Attachment I- DSNAP.pdf

D I S A S T E R S N A P M A N U A L

SOUTH CAROLINA DEPARTMENT OF SOCIAL SERVICES

DISASTER SUPPLEMENTAL

NUTRITION ASSISTANCE

PROGRAM

(DSNAP)

MANUAL

VOL. 5 08/2014

DISASTER SUPPLEMENTAL FOOD ASSISTANCE

PROGRAM

MANUAL

TABLE OF CONTENTS

CHAPTER 1 INTRODUCTION

1.1 Federal Government Response in a Disaster

1.2 State Government Response in a Disaster

1.3 South Carolina Department of Social Services (DSS) Response in a Disaster

CHAPTER 2 PRE-DISASTER PLANNING FOR A DISASTER SUPPLEMENTAL NUTRITION ASSISTANCE

PROGRAM (DSNAP)

2.1 Division of Family Assistance

2.2 County Office Activities

2.3 Emergency Food Assistance Coordinator (EFAC) Duties

2.4 Staffing Planning

CHAPTER 3 DISASTER RESPONSE FOR A DISASTER SUPPLEMENTAL NUTRITION ASSISTANCE

PROGRAM (DSNAP)

3.1 Lines of Authority

3.2 Executive Management

3.3 Director of Disaster Relief

3.4 Division of Family Assistance

3.5 County Office Response

3.6 Damage Assessment

3.7 South Carolina Emergency Disaster System (SEDS)

3.9 Supplies and Equipment

3.10 Staffing

3.11 Vehicles and Transportation

3.12 Program Integrity/Fraud Prevention

3.13 The Emergency Food Assistance Program (TEFAP)

3.14 The Disaster Supplemental Nutrition Assistance Program (DSNAP)

CHAPTER 4 DISASTER SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (DSNAP):

APPLICATION/ISSUANCE SITES

4.1 Factors in Choosing a Site for a Disaster Supplemental Nutrition Assistance Program (DSNAP) 31

4.2 Site Lay Out and Traffic Flow

4.3 Site Security

4.4 Equipping the Disaster Supplemental Nutrition Assistance Program (DSNAP) Application/Issuance Site

4.5 Human Comforts

4.6 Elderly and Disabled Provisions

4.7 Language Issues

4.8 Crowd Control

4.9 Staffing the Disaster Supplemental Nutrition Assistance Program (DSNAP) Application/Issuance Site 43

CHAPTER 5 DISASTER SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (DSNAP):

CERTIFICATION PROCESS

5.1 Training

5.2 Comparing the Disaster Supplemental Nutrition Assistance Program (DSNAP) and the Supplemental Nutrition Assistance Program (SNAP)

5.3 Disaster Supplemental Nutrition Assistance Program (DSNAP) Certification Process

5.4 Disaster Supplemental Nutrition Assistance Program (DSNAP) Eligibility Criteria

5.5 Disaster Supplemental Nutrition Assistance Program (DSNAP) Verification

5.6 Disaster Supplemental Nutrition Assistance Program (DSNAP) Income and Resource Tests 52

5.7 Disaster Supplemental Nutrition Assistance Program (DSNAP) Benefit Calculation

5.8 Transitioning to the Regular Supplemental Nutrition Assistance Program (SNAP)

5.9 Disaster Supplemental Nutrition Assistance Program (DSNAP) Federal Reporting Requirements 55

CHAPTER 6 DISASTER SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (DSNAP): ISSUANCE/

