’s latest issuance FDTU and LDTU. In a

majority of cases, a family has consistent issuance periods (from its origin on WIC). If no issuance has occurred, use the 1st of the month. The following is how to determine where to put the various transaction based on this bucket (date to use to ‘slot’ and sort into period bucket).

a. ISSUE, REISSUE and TRANSFER– slot by First Date to Use, sort by issue or create date

b. RETURNED FORMULA – slot by First Date to Use, sort by return datec. CARD CORRECTION, PURCHASE, SETUP, REPLACEMENT CARD SETUP, CHANGE

PIN, UNLOCK, FORGOTTEN PIN, REINSTATE and HOT CARD - slot and sort using transaction date

14. Grids are created as a text based table using set widths and non-proportional fonts. All grids are sorted by the category number, the subcategory number and the food name. The following list is the properties of this approach with a sample:

a. Heading row is bold 9 pt courier fontb. Detail rows are 9 pt courier fontc. Starting with first row, every other row is shaded light grayd. Capitalized code values instead of the English in the UOM fielde. Fixed widths (data may be truncated)

15. Include Archive checkbox includes archived data based on the value of the



Business RulesClinicServicesNumberOfDaysBeforeArchivingEBTData parameter. The FDTU of the issuance periods are used to determine whether data is considered archived or not. EBT transactions within issuance periods whose FDTU is earlier than today’s date plus the value of ClinicServices.NumberOfDaysBeforeArchivingEBTData are considered archived data.

16. If any remote issue transaction exists for the current issuance month or a future issuance month, and the status of the remote transaction is ‘NOTS’ or ‘AVAL’, enable the Cancel Remote button and make it visible.

17. If no remote issue transaction exists for the current issuance month or a future issuance month with a status of ‘NOTS’ or ‘AVAL’, make the Cancel Remote button invisible.

18. When the Cancel Remote button is clicked, read the card to check the Status Change Reason for Remote Smartcard Loading on the card:

a. If the Status Change Reason is set to 17 (remote load has occurred), display a question to the user: “A remote loading of benefits has not yet been recorded in your WIC clinic system. Click OK to update <state system name> and save now. Click Cancel to make no update now.” If the user responds ‘OK’, then the system updates the database as if it was remotely loaded from the vendor interface. This involves copying the remote issuance data into the primary issuance data as well as updating the remote tables (Status to Loaded, Load File Name to ‘Online’ but the Vend_ID remains unknown). If the user responds ‘Cancel’, do not make any updates.

b. If the Status Change Reason is NOT set to 17, display this confirmation message to the user: “You are going to cancel the remote food benefit issuance for the EBT card. The food benefit issuance will no longer be available for remote loading. Is that what you want to do?” If the user responds Yes, update the remote table (Status to Cancel, CancelDt to current date). If the user responds No, do not make any updates.

19. Offline EBT ISSUE and RE-ISSUE (2nd level format). These Audit Trail lines display remote issuance transactions in Not Sent, Available, or Cancelled status. Data for remote issuance comes from the EBTRemoteIssuance and EBTRemoteIssuedFood tables. Display the concatenation of the following data (with the sample grid):

a. “ISSUE:” (If EBTRemoteIssuance.EBTIssueTypeCd = ‘ISSU’) or “RE-ISSUE:” (If EBTRemoteIssuance.EBTIssueTypeCd = ‘REIS’).

b. Transaction Date and Time. Mask of MM/DD/YYYY HH:MM:SS AM. If EBTRemoteIssuance.StatusCd = ‘NOTS’, display EBTRemoteIssuance.InsertDt. If EBTRemoteIssuance.StatusCd = ‘AVAL’, display EBTRemoteIssuance.SentDt. If EBTRemoteIssuance.StatusCd = ‘CANC’, display EBTRemoteIssuance.CancelDt.

c. “ (“d. PAN issued to. Mask of 99999999-99999999.e. mm/dd/yyyy–mm/dd/yyyy (EBTRemoteIssuedFood.FirstUseDt and

EBTRemoteIssuedFood.LastUseDt)f. User ID that executed the transaction.g. The Economic Unit’s local agency ID and clinic ID at the time of issue or reissue.

Mask of 99-999.h. “Remote – Not Sent” (if EBTRemoteIssuance.StatusCd = ‘NOTS’) or “Remote –

Pending” (if EBTRemoteIssuance.StatusCd = ‘AVAL’) or “Remote – Cancelled” (if EBTRemoteIssuance.StatusCd = ‘CANC’).



Business Rulesi. “)“

20. BALANCE (calculated) is displayed:a. After an MANUAL ADJUSTMENT transaction.b. After a PURCHASE transaction.c. At end of the Issuance Period; if issued food exists and nothing else triggered a

balance since the last (re)issuance.d. Before a HOT CARD transaction is displayed if issued food exists, and nothing

else triggered a balance.21. BALANCE (calculated) is calculated:

a. Starting with food quantities of the last ISSUE, RE-ISSUE or TRANSFER BENEFITS transaction.

b. Subtract the food quantities from the PURCHASE transaction.c. Add the food quantities from the RETURN FORMULA transaction.d. Subtract or add the food quantities from the CARD CORRECTION transaction.e. Display positive or negative quantities. A row is not shown when the quantity is

calculated as zero.22. In a disconnected clinic or a clinic operating in NDT mode, the FORGOTTEN PIN and

CHANGE PIN are now shown.23. The first row in the grid of the CARD CORRECTION is a link that when pressed displays

in a pop-up window the Food Contents that was read on the card for current period. It is stored as an XML file (format defined in CS 0 Card Correction DFDD). It displays in another window in XML format. The data can be manually copied out. If it is stored in a file with an .XML extension; it could be viewed as defined by the workstation’s setup for displaying XML files.

24. The first row in the grid of the RE-ISSUE is a link that when pressed displays in a pop-up window the Food Contents that was read on the card for the current period. This was the starting point for the food calculation to determine what food is available to put back on the card. The contents are stored as an XML file (format defined in EBT Food Benefits section of this DFDD). It displays in another window in XML format. The data can be manually copied out. If it is stored in a file with an .XML extension; it could be viewed as defined by the workstation’s setup for displaying XML files.

25. The box that encapsulates the grids within the main panel expands to fit the screen regardless of resolution when a screen is minimized or maximized. A minimal border is maintained during this expansion.

EBT Device Interface System (EDIS) Integration Business Rules26. Cancel Remote command button. (Put client card in the card reader.)

82. Status bar message = DisplayText of ‘Insert_Card’83. EDIS: Display (DisplayText of ‘Insert_Card’) Note: The language for the Display

Text found in the EDIS: Display is based on the Family’s Printout Lanaguage. If Spanish, Spanish is used. If any other value, English is used.

84. EDIS: ReadPAN () PAN85. Valid WIC EBT Card

o Check that this is the active card for this economic unit.o If EU Active card

Status bar message = DisplayText of ‘Read_Data’ EDIS: Display (DisplayText of ‘Read_Data’)



Business Rules EDIS: ReadCardState () Card State If Status Change Reason is 17

See logic in BR #18. EDIS: Display (DisplayText of ‘Default’) Status bar message = “Ready

Else EDIS: Display (DisplayText of ‘Default’) Next step

86. Else Display a popup error message “Card is not an active card for this

family”. EDIS: Display (DisplayText of ‘Default’) Status bar message = “Ready

5.3.1 Food Benefit Listing (Static)The Food Benefit Listing is sent to the user’s default printer when the user clicks Print button in the Audit Trail screen. The food benefits that are printed are dependent upon the selected issuance.

