FD: 2 WIC EBT Card Stock Security

Effective Date: 08/02 Downloads: WIC EBT Card Stock Security    Revised Date: 05/12
   

Policy

To prevent the fraudulent use and ensure accurate inventory of all WIC Electronic Benefit Transfer (EBT) cards is maintained at all times. The Local Agency is fiscally responsible for proper issuance and accountability of each WIC EBT card assigned to its inventory by the State Agency.

Procedure

The following functions are required by local agencies to maintain food instrument security and accountability.

 

WIC EBT Card Stock Control

 

  • Local agencies will ensure that WIC EBT card stock is inventoried upon receipt using the Bulk EBT Card Stock Inventory Control Log. (RR: 6 Receipt of WIC EBT Card Stock)
  • The Local Agencies are required to complete and maintain the Nevada WIC EBT Issuance/Inventory Log on an ongoing basis.
  • Local Agencies will ensure separation of duties is enforced, designating a non-EBT card-issuing staff member to receive and verify the beginning and ending numbers of the WIC EBT Bulk card stock.
  • EBT Cards in bulk storage shall be kept in a locked secure location with limited staff access. The WIC Clinic coordinator shall be responsible for delegating access to the storage area.
  • A supervisory staff member shall assign individual boxes to each card- issuing staff member; and a non-EBT Card issuing staff member shall conduct the monthly inventory on the Nevada WIC EBT Card Issuance/Inventory Log. If an employee leaves your clinic for any reason (transferring to another clinic or termination) this should be noted on the Nevada WIC Bulk EBT Card Stock Inventory Log. The remaining WIC EBT cards may then be re-assigned to a new or existing card-issuing staff member.

 

Inventory Log Examples:

 

WIC EBT Card Stock Security

 

  • The Nevada WIC EBT Card Issuance/Inventory Log is to remain with its designated box of WIC EBT cards at all times.
  • The assigned card-issuing staff member is required to initial in the “Staff Initials Issued By” column for each card issued.
  • The staff member responsible for checking WIC EBT Cards in and out is required to initial in the “Staff Initials Verified By” column next to the beginning card issued and ending card issued each day. The staff member that is responsible for checking the WIC EBT Cards in and out cannot initial in the “Staff Initials Verified By” column for their own box of cards.  It is recommended that the staff member responsible for checking the WIC EBT Cards in and out be a non-card-issuing staff member.
  • During issuance periods, WIC EBT cards must be kept in an area under staff supervision at all times. When not in use, cards must be kept in locked storage with limited staff access.
  • Assigned card-issuing staff must complete the first five columns on the Nevada WIC EBT Card Issuance/Inventory Form for each WIC EBT Card issued (i.e., from “Chk Digit” to “Staff Initials Issued By.”). The issuance log must be completed while the cardholder is still at the clinic because the log requires the cardholder’s signature.
  • Your log is not complete unless you have entered the correct check digit (Chk Digit) into the log. The check digit is the last number in the card number for example: if the Card Number is 5077 1588 0000 0025, the check digit will be the number 5.

Original hard copies of the completed logs must be retained for 3 years.

 

Monthly Inventory

 

  • Non-WIC EBT card-issuing staff shall physically inventory WIC EBT Cards at least once a month.
  • The Nevada WIC EBT Card Issuance/Inventory log shall be checked, dated and initialed by the staff member that physically inventories the cards. Physical inventory means that the Non-WIC EBT card-issuing staff member will verify that only those cards that are said to have been issued per the log are missing from the box.
  • The Non-WIC EBT card-issuing staff member must complete a random audit of actual issuance records to ensure that cards shown as “issued” in the log are actually supported by the system.
  • All clinics are required to randomly review issuance records on a minimum of 5 percent (5%) of all WIC EBT cards issued during the month.
  • The Non-WIC EBT card-issuing staff member will enter the randomly selected card numbers into the JP Morgan EBT Administration System to verify all information provided on the Nevada WIC EBT Card Issuance/Inventory Log is accurate.
  • Once you have logged onto the JP Morgan EBT Administration System, follow these steps:

 

  1. Select Cardholder search from the upper right hand corner of your screen.
  2. In the window that says “Type” use the pull down menu to select Card#.
  3. Enter the card number from the log in the box that says “Value” then click on the blue “GO” button.
  4. Verify that the information provided on the screen matches the information written on the Nevada WIC EBT Issuance/Inventory Log. The WIC Family ID Number will be the same as the Case # in the JP Morgan EBT Administration System. (Keep in mind that if the card has been issued to a foster child, the name in the Cardholder Signature box may not match the name that is in the system).
  5. Use a highlighter to highlight each card number that has been verified as “issued” using the JP Morgan EBT Administration System.
  6. The Non-WIC EBT card-issuing staff member must put their initials next to each card number that has been randomly checked by them.
  7. If the Non-WIC EBT card-issuing staff member cannot match the information up exactly or has any reason to suspect that something is not accurate, they must notify the State WIC Office immediately.

 

State Inventory

 

  • Local Agencies are required to submit copies of all Nevada WIC EBT Card Issuance/Inventory logs to the State Office quarterly so that the State Office can reconcile our reports and records with your Nevada WIC EBT Card Issuance/Inventory Log.
  • Copies of the audit reports are due to the State Agency no later than January 15th, April 15th, July 15th and October 15th of each year. Copies may be submitted via fax or USPS.  Reports cannot be submitted electronically due to the sensitive personal content.

Attn: EBT Inventory Control.

 

WIC EBT Card Stock Control

 

Local agencies shall ensure the integrity of the EBT Card Stock distribution process by assigning responsibilities to primary and secondary staff member (Person I or Person II).

 

Local agencies will designate staff members to perform the following duties:

  1. Person I receives the WIC EBT card stock from the state and puts them in a secure, locked location.

 

  1. Person II assigns boxes of WIC EBT cards to individual staff members for benefit issuance.

 

  1. Person III staff member conducts a monthly inventory. (Preferably a non-EBT card issuing staff member.)

 

  1. Person I, II or III verifies that WIC EBT cards have been returned to the secure, locked location at the end of each day.

 

Staff Person Staff Functions
Person I Receives the WIC EBT card stock from the state and puts them in a secure, locked location.
Person II Assigns boxes of WIC EBT cards to individual staff members for benefit issuance.
Person III                        Non-EBT card issuing staff member Conducts a monthly inventory of the WIC EBT Cards
Person I, II, or III Staff member verifies that WIC EBT cards have been returned to the secure, locked location at the end of each day.

 

Exception

 

  • In small or satellite clinics where only one person is staffing a clinic, separation of duties may not be possible. In this instance, Local Agencies will submit quality assurance standards and a regular monitoring system to the State Agency for approval.

 

Checking Out EBT Cards for the Day

 

  • Each staff member issuing WIC EBT cards will be assigned their own box of WIC EBT cards. It is recommended that you write the name of the staff member on the outside of the box assigned to them.
  • The staff member will check out that box at the beginning of the day. At the end of the day, the staff member will check in their box of WIC EBT cards. A staff member will initial the Nevada WIC EBT Card Issuance/Inventory log as verification that the box of WIC EBT cards was returned to the secure, locked location designated for storage of WIC EBT cards.
  • It is recommended that the staff member that receives the box rubber bands the cards into groups of 30-50 cards.  DO NOT change the order of the cards when doing this.  It has been found in some clinics that if the cards are secured with a rubber band and placed in the box it is much easier to return the cards to their original numerical order should the box accidentally drop.