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State and county agencies should act as quickly as possible when responding to a disaster. The State depends on information provided by affected counties. Much of this information is received from county emergency management officials through their contact with state personnel. ECC staff answers questions from affected counties, secures and arranges for supplies, and assists counties as needed. All directives are issued from this individual or their office. The scope of devastation in the disaster area and the estimated length of time it will take to return to normal activities determine the selection.
Choices for handling the disaster include:. Once a decision has been made regarding which disaster feeding program is appropriate for the disaster, the affected county also:. Consideration should be given to DSS employees who are affected by the disaster. Designate members of management to take employee applications. County employee applications will be investigated as needed. Once a disaster assessment has been made and a decision regarding which Food and Nutrition Services program is appropriate to operate, the Economic and Family Services Section takes the following actions:.
The designated State staff member immediately notifies the State Office of the county’s intention to request a Disaster Food and Nutrition Services Program and assists in completing the required assessment.
Counties are responsible for providing information necessary to operate a Modified or Disaster Food and Nutrition Services Program. Counties must submit the information described in Part C. The information must be provided as soon as possible and should be faxed to the Economic and Family Services Section at or Include the following items in the county request for a Disaster Food and Nutrition Services Program application:.
Provide a detailed description of the geographic area or part of the county in need of assistance. Attach a detailed area map defining the affected area. A determination, with substantiation, indicating households in the affected area are in need of disaster assistance because the ongoing Food and Nutrition Services Program cannot meet the food needs of these households. Counties will need to provide data concerning the demographics of the affected area.
Include a description of the increased demand on the existing emergency food sources or the necessity of feeding sites. Provide a statement with substantiation that commercial channels of food distribution have been disrupted and restored. If the President has declared the area a major disaster, only provide substantiation that commercial channels of food distribution are available.
Provide an estimate of the number of potentially eligible households.
Total this figure by on-going and new applicants. Include proposed agreements with other agencies or locations fsddm handle certification and issuance functions, if applicable. Provide a recommendation of how long it will take to accept and process applications from disaster victims. This request should be from three to ten calendar days.
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Provide a recommendation of how long the benefit period should be, from one-half to one full month. Base this recommendation on the severity of the disaster, estimated time for affected households to resume work, estimated time to return to their homes, etc.
Since Food and Nutrition Services benefits may be replaced for these households, DFNS allotments may be reduced by the regular monthly allotment.
Indicate whether replacement Food and Nutrition Services benefits will be sufficient or if households need to be given additional benefits to bring the allotment up to the maximum benefit level. Determine if automatic replacements are needed or if replacements can be issued on a case-by-case basis. The State will consider requesting automatic benefit replacement for ongoing Food and Nutrition Services households if the scope of the disaster warrants such.
The approval specifies the geographic boundaries and. It also provides for specific policy to be used in taking and processing applications.
Notice of approval may be made in person or by telephone, followed by written confirmation to the State Division of Social Services. Counties will be notified of the approval as soon as possible. Upon approval, Economic and Family Services finalizes an administrative letter to provide counties with the policy specific to the disaster. The Division may request that FNS review its decision if additional information is available to further substantiate the application.
Within 24 hours of receipt of the denial, the Economic and Family Services Section will verbally notify the county.
Written confirmation follows the verbal notification. Refer to Section II. The household must submit a completed application to a certification site in person or through a disaster representative.
A disaster representative is an individual authorized to apply for and receive benefits on behalf of a household. Do not require the household to complete an authorized representative form. Counties will be notified via an administrative letter as to what form to use for applications. Advise the household of the civil and criminal penalties for violations of the Food and Nutrition Services Program.
Food Stamp Disaster Manual FSDM
This information is contained on the 12665 Food and Nutrition Services application. This may be modified to meet the needs of a particular disaster. To ensure applicants are treated consistently, staff including volunteers should be trained fsfm policies appropriate to their job.
Interviews may be conducted by:. Obtain verification of eligibility factors e. It is recommended that copies of verification documents be made when possible. Interviewing applicants and processing applications may be done by one individual or the duties may be separated. Keep in mind that only DSS employees are allowed to process applications.
Once the applicant has applied for Disaster Food and Nutrition Services benefits provide the applicant with the following:.
If the program allows for the purchase of prepared foods from grocery stores, inform the applicant. This is decided at each disaster and will be addressed in the administrative letter. Security should be present at this location, but the location should be easily accessible for applicants. Their duties will include:. The purpose of the vsdm and improved EBT card delivery method is to expedite card delivery and receipt of benefits. Persons with whom the applicants are temporarily staying during the disaster period are considered a separate household.
The total income received or expected to be received fsd, the benefit period minus a deduction for disaster-related expenses shall not exceed the allowable income limit. Do not include IRA accounts, K accounts, disaster insurance, or disaster assistance received or expected to be received during the benefit period or payments from federal, State or local government agencies, or disaster assistance organizations.
This can change with each disaster. The policy will be addressed in the administrative letter. If the household receives or anticipates receiving a reimbursement for these expenses during the disaster period, only the net expense is deductible.
An allotment equal to the maximum monthly allotment established for the regular Food and Nutrition Services Program for the appropriate household size. Verification rules are usually eased during a disaster to reduce administrative burdens and reflect the reality that households and eligibility workers will not have access to usual verification sources.
Some things must be verified, some things should be verified where possible, and sfdm can be verified if questionable. The following table outlines possible verification requirements. Keep in mind that policy is issued via an administrative letter and this chart may not be accurate in every disaster situation. The decision concerning the disposition of regular Food and Nutrition Services applications pending when a disaster occurs will be made post-disaster.
The policy instructions will be based on the size of the disaster and the timing of the disaster. Instructions will be issued fsddm an administrative letter prior to implementation of a Disaster Food and Nutrition Services Program. The following may be considered in csdm eligibility sfdm Disaster Food and Nutrition Services benefits. Process all applications promptly to provide benefits the same day or the day following the date the application is filed.
Benefits must be available no later than three days after the application is filed. It is important to key both approvals and denials as timely as possible. If the benefit period is a full month, issue eligible households the full benefit allotment for the household size. If the benefit period is one-half month, issue one-half the full benefit allotment for the household size, rounded up to the nearest dollar.
A system to detect and prevent duplicate applications for the Disaster Food and Nutrition Services Program must be followed. The State will issue a daily cumulative report that identifies Food and Nutrition Services case dispositions.
A receptionist may be assigned the responsibility of tracking this report and for maintaining a daily disaster application log. Since every Disaster application will be assigned a new FSIS case number, it is important to search individuals thoroughly to ensure that duplicate participation will not occur. Disaster Food and Nutrition Services certification activities must be reported to FNS daily during the disaster authorization period.
The Division of Social Services consolidates the daily reports of each county department of social services and submits one report to FNS. The Economic and Family Services Help Desk staff will be available to answer policy and procedure questions throughout the Disaster application period and during the recovery process.
Contact the Help Desk with policy and procedure questions at For questions or clarification on any of the policy contained in these manuals, please contact your local county office. Provide a description of resources available to: Must have experienced at least one of the following adverse affects: The resource test may vary from one disaster to another.
The income test may fssm from one disaster to another. Includes cash on hand and funds in checking and savings accounts. Expenses the household has paid or expects to pay during the disaster benefit period.
The period for which disaster benefits are issued usually one month.