5.3.1.1 Language: EnglishThe Food Benefits Listing is printed in English only.

5.3.1.2 Food Benefit Listing Mockup

Food Benefit Listing8/21/2013

Category Subcategory Units UOM10/1/2013 – 10/31/201303 Eggs 000 Eggs-All Authorized 2.00 Dozen05 Breakfast Cereal 000 Cereal-All Authorized 72.00 Ounce06 Peanut Butter/Legumes 000 PB/Beans & Peas-All Auth 2.00 Jar / Bag16 Whole Grains 000 Whole Grains-All Auth 64.00 Ounce19 Fruits and Vegetables 000 Fruits and Vegetables 12.00 Cash Value Benefit51 Milk-Whole 000 Whole Milk-All Authorized 4.00 Gallon52 Milk-Lowfat/Nonfat 000 Lowfat/Nonfat Milk-All 4.00 Gallon54 Juice-64 oz 000 Child’s Juice 64oz-All 4.00 Can / Bottle

9/1/2013 – 9/30/201303 Eggs 000 Eggs-All Authorized 2.00 Dozen05 Breakfast Cereal 000 Cereal-All Authorized 72.00 Ounce06 Peanut Butter/Legumes 000 PB/Beans & Peas-All Auth 2.00 Jar / Bag16 Whole Grains 000 Whole Grains-All Auth 64.00 Ounce19 Fruits and Vegetables 000 Fruits and Vegetables 12.00 Cash Value Benefit51 Milk-Whole 000 Whole Milk-All Authorized 4.00 Gallon52 Milk-Lowfat/Nonfat 000 Lowfat/Nonfat Milk-All 4.00 Gallon54 Juice-64 oz 000 Child’s Juice 64oz-All 4.00 Can / Bottle

8/1/2013 – 8/31/2013



03 Eggs 000 Eggs-All Authorized 1.00 Dozen05 Breakfast Cereal 000 Cereal-All Authorized 72.00 Ounce06 Peanut Butter/Legumes 000 PB/Beans & Peas-All Auth 2.00 Jar / Bag16 Whole Grains 000 Whole Grains-All Auth 64.00 Ounce19 Fruits and Vegetables 000 Fruits and Vegetables 0.98 Cash Value Benefit51 Milk-Whole 000 Whole Milk-All Authorized 2.00 Gallon52 Milk-Lowfat/Nonfat 000 Lowfat/Nonfat Milk-All 1.00 Gallon54 Juice-64 oz 000 Child’s Juice 64oz-All 4.00 Can / Bottle

Abbie Gray: This participant’s certification ends on 12/31/2013.Ted Gray: This participant’s certification ends on 12/31/2013.

Business Rules1. For all active participants in the economic unit, print the name of the participant (First

Name Last Name:) and the text in parameter EBT.CertificationEndMessage at the end of the Food Benefit Listing. Replace the variable in the parameter text with the Certification End Date of the participant that is furthest in the future, using the format mm/dd/yyyy.

a. If a future Termination Effective Date exists with no Reinstate Date, substitute the future Termination Effective Date for the CED.

b. If the EBT.CertificationEndMessage parameter does not exist or it is blank, do not print the certification end date rows.

c. If multiple participants in the economic unit fit the criteria, list multiple participants in alphabetical order based on Last Name then First Name.

d. The certification end date information is printed regardless of whether or not the participant is receiving food benefits during the benefit period.



6 Farmers’ MarketThe Farmers’ Market (FM) screen is used to record or view FM check information for a participant. The farmers’ market screen is used to record FM check numbers from the pre-printed checks (also referred to as coupons in some states) that were given to the participant. If the FM checks are redeemed at a local farmers’ market, the redemption information is sent from the bank and displayed on this screen. If a participant is eligible but does not wish to participate in the program, there is a field to indicate they did not wish to participate as well as a space for why they choose not to participate in the program.> Foods > FMNP


Control DescriptionIssue Date This is the record selector for the Farmers’ Market records. It

contains the issue date of the farmers’ market check. The drop-down and spin control allow selection of current and historical farmers’ market records. When the New button is clicked, this date defaults to today’s date. It can be updated by the user.Type Record SelectorLength 8DB Column FMCheckBook.InsertDt

New Click the New button to create a new Farmers’ Market record.Type Command ButtonHot Key Alt + N



Control DescriptionEdit Click the Edit button to edit an existing Farmers’ Market record.

Type Command ButtonHot Key Alt + T

Delete Click the Delete button to delete an existing Farmers’ Market record.Type Command ButtonHot Key Alt + D

Declined Checkbox indicating the participant declined participation in the farmers’ market program.Type CheckboxRequired NoDB Column FMCheckBook.DeclinedIn

Reason Reason the participant declined participation in the farmers’ market program.Type List BoxRequired Yes if declined checkbox is selectedLength 60DB Column FMCheckBook.DeclinedRsnCdCode ID FM Declined Reason

First Check in Book Text box indicating the first farmers’ market check number in the pre-printed book that was given to the participant.Type Text BoxRequired YesLength Integer 8Validation NumericDisplay Only No Calculated NoDB Column FMCheckBook.FirstCheckNr

Last Check in Book Display-only field showing the calculated last check number in the pre-printed book that was given to the participant.Type Text BoxRequired NALength 8Validation NADisplay Only Yes Calculated YesDB Column FMCheckBook.LastCheckNr



Control DescriptionTotal Amount The total dollar amount of all farmers’ market checks given to the

participantType Text BoxRequired NALength NAValidation Mask of $999.99Display Only Yes Calculated YesDB Column FMCheckBook.TotalAmt

Checks This data grid allows the user to review information about the FMNP checks assigned to this participant and to mark as Void or Lost/Stolen if needed. The grid is sorted numerically by check number.Type Data GridLength NADB Column NA

Check No. This column of the grid is populated with all of the FMNP checks assigned to this participant for this growing season. The grid is filled with the check numbers after the user confirms the first check number.Type Text BoxRequired NALength 8Validation NADisplay Only Yes Calculated YesDB Column FMCheckBook.LastCheckNr

Voided? Check box indicating the displayed check has been voided.Type CheckboxRequired NoDB Column FMCheckBookDetail.VoidIn

Lost/Stolen Check box indicating the displayed check has been reported lost or stolen.Type CheckboxRequired NoDB Column FMCheckBookDetail.LostStolenIn



Control DescriptionRedemption Dt. The date a farmers’ market check was redeemed at the farmers’

market banking contractor.Type Text boxRequired NALength NAValidation Mask of mm/dd/yyyyDisplay Only Yes Calculated NoDB Column FMCheckBookDetail.RedemptionDt

Redemption Amt. The redemption amount of the farmers’ market check.Type Text BoxRequired NALength NAValidation Mask of $999.99Display Only Yes Calculated NoDB Column FMCheckBookDetail.RedemptionAmt

Vendor ID The ID of the vendor that redeemed the farmers’ market check.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column FMCheckbookDetai.FMVendorID

<Last Modified By User and Date>

In the lower right-hand corner, the user and the date of the last update of the food package or its food content records are displayed.Type Text BoxRequired NALength NAValidation Mask of ‘firstname lastname mm/dd/yyyy’Display Only Yes Calculated NoDB Column FMCheckBook.ModifyStfpID +

FMCheckBook.ModifyDt



Business RulesParticipant Header Rules1. Display the Participant Sub-Header at the top of this screen.2. The FM indicator in the Participant header remains visible until the batch process

makes the participant ineligible.General Business Rules3. The display of the Farmers’ Market screen is based on the system parameter,

ClinicServices.UseFarmersMarket.4. The New button is enabled if all of the following are true:

a. Participant is active andb. Participant is eligible to receive FM coupons (FMEligibleIN = true) andc. Participant has not received any FM coupons for the current growing season or

has not declined for the current growing season.5. The New button is disabled after creating a new record.6. When the New button is clicked the following actions occur:

a. The Declined checkbox and First Check in Book textbox are enabled and editable.

b. The First Check in Book is marked as required.7. If the Declined Checkbox is clicked

a. The First Check In Book is marked as not required.b. The Reason is marked as required.