EBT

6.1 Disaster Services Processes

6.2 DSNAP Benefit Issuance

6.3 Disaster Supplemental Nutrition Assistance Program (DSNAP)

6.4 EBT Card Needs Assessment and Delivery

6.5 EBT Card Security and Control

6.6 Reconciliation/Security and Control Procedures-EBT Issuance

6.7 Disaster Site Reporting

6.7.1 SCEBT Office daily reconciliation data:

6.7.2 Disaster Site daily reconciliation data:

6.8 State Responsibilities Regarding Food Retailer Availability

6.9 POS Operations and Manual Sales Drafts

6.10 Responsibilities of the SCEBT Office Regarding County Office Operations

6.10.1 Operations Capability in Disaster Counties

6.10.2 Advising Counties Regarding Retailer Availability

6.11 JP Morgan Disaster Support Services Overview

6.11.1 Systems Support

6.11.2 Disaster EBT Card Production - JPMorgan

6.11.3 Batch File Transmissions

6.11.4 Disaster Benefit Expungement

6.11.5 Disaster Benefit Types

6.11.6 Customer Services and Reporting

6.12 State Emergency Disaster System (SEDS)

6.12.1 Card Receipt by SCEBT

6.12.1.1 Batch Confirmation

6.12.1.2 Batch/Card Reconciliation

6.12.1.3 Batch Audit

6.12.1.4 Batch Status – State Received

6.12.1.5 Batch Assignment

6.12.1.6 Site Inventory Balance

6.12.2 Batch/Card Destruction

6.12.3 SITE SUPERVISOR Tab for CARD INVENTORY

6.13 Reporting and Reconciliation

6.13.1 The DASHBOARD Tab

6.13.2 Disaster Assets Reports

6.13.2.1 EBT Batch Assignment Log Report

6.13.2.2 EBT Batch By County Report

6.13.2.3 EBT Batch Disaster Report

6.13.2.4 Disaster Daily Reports

6.13.2.5 EBT Batch Listing Report

6.14 Disaster Card Reconciliation

6.14.1 EBT SITE SUPERVISOR Tab

6.14.1.1 Card Issuers Security

6.14.1.2 Box/Batch Confirmation

6.14.1.3 Batch Assignment

6.14.1.4 Card Destruction

6.14.1.5 Batch/Card Status

6.14.2 The EBT ADMIN Tab – Card Inventory Sub-Tab

6.14.2.1 Box/Batch Confirmation

6.14.2.2 Batch Audit

6.14.2.3 Batch Assignment

6.14.2.4 Batch/Card Reconciliation

6.14.2.5 Batch/Card Destruction

CHAPTER 7 POST DISASTER SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (DSNAP)

FOLLOW-UP

7.1 Closing-out the Application/Issuance Site

7.2 Returning to the Regular SNAP

7.3 Reports

7.4 Restored Benefits

7.5 Fair Hearings

7.6 Post-disaster Disaster Supplemental Nutrition Assistance Program (DSNAP) Certification Review 97

7.7 Post-disaster Disaster Supplemental Nutrition Assistance Program (DSNAP) Application of DSS Employees

7.8 Post-disaster Disaster Supplemental Nutrition Assistance Program (DSNAP) Households who received

DSNAP Benefits

7.9 Post-disaster Review Report

CHAPTER 8 GLOSSARY

APPENDIX I: DSNAP MANUAL REVISIONS

Chapter 1 Introduction

This manual is designed to serve as a tool to help DSS tailor its Disaster Supplemental

Nutrition Assistance Program (DSNAP) response to:

1. The nature of the disaster and the scope of the damage and

2. Its unique geographic, economic, political and demographic circumstances.

This manual has been organized into three major parts to assist in the implementation of a

DSNAP with the corresponding subsections:

I. Federal Government Response in a Disaster

II. State Government Response in a Disaster

III. South Carolina Department of Social Services (DSS) Response in a Disaster

Pre-Disaster Planning

Disaster Response

Application/Issuance Site

Certification Process

EBT Issuance

Post-Disaster Follow-up

Glossary

DSNAP Tool Kit

To use the manual effectively and make it a more useful tool:

1. Review the entire manual to become familiar with its substance, organization and format.

2. Use the manual in pre-disaster planning exercises and disaster training and

3. Utilize forms and charts in the DSNAP` Tool Kit in pre and post disaster activities.

1.1 Federal Government Response in a Disaster

Federal Emergency Management Agency (FEMA) Role

FEMA is charged with the overall management of federal response in a presidential declared disaster.

Chapter

United States Department of Agriculture (USDA) Role

USDA is the lead agency for Emergency Support Function (ESF)-11 Agriculture and

Natural Resources and Food and Nutrition Services (FNS) is the lead agency within

USDA for the nutrition assistance functions under ESF-11.