8. Entering the First Check In Box and tabbing out results ina. Completing the last Check in Bookb. Completing the Total amountc. Completing the data grid with rows for each individual FM checkd. Making the data grid completely readonlye. Disabling the Declined check box

9. Deleting the First Check in Box and tabbing out results ina. Clearing out the last check in Bookb. Clearing out the Total amountc. Clearing out the data gridd. Enabling the Declined Check box

10. The Edit button is enabled if the FM coupons have been issued for current FM season.11. If participant had previously declined and user clicks the Edit button, the Declined

check box and First Check In book are enabled to allow the user to remove check mark and then give FM coupons.

12. If participant had already received FM coupons and user clicks the Edit button, The Lost? And Stolen columns of the grid are enabled. All other columns remain readonly.

13. The Delete button is enabled only for a new record that has just been created and not yet saved. Once saved, the delete button is no longer enabled on the record.

14. Display an error message if the Issue Date is a date in the future.15. Display an error message if the Issue Date is a date outside the current season’s start

and end date range. The current season date range is the one that is active and not ended (end date >= today’s date).

16. If Declined is marked, then disable the First Check In Book text box, Voided? Checkbox, and Lost/Stolen checkbox.

17. If First Check In Book text box is completed, then disable Declined checkbox.18. After user completes the First Check in Book field, then system calculates and

displays:a. Last Check in Book. Calculation for Last Check in Book = First Check in Book +

Number of Checks in Book (FMGrowingSeason.ChecksPerBookNr), as recorded on Growing Season Detail screen in System Administration.



Business Rulesb. Total Amount. Calculation for Total Amount = Total number of checks in the

book multiplied by the value of each check in the book (FMGrowingSeason.ChecksPerBookNr x FMGrowingSeason.PricePerCheckAmt), as recorded on Growing Season Detail screen in System Administration.

19. Redemption Date, Redemption Amount and Vendor ID come from the file that is received from the bank.

20. As the user leaves the Farmers’ Market screen, display a message confirming the check numbers. Display the first and last check number.

21. When a save is attempted, if the Participant has been given FM coupons, thena. A confirmation message of FM check numbers is displayed.b. Display the first and last check number.

22. Display an error message if the First Check in Book and Last Check in Book are not within the range of FM coupons shipped to the local agency of the family.

23. Display an error message if the range of First Check in Book and Last Check in Book has been given to other participants in the system.

Note: Although there is the ability to record if coupons are voided, lost or stolen, there is no ability to reissue FMNP checks during a growing season.

6.1.1 Farmers’ Market Nutrition Program Receipt (Static)This document is the printed receipt that the endorser signs to indicate that they received FMNP checks/coupons.

6.1.1.1 Language: English only The Farmers’ Market Nutrition Program Receipt is available in English only.

6.1.2 Farmers’ Market Nutrition Program Receipt Mockup

WIC Program - Farmers’ Market Nutrition Program Receipt

Tri-County WIC Agency, Wildwood Clinic

Checks Issued: 06/14/2007

Endorser: Melissa SmithFamily ID# 20418

Jaxson Smith 33443344-33443358Melissa Smith 33443359-22443373

I certify that the above FMNP checks were received.

____________________________________________________ _______



Signature of Participant/Endorser Date

Business Rules1. The clinic services header image appears in the header-left of the output.2. The Local Agency, Clinic names are printed under the receipt title.3. Checks Issued equals record date FMNP checks were assigned to the participant.4. Endorser Name is First Middle Last.5. List each family member that received FMNP checks and the range received. List

family members from oldest to youngest. If more than one participant has the same date of birth, then sort those participant’s names alphabetically.

6. Page numbering in the output appears in the footer-right in the format "Page x of y".7. This UI output is portrait.



7 Manual FI (FI Only)Manual food instruments can be created and given to a participant when the system is unavailable. The Manual FIs are pre-printed with food items and FI Numbers. When issued to the participant, the staff person issuing the manual FI writes the Participant name, First Day to Use, and Last Day to Use on the FI. The Manual FI screen provides a method of entering information into the system about Manual FIs distributed when the system was not available. If a set of manual checks has been associated with the incorrect participant record, the manual food instrument numbers can be entered with the correct Person ID along with the First Day to Use, Last Day to Use, and clinic ID. This process removes the FIs from the originally incorrect participant record and adds them to the newly entered correct participant record.

> Foods > Manual FIs


Control DescriptionSearch Clicking the Search command button executes a search for all FIs

identified in the FI Number(s) field. The FIs resulting from the search are populated into the Scrollable Panel on the bottom portion of the screen.Type Command ButtonHot Key Alt + S



Control DescriptionAssign Clicking the Assign button assigns the selected FIs to the

participant. The Assign button remains disabled until required data is entered and at least 1 Manual FI is selected for assignment.Type Command ButtonHot Key Alt + I

FI Number(s) The unique, numeric identifier assigned to a Food Instrument, used as a search criteria. The FI Number selection field allows the user to key one individual FI Number, a series of FI Numbers separated by commas, or a range of FI Numbers. To select a range of Manual FIs, enter the lowest FI Number and the highest FI number separated by a hyphen.Type Text BoxRequired NALength 75Format The FI Number control accepts an 8-digit FI

Number.Individual FI Number = 99999999Series of individual FI Numbers = 99999999, 99999999, 99999999Range of FI Numbers = 99999999 – 99999999This alphanumeric field accepts the values 0 through 9, spaces, commas, and the hyphen.

Display Only No Calculated NoDB Column FI.FI_Nr

Select Participant The select participant list box is used to select the participant to which the manual FIs should be assigned.Type List BoxRequired YesLength NADB Column FI.Part_IDCode ID FI table lookup

First Day to Use The earliest date that a participant may use the Manual FI(s) at an authorized Vendor to purchase the WIC foods.Type Date PickerRequired YesLength 8Validation Formatted date, MM/DD/YYYYDisplay Only No Calculated NoDB Column FI.FirstUseDt



Control DescriptionLast Day to Use The last date that a participant may use the Manual FI(s) at an

authorized Vendor to purchase the WIC foods.Type Date PickerRequired YesLength 8Validation Formatted date, MM/DD/YYYYDisplay Only No Calculated NoDB Column FI.LastUseDt

Scrollable Panel This allows the user to scroll through FIs meeting the search criteria (i.e. FI Number(s) entered in the preceding field.) This panel displays the FI number, food description, food quantity, and the sequence of the FI as it is in the FI set.Subsequently the user selects the First Day to Use and Last Day to Use, then clicks the Update command button to add the Manual FIs to the participant’s record.Type Data GridLength NADB Column NA

FI Number Checkbox FIs within the Scrollable Panel are selected by clicking the corresponding FI Number Checkbox. Checking an FI Number indicates that it was issued to the identified Participant and is valid between the First and Last Day to Use dates identified.Type CheckboxRequired NoDB Column NA

FI Number Link The unique, numeric identifier assigned to a Manual FI. The displayed FI Number is a link that if clicked brings up the FI Detail screen.Type Link

FI Sequence Number Each Manual FI for a participant within a Participation Period is numbered sequentially.The sequence numbers are sequential, starting with 1. The value of FI Seq # is directly related to the value of the fi_seq_nr of the participant's prescribed food package.Type Text BoxRequired NALength Integer 1Validation NumericDisplay Only Yes Calculated NoDB Column FI.FISeqNr



Control DescriptionQuantity The quantity of the particular food item listed on the Manual FI.

Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column SFIContents.ItemQt

Food Description The description of the particular food item listed on the Manual FI.Type Text BoxRequired NALength NAValidation NADisplay Only Yes Calculated NoDB Column ProdContainer.FIDc

Business RulesGeneral Business Rules1. The Assign button adds the Manual FI(s) selected in the scrollable panel to the

participant’s record. If the Manual FI(s) selected were previously associated with another participant, they are removed from the originally incorrect participant record.

2. Display an error message if the First Day to Use field is empty or incomplete.3. Display an error message if the Last Day to Use field is empty or incomplete.4. Display an error message if an FI number has no Manual FIs matching the FI Number

selection criteria; display a message indicating that the Manual FI Number(s) entered do not exist.

5. Display an error message if a number of less than 8 digits is used when searching for an FI Number. The user must enter at least the first 8 digits of the Manual FI Number.

6. Display an error message if the second FI number in a search range is less than the first FI number in the range, display a message. The user must select a range of FIs by entering the lowest Manual FI Number in the range first followed by the highest Manual FI Number in the range. Separate the two numbers with a hyphen.

7. Since Manual FI Numbers are done in sets (by Model Food Package), search results return complete sets. If a FI Number is within a set, the whole set of related FI Numbers is returned.

8. Display an error message if the range of Manual FI Numbers entered returns more than 2,000 result rows.

9. Display an error message if the Last Day to Use date occurs before the First Day to Use.

10. If the user attempts to select a participant from the Participants drop down list who is not certified, or who is certified but does not have a Food Package assigned, display an error message that the participant must be certified and have a food package



Business Rulesassigned before a Manual FI can be associated with the participant.

11. Display red font text beside FI Number(s) text box if the entered FI number(s) is already assigned to a participant. “This FI Number is already assigned to a participant.”

12. If View is set to Show Hidden Members, then all participants (members with a WIC Status) are displayed in the Participant listbox.

13. If View is set to not Show Hidden Members, then only participants (members with a WIC Status) that are women or children < 5 years of age are displayed in the Participant Record selector. All participants with Termination Reason equal Deceased or No Longer in Family are excluded from the Participant record selector.

14. Participants appear in the listbox in age order, starting with the oldest.15. Display an error if the user tries to access the FI Detail of an FI if the FI is already

assigned to a participant that is not part of this family.16. At initial screen entry (no search results), Disable Select Participant, First Day To Use

and Last Day To Use. When successful search results are found, enable Select Participant, First Day To Use and Last Day To Use.

17. The Search button is disabled for users with read-only rights to this screen.18. The following data fields are updated in the FI table upon assignment: Part _ID,

FirstUseDt, and LastUseDt.



Appendix: EBT Foods Screens ComparisonThe following matrix shows similarities and differences between some of the Foods Screens as used in EBT Only states.

Aspect Food Package Issuance Summary

Food Benefits Audit Trail

Purpose Where the benefits to be issued are

prescribed

Where a summary of issuance is

shown

Where the benefits are

issued

Where you see history

by Economic Unit

Data Level Participant Only Participants by Economic Unit

Participants Within

Economic Unit

Economic Unit Only

Data Span History of Participant Food

Packages(One at a time)

Current issuance month plus 3

months

History of Economic Unit – Issuance Only

History of Economic Unit – All

TransactionsRead Only vs. Update

Update Read Only Update Read Only

Data Management

Food Package Selection,

Food Package Tailoring,

Special Diet Documentation

Food Benefits are Issued,

Prescribed but not issued, Not Available for Issuance, and

there was or will be a food

package change

Issuance Range Selection,

Mailed Indicator,Proration Choices

Actual Issuance & Other Card

Transactions

Dates Effective Date is the first date that the user wants the food package to be available for issuance of food benefits.

Current issuance month plus 3 months

Issuance period dates: FDTU/LDTU(First Date to Use/Last Date To Use)These are the first and last dates that food benefits prescribed for the issuance period can be purchased. The FDTU and LDTU are part of the data that is written to the card.

Dates show when the various card transactions have taken place.



Appendix: Automated Food Package Update AlgorithmThe Automated Food Package Update Algorithm business rules are used by both FI states (FI Only) and by EBT states (EBT Only). This algorithm is used when the user accesses the Food Package, or the Food Benefits screens. This is also a step in the Benefit Calculations business rules. These rules focus on participant profile changes, locking of the food package, and possible milestone dates that may be reached.Business Rules1. The system’s automated food package does not occur if any of the following conditions

exist:a. There is no participant profile change during the issuance cycle being checked.b. If the existing food package that is in effect (no end date) has the Do Not Auto-

Update selectedc. If a food package (future dated) is found in a future issuance period, do not

perform the automatic change food rule. The package is there either because a user created it or because the automated change food rule already executed once (i.e. user came into screen a second time). This prevents having multiple food packages for the same issuance period.

d. If the existing food package is unverified.2. The system’s automated food package occurs if the new participant profile is marked

for package switching. If the new participant profile has a minimum age parameter, the effective date is set to the first available future monthly cycle.

3. When New is clicked, the Model Food Package list contains all values of ModelRx.Name where

ModelRx.ID =ModRXPartProfile.MRx_ID andModRXPartProfile.PPro_ID =ParticipantProfile.ID andParticipant.ParticipantTypeCd = ParticipantProfile.ParticipantTypeCd andBreastfeedingDetail.ActionCd = ‘EXCL’ = ParticipantProfile.BFExclusiveInParticipantRX.SpecialDietIn =ParticipantProfile.SpecialDietIn and ((ParticipantProfile.MinAgeMoNr is null andParticipantProfile.MaxAgeMoNr is null) or(infant or child’s computed age in months is between (ParticipantProfile.MinAgeMoNr and ParicipanttProfile.MaxAgeMoNr is null)) andMultiples indicator (on CS Pregnancy screen) – Multiple Fetal Gestation

4. The system’s automated food package update only occurs on the Food Package and Food Benefits screens, if the user has update security access to the Food Package screen.a. If a user has update rights to the Food Package screen AND to the Food Benefits

screen, change food rules automatically occur, when appropriate, when the user visits either screen.

b. If a user has update rights to the Food Package screen OR to the Food Benefits screen, but not both, change food rules automatically occur, when appropriate, when the user visits the screen that they have update rights to.

c. If a user does not have update rights to the Food Package screen or to the Food Benefits screen, change food rules do not automatically occur when the user visits



Business Ruleseither screen.

5. When automated food package switching occurs, automatically verify the switched package (this should verify but conditions could have occurred that make the auto switched package unverifiable).

6. The system’s automated change food rule occurs if the “arrived at participant profile” has a change food rule associated with it and the participant has a previous package. If the participant profile has a minimum age parameter, the effective date of the food package is set to the first day of the next issuance period (i.e. FDTU) after the “milestone” date (based on when the participant will reach the minimum age parameter).

7. When automated change rule occurs, automatically verify the new package.8. When automated change rule occurs, “Changed” is appended to the front of the

previous Food Package Name. If the previous Food Package Name already begins with “Changed”, the Food Package Name of the new food package remains the previous Food Package Name. The food package contents and all unexpired data recorded on the Food Package Documentation pop-up are copied.

9. When automated change rule occurs, the food item in the “Change Qty To” line only changes the quantity if the food item is found in the existing package that is being changed. Change the food item’s full quantity as defined in the change food rule. The 2/3 and 1/3 quantities are calculated based on the proration algorithm. In FI States, the quantity is distributed across the FIs where the existing food item is found.

10. When automated change rule occurs, if the food item in an “Add Food” line is not found on the package that is being changed then the food item is added with Month column set to ‘All’ . Add food item with a full quantity as defined in the change food rule. The 2/3 and 1/3 quantities are calculated based on the proration algorithm. In FI states, the quantity is distributed across the non-CVV and non-Direct Ship FIs.

11. When automated change rule occurs, the food item in an “Add Food” line is found to already exist in the package that is being changed then overlay the full quantity with the Add Food Item amount. The 2/3 and 1/3 quantities are calculated based on the proration algorithm. In FI States, the quantity is distributed across the FIs where the existing food item is found.

12. When automated change rule occurs and a new food package is created, unexpired food package documentation from the previous package is copied.