The FNS Disaster Task Force coordinates all ESF-11 nutrition assistance activities within

USDA and with FEMA, other support agencies, and State and local disaster officials.

Food and Nutrition Services (FNS) Role FNS provides food assistance in three ways:

Provides foods for shelters and other mass feeding sites.

Provides foods for distribution directly to households in need in certain limited circumstances.

Provides DSNAP benefits.

FNS supports the State’s efforts to provide DSNAP benefits by providing policy guidance, training, and technical assistance to state agencies as they can plan, implement, and assess their DSNAP activities. FNS provides approval for state DSNAP Plans and state applications to operate the DSNAP and uses the information provided in post-disaster reviews and assessments to improve DSNAP policy, training, and technical assistance.

The Robert T. Stafford Disaster Relief and Emergency Assistance Act provide the

Secretary of Agriculture with the authority to operate a DSNAP when affected areas have received a Presidential major disaster declaration and when commercial channels of food distribution are available. The Food Stamp Act provides the Secretary of Agriculture with the authority to establish temporary emergency standards of eligibility for households who are victims of a disaster that disrupts commercial channels of food distribution after those channels have been restored.

As the DSNAP provides an entire month’s benefits and is administratively challenging for states to deliver, FNS must target DSNAP resources to areas where they are most needed. Therefore, for the vast majority of disasters, the FNS has elected to approve the operation of the DSNAP under Stafford Act authority when affected areas have received a Presidential declaration for individual assistance. This is because project areas that have Presidential declaration of individual assistance clearly contain an appreciable number of households in need of personal assistance and are much more likely to require intensive food aid than areas without such a declaration.

Should an extraordinary situation arise that does not receive a Presidential declaration for individual assistance, yet merits some nutrition response beyond the regular program, FNS can consider use of the Food and Nutrition Act authority, but only after consulting with officials empowered to exercise the authority of the Stafford Act.

Other Support Assistance

There are 7 support agencies to assist USDA in fulfilling the ESF-11 function of providing, storing and transporting food to disaster areas. Most of these functions will not be relevant to the DSNAP. However, when operating a DSNAP, other Federal agencies may be needed to help carry out non-food related functions (e.g., to build DSNAP facilities, provide potable water, etc.). A list of the most common non-food related needs and the agencies that can assist are listed below.

Federal Agency Emergency Support Functions

Agency Responsibilities

Department of

Defense (DOD) Assess the availability of DOD food supplies and storage facilities for dry, chilled, and frozen food, and arrange for their delivery and distribution.

Assess the availability of DOD transportation or material handling equipment and personnel. Note: this obligation is limited to the posts, camps, and stations within or adjacent to the disaster area.

Department of

Health and Human

Services (DHHS)

Determine which foods are fit for human consumption and identify potential problems of contaminated foods.

Provide health education concerning food preparation and storage.

Department of

Transportation

(DOT)

Assess the availability of all modes of transportation that are equipped to keep food cold or frozen.

Coordinate with the General Services Administration to arrange for transportation of emergency food supplies into and within the designated area.

American Red

Cross Identify and assess the requirements for food and distribution services for the critical emergency phase and for longer term needs after the emergency phase is over.

Coordinate the food distribution efforts of other volunteer organizations.

Department of

Homeland

Security (DHS)

Coordinate the recovery and restoration of critical infrastructure including the allocation and prioritization of resources and demographic data about the disaster area.

Provide consolidated information on State, local, and private sources of food to help determine the types and quantities of foods FNS must provide.

Environmental

Protection Agency

(EPA)

Provide technical assistance in determining the suitability of food and water for human consumption.

Identify potential hazardous materials impact on the food supply.

Salvation Army Identify and assess the requirements for food and distribution services for the critical emergency phase and for longer term needs after the emergency phase is over.

Other Federal Assistance The following table identifies some sources of federal assistance that do not relate directly to the ESF-11 objectives of obtaining, transporting and distributing food.

Other Federal Assistance

Agency Responsibilities

Army Corps of

Engineers

Public works and engineering (ESF-3) includes:

Providing potable water

Structural inspection for damage assessment

Forest Service Fighting fires (ESF-4)

FS can provide FNS with supplies including: tents, trailers, portable buildings, ropes, etc.

FS can provide staff to assist as appropriate.

Department of

Homeland Security

(DHS)

Providing technical services (ESF-5) such as:

Aerial reconnaissance

Meteorology and seismology

Structural engineering

Flooding and dam safety

Law enforcement issues

GSA Resource support (ESF-7), including emergency provision of office space, equipment and supplies

Department of

Energy

Provision of emergency power and fuel to support immediate disaster response functions (ESF-12)

National Guard Transporting or guarding electronic benefits transfer (EBT) cards

Crowd control or other application site security

1.2 State Government Response in a Disaster

When a disaster is imminent/occurs, state and local entities are called into action. The state government initial response to a disaster requires close coordination and communication among the following agencies:

1.3 South Carolina Department of Social Services (DSS) Response in a Disaster

The primary responsibility for providing emergency food assistance in the State rests with the

South Carolina Department of Social Services. SCDSS must design its own DSNAP Plan, evaluate the need for a DSNAP or another feeding program should a disaster strike, submit to

FNS a detailed request to operate a DSNAP, effectively implement the DSNAP, perform post-disaster reviews, and report their findings to FNS. If a determination is made that The

Emergency Food Assistance Program (TEFAP) and/or a DSNAP may be warranted, the following DSS areas are called into action:

State Agency Emergency Support Functions

Agency Responsibilities

Office of the

Governor

The Office of the Governor issues the Executive Order for a declared disaster and communicates to other state agencies the appropriate action to be taken by these agencies.

State Emergency

Preparedness

Division (EPD)

EPD coordinates all activities relating to a disaster and communicates to other agencies involved on actions to be taken throughout the disaster response.

Department of

Social Services

(DSS)

DSS is responsible for emergency social services and administers federal disaster recovery programs when authorized.

South Carolina

National Guard

(SCNG)

SCNG transports or guards SNAP Electronic Benefits Transfer (EBT) cards within the disaster area. SCNG assists with crowd control or other application site security.

State Law

Enforcement

Division (SLED)

SLED assists local law enforcement agencies with security and crowd control.

Department of

Education, County

School System

Department of Education, County School Systems, manages the requisitioning of USDA food under the particular programs which they administer.

South Carolina Department of Social Services (DSS) Emergency Support

Functions

DSS Area Responsibilities

Human Resource

Management

Coordinates with the Deputy State Director of Economic Services regarding temporary staff assignments in affected areas.

Support Services Is responsible for the provision of supplies and equipment when a disaster is declared.

Vehicle

Management

Coordinates vehicles and transportation.

Information

Systems

Is responsible for:

1. System support

2. Communication

3. System contingencies

4. Terminals, laptops, etc.

Data entry resources, if necessary.

EBT Unit Is responsible for issuance in a DSNAP to include:

1. Assessment of EBT online capability of all retailers in the affected area and

2. Determination of the operability of EBT equipment in affected county offices.

Division of Audits Is responsible for accountability and post-disaster activities

Office of

Economic

Services

Upon a major disaster declaration by the President of the United States, is responsible for:

1. The distribution of food commodities for congregate feeding or for household distribution and/or

2. The authorization and implementation of a DSNAP.

The Division of

Investigation

(DOI)

Is responsible for post-disaster activities and monitoring employee disaster applications.

South Carolina Department of Social Services (DSS) Emergency Support

Functions

DSS Area Responsibilities

Constituent

Services and

Media Relations

Is responsible for media coordination.

Affected County

Offices

The County Director of a disaster affected county will coordinate all activities relating to disaster response within his/her county, to include shelter operations and disaster relief programs DSS is assigned to administer.