Appendix: Food Benefit Alert AlgorithmThe Food Benefit Alert Algorithm is used by both FI states (FI Only) and by EBT states (EBT Only). Rules 1a through 1k are used when a user tries to print paper FIs (FI Only) or issue benefits to the EBT card (EBT Only). Rules 1l and 1m are used when the user verifies a food package or when a user tries to print paper FIs (FI Only) or issue benefits to the EBT card (EBT Only). Additional information related to the display of the alerts is available in the CS 0 Clinic Services Overview DFDD.Business Rules

1. Food Benefit Alert Algorithm: These messages display in the Food Benefit Alerts Tab in the Information Panel (see CS Overview: Food Benefit Alerts section) and do not prevent a user from proceeding with issuing benefits to the family, but do prevent affected issuance for a given participant based on the messages. Display a message when:a. A participant has a WIC status other than Active.b. The participation period is beyond the participant’s categorical eligibility end

date.c. The participation period is beyond the participant’s certification end date or

modified certification end date, whichever is greater.d. A user attempts to issue more than one month’s worth of benefits for a

participant that is Active through a pre-certification.e. A user attempts to issue more than one month’s worth of benefits for a

participant that is Active through a provisional certification.f. An unverified food package was selected for printing/issuance.g. (FI Only) no valid FIs exist for issuance periodh. No food packages prescribed for the issuance period (this rule does not apply to

exclusively breastfeeding infants)i. A participant has “Do not allow Food Benefits” marked on the Participant

Violations screen.j. No participant profiles are defined for a milestone. Examples include situations

when an infant does not have a recorded nutrition interview or when the effective date of a participant’s food package is prior to when the participant was added to the system.

k. A participant with an application type of VOC has an Out-of-State Last Benefits End Date that is later than the current issuance period Last Date To Use.

l. Execute the Verification Rules for the food package of each participant. The messages do not contain any links. The results displayed on the Food Package panel are grouped together under the heading label ‘Food Package Verification Results’. The results displayed on the Food Benefits panel are grouped together under the name of the participant with the package in error.

a. For the error message displayed when any non-contract formula exists check the effective rebate dates against the next food issuance period.

m. If an infant’s current BF Description is Exclusively BF or Prim Excl with No Formula Package (latest InterviewInfant.BFActionCd = Excl BF or Prim Excl/No F Pkg) and there is available issuance based on the ‘Food Available Date’, validation is based on the infant being considered as a Prim Excl / Comp breastfeeding status. The ‘Food Available Date’ is calculated as the first day of the first issuance period after the infant has turned six months of age. This enables this infant to get complimentary foods for the available future issuance



Business Rulesperiods even though their BF Description is still exclusively breastfeeding. If the current date is equal to or after the ‘Food Available Date’, display the error/warning message “Infant’s BF description must be updated for food to be issued at this time”.

2. During the logic to determine alert 1e for provisionally certified participants, if an active provisionally certified participant is found but no missing proofs are found, display this warning message one time instead of the 1e provisional alerts: "Participant is provisionally certified but no missing proofs can be found. Please go to the Certification panel and Fulfill the Provisional Certification."Note: Errors prevent food issuance for only the affected participants/food packages.



Appendix: Benefit Calculation RulesThe Benefit Calculation Rules are used by both FI states (FI Only) and by EBT states (EBT Only). These rules are used when the user accesses the Food Benefits screen. The tree view matrix is built based on these rules.Business Rules1. For each participant, determine the number of monthly issuance periods. The

maximum for any participant is 3 months of issuance.2. Determine the FDTU and LDTU for each of these periods.

a. If the system parameter, FI.FoodIssuanceCycle, equals “Calendar” then set the FDTU to the first of the month and the LDTU to the last day of the month. Note: Family Day of Issuance is always set to 1.

i. An exception is when a new participant (new family or a new baby to existing family), though the Family Day of Issuance is set to 1, the FDTU on the first check (FI Only) is set to the actual date.

b. If the system parameter, FI.FoodIssuanceCycle, equals “Rolling” then set the FDTU to Family Day of Issuance and the LDTU to the last day prior to next issuance FDTU.

i. An exception is when the first check (FI Only) or first month of issuance of food benefits (EBT Only) is issued on the 29th, 30th or 31st, then the FDTU is the actual date whereas the LDTU is the 27th (in these case, the system sets the Family Day of Issuance to 28).

ii. An exception is when a new participant is added to existing family, the FDTU on the first check (FI Only) is set to the actual date.

c. Last Date To Use (LDTU) cannot be greater than CED. If the calculated LDTU would be past the CED, then shorten the LDTU to equal the CED.

3. Build a matrix of food benefits (FI Only states – FIs and Food Items, EBT Only states – Food Items) based on issuance periods and food packages. Proration business rules and odd/even month considerations must be followed in this determination.

4. Based on the day of pickup (i.e. today’s date), a participant can miss an entire monthly issuance period.

Calendar Example: The next monthly issuance periods are Jan, Feb and March. The issuance start date is the 1st of the month. Today is Feb 15. The participant misses Jan issuance.Rolling Example: The next monthly issuance periods are Jan, Feb and March. The issuance start date is the 10th of the month. Today is Feb 15. The participant misses Jan 10 thru Feb 9 issuance, but is eligible for Feb 10 through March 9 benefits using the proration algorithm.

5. Contents of food benefits:a. Based on current date, if the participant (non-VOC and VOC with issuance from

the MPSC system already in the certification period) has received current issuance, then display the eligible food benefit for the future issuance periods based on the participant’s FB Issuance value. For example, if it is June and the participant has received June;

For 1 month, display July For 2 months, display July/August For 3 months, display July/August/September.



Business Rules

Prior to food benefit calculation, perform Automated Food Package Update algorithm (see Appendix: Automated Food Package Selection in this document) using the participant’s attributes for the next issuance cycle and matching against the active participant profiles that are marked for package switching.

b. Based on current date, if the participant (non-VOC and VOC with issuance from the MPSC system already in the certification period) has not received current issuance, then display the eligible food benefits for the current period plus future issuance periods based on the participant’s FB Issuance value (taking into account that the current period counts toward this). For example, if it is June and the participant has not received June:

For 1 month, display June (current only) For 2 months, display June (current) and July For 3 months, display June (current) and July/August.

Prior to food benefit calculation, perform Automated Food Package Update algorithm (see Appendix: Automated Food Package Selection in this document) using the participant’s attributes for the remaining issuance cycle and matching against the active participant profiles that are marked for package switching.

c. Based on current date, if the VOC participant has received current issuance, based on Out-of-State VOC Last Benefits End Date, then display the eligible food benefit for the future issuance periods based on the participant’s FB Issuance value. For example, if it is June and the participant has received June:

For 1 month, display July For 2 months, display July/August For 3 months, display July/August/September.

d. Based on current date, if the VOC participant has not received current issuance, based on Out-of-State VOC Last Benefits End Date, then display the eligible food benefits for the current period plus future issuance periods based on the participant’s FB Issuance value (taking into account that the current period counts toward this). For example, if it is June and the participant has not received June:

For 1 month, display June (current only) For 2 months, display June (current) and July For 3 months, display June (current) and July/August.

e. The system does not allow 4 periods of new issuance to a participant on the same day. In the 5.b example, the participant cannot get September benefits.

Whenever 5.a. and 5.b. occur with two different participants in the same family, the system does not allow 4 issuance periods of new issuance to be displayed. With the above 5.a and 5.b examples, issuance would only be displayed for June/July/August.



Business RulesRe-issuance allows as many months as possible against issued months. For example, if a participant has June/July/August/September then re-issuance would be allowed for June/July/August/September.

f. Treat the current month as a month the participant has already received when the current month is being reissued. The logic follows the BR 5a branch in the calculations. For example, if it is June and the participant has received June and a new food package is created effective in June, the system displays these months of potential issuance:

For 1 month, reissue June and issue July For 2 months, reissue June and issue July and August For 3 months, reissue June and issue July, August, and September

6. If the participant is pre-certified, then display only the number of months of benefits found in the System Parameter FI.MaxPrecertMonthsReceive for the issuance period.

7. For Infants and Children, eligibility for food (profile matching) is dependent upon age. Their eligibility is based on their age on the first day of the issuance period. For instance in a calendar month state, a participant born on 7/1/2009 is eligible for the Infant 4 month food in November 2009 (because they turned four months by 11/1/2009. However a participant born on 7/2/2009 would NOT be eligible for Infant 4 month food in November 2009 (because they were not four months by 11/1/2009).

8. When a participant’s 1st birthday is in the issuance period, they are given food based on their participant category. For the Infant, it is the last available month (11-12) of the Infant profile. For the Child, it is the first available month (11-12) of the Child profile.

9. When a mom is terminated after an infant has become 6 months of age, this mom’s profile becomes Part Category = Breastfeeding and BF = No BF. When this profile is found and the mom is still eligible for benefits, the benefits and food rule should be based on her previous issuance period’s profile. This enables mom to have the same level of food after she has been extended during termination. The amount of food and the months affected depend on timing and the value in the extended days prior to termination. This affects the Food Package screen (for model food package selection and verification) and Food Benefits screens (for verification and issuance). The following Calendar based examples are meant to illustrate that mom’s food is based on her previous issuance until her termination:

a. Mom was receiving food at a Breastfeeding category at Full BF level; Mom comes to clinic on 9/7 and notifies staff that she is no longer breastfeeding; therefore mom’s termination date is set to 9/22. She has not received September and beyond benefits – Mom would be eligible for full September benefits at the Breastfeeding at Full BF level.

b. Mom was receiving food at a Partial In Range level; Mom comes to clinic on 9/21 and notifies staff that she is no longer breastfeeding; therefore mom’s termination date is set to 10/6. She has not received September and beyond benefits – Mom would be eligible for September (1/3 as this is a late pickup) and 1/3 October benefits at the Breastfeeding at Partial In Range level.

c. Mom was at a Partial Out of Range level. (For example, partially breastfeeding an 8 month old out of range and receiving no food benefits for herself). Mom comes to clinic on 9/27 and notifies staff that she is no longer breastfeeding; therefore mom’s termination date is set to 10/12. She receives a notice that WIC termination is effective 10/12, but no food benefits for herself.



Appendix: Proration RulesThe Proration Rules are used by both FI states (FI Only) and by EBT states (EBT Only). These rules are used when the user accesses the Food Benefits screen. In EBT states (EBT Only), these rules are also used when benefits are aggregated for the economic unit prior to food benefits actually being written to the card. For EBT States, there are three possible reasons for the screen being painted. First is because there was a change in an existing participant's current food package (true re-issuance). Second is if a participant is being added (detect a new participant that never received current issuance). Third is if a participant is being removed (which is the primary function of the Recalculate button). The first, which is the first decision, is the only situation where existing participant should not get to keep their existing level of issuance (though a user can override this). The second and third situations do not warrant lessening existing participants food. Calendar and Rolling examples are included to help the reader understand the rules. In the proration examples, Julian dates are used to show the internal calculations. These are shown after the Gregorian date in quotes.The following business rules describe the day calculation related to proration. The following table translates these bullets to how this calculation works in various calendar months:

Proration Table for All Food Packages

Days in a Month - Month Days to Issue a “Full” Package

Days to Issue a “Two-Thirds” Package

Days to Issue a “One-Third” Package

28 Days - February 1, 2, 3, 4, 5, 6, 7, 8 9, 10, 11, 12, 13, 14, 15, 16, 17, 18

19, 20, 21, 22, 23, 24, 25, 26, 27, 28

29 Days - February 1, 2, 3, 4, 5, 6, 7, 8, 9 10, 11, 12, 13, 14, 15, 16, 17, 18, 19

20, 21, 22, 23, 24, 25, 26, 27, 28, 29

30 Days - April, June, September, November

1, 2, 3, 4, 5, 6, 7, 8, 9, 10

11, 12, 13, 14, 15, 16, 17, 18, 19, 20

21, 22, 23, 24, 25, 26, 27, 28, 29, 30

31 Days - January, March, May, July, August,

October, December

1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11

12, 13, 14, 15, 16, 17, 18, 19, 20, 21

22, 23, 24, 25, 26, 27, 28, 29, 30, 31

Business Rules

1. Proration is turned off or on by a system parameter (FI.ProrateAllowed). If FI.ProrateAllowed = “No” then hide the New Issuance – Prorated, New Issuance – Override and New Issuance – Override Reason fields.

2. Overriding proration is turned off or on by a system parameter (FI.ProrateOverride). If FI.ProrateOverride = “No” then hide the New Issuance – Override and New Issuance – Override Reason fields.

3. If the package is based on a model package then the 1/3 and 2/3 packages are used. When a package is being tailored or a change rule is being automatically applied then the auto proration (calculation for the 1/3 and 2/3) must occur. It occurs after a user adds a food and then switches to 2/3 or 1/3 view, or presses the Verify button, or navigates away from the screen. Auto proration does the following:

a. For 2/3 proration:



Business Rules

i. Multiply the number of full package food items by the value in the food item’s Prorate %-ages.2/3 field.

ii. Round the computed quantity based on the food item’s ProdContainer.DecimalBasedIssuanceCd as follows:

1. If ‘WHOL’, round to the nearest whole number (99) using standard rounding.

2. If ‘HUND’, round to the nearest hundredth (x.99) using standard rounding.

3. If ‘HALF’, round to the nearest five tenths (x.0, x.5) using standard rounding.

4. If ‘QRTR’, round to the nearest quarter (x.00, x.25, x.50, x.75)

5. If ‘TENS’, round to the nearest tenth (x.9).

iii. Rounding to 0 is allowed unless the Prorate to Zero is not checked.

b. For 1/3 proration:

i. Multiply the number of full package food items by the value in the food item’s Prorate %-ages.1/3 field.

ii. Round the computed quantity based on the food item’s ProdContainer.DecimalBasedIssuanceCd as follows:

1. If ‘WHOL’, round to the nearest whole number (99) using standard rounding.

2. If ‘HUND’, round to the nearest hundredth (x.99) using standard rounding.

3. If ‘HALF’, round to the nearest five tenths (x.0, x.5) using standard rounding.

4. If ‘QRTR’, round to the nearest quarter (x.00, x.25, x.50, x.75)

5. If ‘TENS’, round to the nearest tenth (x.9).

iii. Rounding to 0 is allowed unless the Prorate to Zero is not checked.

4. Proration for a late benefits pickup. This proration is applicable when the benefit pickup date (i.e. today) falls inside a monthly issuance period. The calculation is:

Number of Days Remaining = Issuance End Date - Today’s date + 1 If Number of Days Remaining <= 10 then issue 1/3 package for the

issuance period If Number of Days Remaining >10 and <=20 then issue a 2/3 package for

the issuance period



Business Rules If Number of Days Remaining >20 then issue a full package for the issuance

period No proration then issue a full package

Calendar Example: Today is Feb 15 ‘046’ and Issuance End Date of Feb 28 ‘059’ (Issuance Start Date of Feb 1). Value of 14 results in a 2/3 package. FDTU would be set to Feb 1 and LDTU would Feb 28.Rolling Example: Today is Feb 15 ‘046’ and Issuance End Date of Feb 27 ‘058’ (Issuance Start Date of Jan 28). Value of 13 results in a 2/3 package. FDTU would be set to Jan 28 and LDTU would be Feb 27.