South Carolina Department of Social Services

State Disaster Contacts

Name Phone Number

Position Agency

Amber Gillum (803) 898-1309 Acting State

Director

SCDSS

Karama Bailey (803) 898-7474 Acting State

Deputy Director of Economic

Services and

Division Director of County

Operations

SCDSS

Sele Aligibe (803) 898-7618 Director of

Disaster Relief

SCDSS

Larry Young (803) 898-7396 Division Director of Employment

Services

SCDSS

Robin Verenes (803) 898-7510 Division Director of Administrative

Services

SCDSS

Gwendolyn Prioleau (803) 898-7104 Director of

EBT/Food

Services

SCDSS

Stacey Richardson (803) 898-0973 ESF-11

Coordinator

SCDSS

Darise Graham (803) 898-8193 SNAP

Policy Director

SCDSS

Dana Outlaw (803) 898-9473

DSNAP

Coordinator

SCDSS

Kaci Herrington-Garrett (803) 898-0086 DSNAP

Coordinator

SCDSS

Colleen Donovan (803) 898-0744 WIC Director SCDHEC

Todd A. Bedenbaugh (803) 734-8205 Special Nutrition

Program Director

SCDOE

Ben Madden (803) 734-8209 ESF-11 NSLP SCDOE

Lorraine Wells (803) 734-0897 ESF-11 NSLP SCDOE

Leon Williams (803)734-9199 Child Nutrition

Program

SCDOE

South Carolina Department of Social Services

County Office Disaster Contacts

County County Director

FS Supervisor or

Emergency Food

Assistance Coordinator

Phone Number

Abbeville Merry Eve G. Poole Montee Gary (864) 459-5481

Aiken Christine Wright Carolina James (803) 649-1111

Allendale Donella Robinson Tara Williams (803 584-7048

EXT. 226

Anderson Glenn Farrow Shea Marsden (864) 260-4100

Bamberg Anita J. Butler Terrance McMillan (803) 245-4361

Barnwell Ethel Milhouse Cynthia S Williams (803) 541-1200

Beaufort Julie Schneider Benjamin Gillens (843) 470-4618

Berkeley Enid Jenkins Samone Johnson (843) 719-1085

Calhoun Michelle Brewton Clayann Fields (803) 874-3384

Charleston Lois Richter Latoya Gadson White (843) 297-0541

Cherokee David Drennan Elizabeth Tisdale (864)487-2704

Chester Georgette Boulware, Int. Carolyn Boyd (803) 377-8131

Chesterfield Ralph Laney Johnny Magnum (843) 623-5327

Clarendon Robin “Holly” Layton Dawn Still (803) 435-4303

Colleton Audrey Brown Carrie Myers (843) 584-4030

Darlington Ronald Krein Barbara Hardwicke (843) 332-2231

Dillon Karen English Ressie Jones (843) 774-8284

Dorchester Tim Nix Johana Cadiz (843) 821-0444

Edgefield Moronda Talley Sharon Holloway (803) 637-4040

Fairfield James Nichols Runace Byrd (803) 635-5502

Florence Debra Donahue Lowell Manning (843) 669-3354

Georgetown Robin Poston Robin Poston (843) 546-5134

Greenville Keith Frazier Andrena Rice (864)467-7889

Greenwood Sabrina Miller Janice Norman (864) 229-5258

Hampton Bridget Gray Peeples Alice Wright (803) 943-3641

County County Director

FS Supervisor or

Emergency Food

Assistance Coordinator

Phone Number

Horry Wanda Squires Debbie Franklin (843) 915-4729

Jasper Rochelle Priester Priscilla Drake Jenkins (843) 726-7753

Kershaw Jeanne Bass-Hanna Betty Stewart (803) 432-7676

Lancaster Janice Chapman Dianne Williams (803) 286-6914

Laurens Byron Dendy Lisa Bell (864) 833-0100

Lee Julie Tice-Atkinson Barbara D McCray (803) 484-5376

Lexington Greg Frohnappel Cheryl Shorter (803) 785-7333

McCormick Robbie W. Seigler Shirley Walker (864) 465-2140

Marion Orbee Friday Sherrie Richardson (843) 423-4623

Marlboro Sylvester Woods Janise Jones &

Ethelyne Simmons

(843)479-7181

Newberry Kenneth McBride Joe Harris (803)321-2155

Oconee Tammy Allen Laura Mathis (864) 638-4400

Orangeburg Carolyn Sherman Yolanda Thomas Irons (803) 531-1748

Pickens Nikita Harrison Pam Rampay (864) 898-5269

Richland Reese Palmer Kim Baker (803) 714-7300

Saluda Becky McDowell Jane Knight (864) 445-8151

Spartanburg Katie Brophy Donna Anderson (864) 596-3001

Sumter Maggie McDonald Maggie McDonald (803) 773-5531

EXT. 300

Union Jim Nichols, Int. Susan Gregory (864) 429-1660

Williamsburg Barbara Parrott Gale Rich (843) 355-5411

York Yvonne Stewart Annette Killian (803) 909-7446

Chapter 2 Pre-Disaster

Planning for a Disaster

Supplemental Nutrition

Assistance Program (DSNAP)