5. When the system parameter FI.ProrateAllowed is set to ‘Yes’ and the system parameter FI.ProrateTransfers is set to ‘Yes’, the system prorates a participant WIC status/Application Type of Active-VOC (new family coming into a state). This proration is applicable when their Out-of-State Last Benefit End Date is between the FDTU and the LDTU of the current issuance period.

A new family that has participants with a WIC Status/Application type of Active-VOC moving into a rolling state should have their Family Day of Issuance set the same avoiding this proration. The calculation is:

Number of Days Remaining = Issuance End Date - Last Benefits End Date + 1

If Number of Days Remaining <= 10 then issue 1/3 package for the issuance period

If Number of Days Remaining >10 and <=20 then issue a 2/3 package for the issuance period

If Number of Days Remaining >20 then issue a full package for the issuance period

No proration then issue full packageCalendar to Calendar Example: Last Benefits End Date (FDTU of Feb 1) is Feb 28 then no February benefits. Full package for March benefits.Rolling to Calendar Example: Last Benefits End Date (FDTU of Jan 25) is Feb 24 ‘055’ and Issuance End of Feb 28 ‘059’ (Issuance Start Date of Feb 1). Value of 5 results in a 1/3 package. FDTU would be set to Feb 1 and LDTU would be set to Feb 28.Rolling to Rolling Example: Last Benefits End Date (FDTU of Jan 25) is Feb 24 then the participant should be setup with a Family Day of Issuance of 25th. The family can then receive full package for February benefits.Calendar to Rolling Example: Last Benefits End Date (FDTU of Jan 1) is Jan 31 then the participant should be setup with a Family Day of current day of the month. They can then receive full package for February benefits.

6. Proration for family alignment for existing member (moves from one family to next). This proration is applicable when the existing member’s last benefit date falls inside a monthly issuance period where the month of the FDTU of the last benefit date is prior to the month of the FDTU of the monthly issuance period. When the month of the FDTU last benefit date is same as the month of the FDTU of the monthly issuance period, then no benefits can be issued because the participant has already received their benefits for that ‘month’. The calculation is:

Number of Days Remaining = Issuance End Date - Last Benefits End Date + 1



Business Rules If Number of Days Remaining <= 10 then issue 1/3 package for the

issuance periodIf Number of Days Remaining >10 and <=20 then issue a 2/3 package for the issuance period

If Number of Days Remaining >20 then issue a full package for the issuance period

No proration then issue full packageCalendar Example: Not applicable due to calendar month boundaries.Rolling Example: Last Benefits End Date (FDTU of Jan 16) is Feb 15 ‘046’ and Issuance End of Mar 2 ‘061’ (Issuance Start Date of Feb 3). Value of 16 results then 2/3 package for Feb benefits. FDTU would be set to Feb 3 and LDTU would be Mar 2.

7. Proration calculation for alignment reasons. This proration is applicable when the new participant’s (i.e. birth of a baby) certification date is prior to the family’s monthly issuance period or, in calendar states, a new participant (new family) being certified midmonth. The new participant receives benefits for the portion of the time prior to the alignment. The calculation is:

Number of Days Remaining = Issuance End Date - Today’s date + 1 If Number of Days Remaining <= 10 then issue 1/3 package for the

issuance period If Number of Days Remaining >10 and <=20 then issue a 2/3 package for

the issuance period If Number of Days Remaining >20 then issue a full package for the issuance

period No proration then issue full package

Note: if new member is being added in after the start of the first of the monthly issuance periods of the family, then treat the new member the same as a late pickup.Calendar Example: Today is Feb 15 ‘046’ and Issuance End of Feb 28 ‘059’ (Issuance Start Date of Feb 1). Value of 14 results in a 2/3 package. FDTU would be set to Feb 15 and LDTU would be Feb 28.Rolling Example: Today is Feb 15 ‘046’ and Issuance End of Feb 27 ‘058’ (Issuance Start Date of Jan 28). Value of 13 results in a 2/3 package. FDTU would be set to Feb 15 and LDTU would be Feb 27.

8. Proration for time remaining for certification periods (i.e. for child turning five). This proration is applicable when the end of a certification period falls inside a monthly issuance period. The calculation is:

Number of Days Left = Cert Period End Date – Issuance Start Date + 1 If Number of Days Left >= 11 and <= 20 then issue an additional 2/3

package. If Number of Days Left >= 1 and <= 10 then issue an additional 1/3

package. No proration then issue full package

Calendar Example: Not applicable due to calendar month boundaries (all certification periods in a calendar month state end on the last day of a month).Rolling Example: Cert Period End Date is Feb 26 ‘057’ and the Issuance Start is Feb



Business Rules15 ‘046’. Value of 12 results then 2/3 package for Feb benefits. FDTU would be set to Feb 15 and LDTU would be Mar 14.

9. Proration for termination dates with a certification period. This proration is applicable when a termination date falls inside a monthly issuance period. The calculation is:

Number of Days Left = Term Date – Issuance Start Date + 1 If Number of Days Left >= 11 and <= 20 then issue a 2/3 package. If Number of Days Left >= 1 and <= 10 then issue a 1/3 package. No proration then issue full package

Calendar Example: Today is Mar 12 ‘071’ and Termination Effective Date is Mar 27 ‘086’ (Issuance Start Date of Feb 1). Value of 16 results in a 2/3 package for the current month. FDTU would be set to Mar 12 and LDTU would be Mar 31.Today is Mar 25 ‘084’ and Termination Effective Date is Apr 9 ‘099’ (Issuance Start Date of Mar 1). Value of 7 results in 1/3 package for the current month. FDTU would be set to Mar 25 and LDTU would be Mar 31. Value of 10 results in 1/3 package for the following month. FDTU would be set to Apr 1 and LDTU would be Apr 30.Rolling Example: Term Date is Feb 26 ‘057’ and the Issuance Start is Feb 15 ‘046’. Value of 12 results then 2/3 package for Feb benefits. FDTU would be set to Feb 15 and LDTU would be Mar 14.

10. If system parameter FI.ProrateAllowed is set to “Yes” and system parameter Food.ReissueProration is set to ‘CURRENT’ then the Reissuance group box and its attributes are displayed; otherwise it is hidden.

i. When the screen is being expanded and the user has a special security unit allowing them to override to ‘Original’, the Reissuance group box and its attributes are enabled, otherwise it is disabled.

ii. When the screen is being expanded due to an existing current participant’s food package change, the Reissuance - Current radio button is selected as the default. Note that this is the only situation for FI States.

iii. Otherwise, if the screen is being expanded due to the addition of a new participant or due to the Recalculate button (whose primary use is to remove a current participant’s benefits), the Reissuance group box and its attributes are disabled. Note this only applies to EBT States.

iv. If the Reissuance - Original radio button is selected, the Reissuance - Original Reason is enabled and is a required field.

v. When the Reissuance - Current radio button is selected, the Reissuance - Original Reason is cleared and disabled.



Appendix: Participant Profile Assignment RulesThe Participant Profile Assignment Rules are used by both FI states (FI Only) and by EBT states (EBT Only). These rules describe how the system determines a participant’s profile. A participant profile is used by the system to display Model Food Packages on the Food Package panel authorized for use by the participant and for applying the appropriate food rules when verifying a food package on the Food Package panel or the Food Benefits panel. The assignment of a participant profile is not effected by whether a state is using Calendar or Rolling issuance.Business Rules

1. A Participant Profile consists of five characteristics:

a. Participant Category

b. Breastfeeding Status

c. Special Diet

d. Multiples (breastfeeding multiples or multifetal gestation)

e. Age

2. When a Participant Profile is determined for use on the Food Package panel, age of an infant or child is computed based on the Effective Date of the food package.

3. When a Participant Profile is determined for use on the Food Benefits panel, age of an infant or child is computed based on the First Use Date of the issuance period being examined.