Although it is impossible to be completely prepared for disasters, as the State cannot predict the timing or extent of damage for a given disaster, DSS can take actions that lead to the best possible level of disaster preparedness. This chapter will outline some pre-planning exercises to increase disaster preparedness.

2.1 Office of Economic Services

To ensure a timely and appropriate disaster response, the Office of Economic Services will organize staff assignments, including personnel to man emergency phone lines with division staff, provide training on the implementation of TEFAP and/or DSNAP and provide technical assistance on site at TEFAP and/or DSNAP sites. FA will develop and review state TEFAP and DSNAP plans of operation, submit a state plan of operation for a DSNAP to FNS for approval and ensure adequate forms are available to operate TEFAP and or DSNAP.

2.2 County Office Activities

Each county director will coordinate disaster response within his/her county. The following actions will be ongoing activities in county offices to ensure preparedness in the event of a disaster:

Designate a staff member to be the Emergency Food Assistance Coordinator (EFAC) and identify other key staff members to assume lead responsibilities in disaster response activities. These designees should be trained in the implementation of

TEFAP and DSNAP.

Develop a staffing plan to identify county staff who will work in shelter operations and other disaster relief programs (TEFAP and DSNAP).

Select an alternate site for distribution of TEFAP and/or DSNAP in the event that local county office facilities are not adequate or are not available. This alternate site must be secure for the operation of TEFAP and/or DSNAP.

Appoint a member of county management staff to be responsible for all DSNAP applications filed by DSS employees. All documents used to determine eligibility for these employees must be maintained in a secure area by the County Director or his/her designee and

Assure that an adequate supply of equipment and office items can be made readily available in the event of a disaster.

2.3 Emergency Food Assistance Coordinator (EFAC) Duties

The EFAC in each county will have the following pre-disaster planning responsibilities:

Coordinate with the DSS Director of Disaster Relief on the process to be used to provide data for damage assessment, securing disaster approval, and requesting emergency food assistance services.

Develop the county plan for the implementation of the DSNAP and

Identify staff members to be assigned lead responsibility for logistics, crowd control, DSNAP certification, DSNAP issuance, DSNAP program integrity.

2.4 Staffing Planning

To the extent possible, each county office will identify, in advance of a disaster, the staff it will need to operate a DSNAP. Offices should plan not only for the staff needed at DSNAP sites, but also for increased staffing at all work areas that support the DSNAP offsite. County offices should anticipate that staff residing in areas affected by the disaster will need time away to prepare for or recover from the disaster, so not all local staff will be available to contribute to the DSNAP. In cases where inadequate local staff is available to staff DSNAP sites, county offices will request from the SCDSS Director of Disaster Relief the temporary transferring of staff from unaffected areas of their State.

County offices, should consider staff comforts and, if possible, staff should be provided with private break rooms and separate bathroom facilities. It may also be necessary and appropriate to provide meals, drinking water, and insect repellent for staff. In past disasters, staff meals have been:

Provided by the Red Cross as part of canteen service at site.

Bag lunches prepared and delivered by community or church groups.

Pre-packaged military meals (MRE's) purchased by site manager.

Meals provided by contracted service providers.

Brought by staff and kept in designated coolers or refrigerators.

Chapter 3 Disaster Response for a Disaster Supplemental

Nutrition Assistance Program

(DSNAP)

Under the Disaster Relief and Emergency Assistance Amendments of 1988, the President of the United States may declare a "major disaster" when requested to do so by the Governor.