Pregnant Woman’s Participant Profile

4. Participant Category = P.

5. Breastfeeding Status is assigned depending on the answer to Question “4g – Are you exclusively breastfeeding an infant or partially breastfeeding multiples from a previous pregnancy?” on the participant’s most recent Pregnancy Nutrition Interview. Please note: assigning Breastfeeding Status has no effect on the participant’s Category which remains Pregnant. The Breastfeeding Status only allows a pregnant woman to receive an enhanced food package because she is pregnant and breastfeeding at the same time. If the answer to Question 4g is No or Question 4g is not answered, then the participant would receive a normal pregnant woman’s food package.

a. If the answer to Question 4g is No or Question 4g was not answered, then Breastfeeding Status = No BF.

b. If the answer to Question 4g is Yes then

i. Find all infants in the family who are related to the pregnant woman. When



Business Rules

called from the Food Package panel, the infants must have WIC Status = Active or Pending. When called from the Food Benefits panel, the infants must have WIC Status = Active only. “Related” means:

a. The pregnant woman is listed as the infant’s Mother on the Enrollment pop-up.

b. The infant is found in the Infant(s) Born From This Pregnancy list on a previous Pregnancy record (not the current Pregnancy record) for the pregnant woman.

ii. Determine the breastfeeding level of each related infant based on the Breastfeeding Description of their most recent Nutrition Interview:

a. If Breastfeeding Description = Excl BF, Prim Excl/No F Pkg, or Prim Excl/Comp, Breastfeeding Status = Full BF.

b. If Breastfeeding Description = Part BF, compare the volume of formula in the infant’s food package to the WIC Formula Level table for the type of formula being given and the infant’s age. Assign Breastfeeding Status = Partial BF Within Range or Partial BF Out of Range per the results of this comparison. If a Part BF infant does not have a verified food package that is effective for the timeframe of the issuance, the system assigns Partial BF Out of Range.

c. If Breastfeeding Description = No Longer BF or Never BF, Breastfeeding Status = Not BF.

iii. If there are more than two related infants, use the two infants with the highest level of breastfeeding. The order of precedence for breastfeeding level from highest to lowest is Full BF, Part BF In Range, Part BF Out of Range, Not BF.

iv. Assign Pregnant Woman’s Breastfeeding Status according to this chart:

Baby 1 Baby 2

Mother’s Breastfeeding

Status

Mother’s Participant Profile (does not include

Special Diet)Excl BF No Baby 2 Full BF Pregnant – BF Full BFPart BF In Range

No Baby 2 Part In Pregnant

Part BF Out of Range

No Baby 2 Part Out Pregnant

Not BF No Baby 2 No BF PregnantExcl BF Excl BF Full BF

Multiples = YesPregnant – BF Full BF – Multiples

Excl BF Part BF In Range

Full BF Pregnant – BF Full BF

Excl BF Part BF Out of Range


Excl BF Not BF Full BF Pregnant – BF Full BF



Business RulesPart BF In Range

Part BF In Range


Part BF In Range


Part In Pregnant

Part BF In Range

Not BF Part In Pregnant



Less than or equal 6 months postpartum:Part Out

Pregnant



Greater than 6 months postpartum: Part OutNo food benefits

Pregnant


Not BF Less than or equal 6 months postpartum:Part Out

Pregnant


Not BF Greater than 6 months postpartum:Part OutNo food benefits

Pregnant

6. Special Diet = Yes if Special Diet is checked on Food Package record, otherwise No.

7. Multiples

a. Assign Yes if Question 4g = Yes and two related infants are both exclusively breastfeeding.

b. Assign No if Question 4g = Yes and there are not two related infants both exclusively breastfeeding.

c. Assign Yes if Question 4g = No or was not answered and Multifetal Gestation is checked on current Pregnancy record..

d. Assign No if Question 4g = No or was not answered and Multifetal Gestation is not checked on current Pregnancy record.

8. Age = Not considered for a pregnant woman’s profile.

Breastfeeding Woman’s Participant Profile

9. Participant Category = B.

10. Breastfeeding Status is assigned as follows:

a. Find all infants listed in the Infant(s) Born From This Pregnancy list on the current Pregnancy record for the breastfeeding woman. When called from the Food Package panel, the infants must have WIC Status = Active or Pending. When called from the Food Benefits panel, the infants must have WIC Status =



Business Rules

Active only.

b. Determine the breastfeeding level of each related infant based on the Breastfeeding Description of their most recent Nutrition Interview:

i. If Breastfeeding Description = Excl BF, Prim Excl/No F Pkg, or Prim Excl/Comp, Breastfeeding Status = Full BF.

ii. If Breastfeeding Description = Part BF, compare the volume of formula in the infant’s food package to the WIC Formula Level table for the type of formula being given and the infant’s age. Assign Breastfeeding Status = Partial BF Within Range or Partial BF Out of Range per the results of this comparison. If a Part BF infant does not have a verified food package that is effective for the timeframe of the issuance, the system assigns Partial BF Out of Range.

iii. If Breastfeeding Description = No Longer BF or Never BF, Breastfeeding Status = Not BF.

c. If there are more than two related infants, use the two infants with the highest level of breastfeeding. The order of precedence for breastfeeding level from highest to lowest is Full BF, Part BF In Range, Part BF Out of Range, Not BF.

d. Assign Breastfeeding Status according to this chart:

Baby 1 Baby 2

Mother’s Breastfeeding

Status

Mother’s Participant Profile (does not include

Special Diet)Excl BF No Baby 2 Full BF BF – BF Full BFPart BF In Range

No Baby 2 Part In BF – BF Part In


No Baby 2 Part Out BF – BF Part Out

Not BF No Baby 2 No BF BF – BF No BFExcl BF Excl BF Full BF

Multiples = YesBF – BF Full BF – Multiples

Excl BF Part BF In Range

Full BF BF – BF Full BF

Excl BF Part BF Out of Range


Excl BF Not BF Full BF BF – BF Full BFPart BF In Range

Part BF In Range


Part BF In Range


Part In BF – BF Part In

Part BF In Range

Not BF Part In BF – BF Part In



Less than or equal 6 months postpartum:Part Out

BF – BF Part Out

Part BF Out of Part BF Out of Greater than 6 BF – BF Part Out



Business RulesRange Range months

postpartum:Part OutNo Food Benefits


Not BF Less than or equal 6 months postpartum:Part Out

BF – BF Part Out


Not BF Greater than 6 months postpartum:Part OutNo Food Benefits

BF – BF Part Out


12. Multiples = Yes if two related infants are both exclusively breastfeeding, otherwise No.

13. Age = Not considered for a breastfeeding woman’s profile.

Not Breastfeeding Woman’s Participant Profile

14. Participant Category = N.

15. Breastfeeding Status = NA.


17. Multiples = No.

18. Age = Not considered for a not breastfeeding woman’s profile.

Infant’s Participant Profile

19. Participant Category = I.

20. Breastfeeding Status is assigned based on the Breastfeeding Description of the infant’s most recent Nutrition Interview:

a. If Breastfeeding Description = Excl BF, Prim Excl/No F Pkg, or Prim Excl/Comp, Breastfeeding Status = Full

b. If Breastfeeding Description = Part BF, Breastfeeding Status = Partial.

c. If Breastfeeding Description = No Longer BF or Never BF, Breastfeeding Status = None.




Business Rules

22. Multiples = No.

23. Age = Computed age of the infant. When called from the Food Package panel, compute the infant’s age as of the Effective Date of the Food Package. When called from the Food Benefits panel, compute the infant’s age as of the First Use Date of the issuance period being examined.

Child’s Participant Profile

24. Participant Category = C.

25. Breastfeeding Status = NA.


27. Multiples = No.

28. Age = Computed age of the child. When called from the Food Package panel, compute the child’s age as of the Effective Date of the Food Package. When called from the Food Benefits panel, compute the child’s age as of the First Use Date of the issuance period being examined.


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