The Secretary of the USDA is authorized to make an independent evaluation following a presidential declared "major disaster" when requested to do so by the Governor to determine if there should be an authorization to implement a DSNAP.

3.1 Lines of Authority

The State Director must establish clear lines of authority that delineate who can speak to the press, draft and clear press releases, and handle other aspects of public relations at command centers and application/ issuance sites. Make sure all staff is aware of the lines of authority and who can speak to the press.

3.2 Executive Management

Immediately following a disaster, the executive management staff will begin to assess the damage and to evaluate response options and strategies. A major element of the disaster response is to determine whether the DSNAP should be implemented and to develop the

State’s request to USDA-FNS to implement a DSNAP.

3.3 Director of Disaster Relief

To coordinate emergency food assistance disaster activities, the Director of Disaster Relief will be the central point of contact for all DSS offices to provide information regarding damage assessments, to request supplies, assistance, etc.

The Director of Disaster Relief will be the central point of contact to provide information to county DSS offices regarding disaster assistance activities such as regular SNAP replacements, TEFAP, and the implementation of a DSNAP.

3.4 Office of Economic Services

The Office of Economic Services will:

Have staff available within 24 hours to coordinate with affected counties through the

Director of Disaster Relief

Review the DSNAP State Plan of Operation and

Submit the State’s official request to implement a DSNAP to USDA-FNS for approval.

3.5 County Office Response

County staff will report to their regular duty stations if not otherwise given special assignments. Staff will be briefed by the County Director (his/her designee) or the EFAC on their roles and responsibilities in the DSNAP process. The EFAC in a county affected by a disaster has the following responsibilities:

Obtain damage estimates from reliable entities.

Report to the Director of Disaster Relief within 24 hours following a disaster to give a limited damage assessment to be included in the request by the Office of Economic

Services for a DSNAP.

Evaluate if TEFAP distribution is needed prior to the implementation of a DSNAP.

Request TEFAP distribution or DSNAP through the Director of Disaster Relief.

Request any equipment or supplies needed through the Director of Disaster Relief.

Discuss with the Director of Disaster Relief the pre-determined need for the maximum number of additional staff upfront to implement TEFAP or the DSNAP in order to minimize the need to train staff during disaster activities.

Implement the pre-arranged staffing assignments as needed.

Make arrangements with local hotels for lodging for additional staff from other counties if appropriate and

Make arrangements to have lunch provided on site for employees during disaster benefit issuance.

NOTE: Communications between the County and the Director of

Disaster Relief is essential to ensure adequate service delivery.

3.6 Damage Assessment

A comprehensive, in-depth assessment of a disaster situation is critical to determining the appropriate response necessary. The damage assessment provides the basis of development of a DSNAP plan of operation. The Director of Disaster Relief will collect and compile damage assessments from the State EPD, FEMA, DSS county offices, American Red Cross and the

Salvation Army. Damage assessments to support a request for the DSNAP will be limited to the effect of the disaster on populated areas. The Damage Assessment Teams(s) will conduct a comprehensive damage assessment. The Director of Disaster Relief will rely on regional and state officials and agency staff who are familiar with the geographical area, or have experience with disasters or damage assessment. USDA-FNS field office personnel and DSS county office employee are an excellent resource at this stage because they are often the first at the scene and familiar with the locale. Damage assessment data will determine:

The geological boundaries of the affected populated areas;

The effect upon commercial channels of food; and

An estimate of the total households affected.

3.7 South Carolina Emergency Disaster System (SEDS)

South Carolina has internally developed a computer program for the implementation of a

DSNAP. This is the State Emergency Disaster System (SEDS). For disaster response, SEDS provides the State Agency with information to determine whether the DSNAP should be implemented and to develop the State’s request to USDA-FNS to implement a DSNAP.

Information on the status of a disaster and factors affecting the response to the disaster continues to be produced and available through this system during the disaster response period. SEDS screens for disaster planning and monitoring can be viewed in the attachment to this volume titled SEDS: State Emergency Disaster System. Information available through these screens includes:

County Map and information: latitude, longitude, time zone, elevation, population, average income, total number of households, average size of households.

Most current NOAA satellite images.

Worldwide earthquake data (from the past 24 hours) updated every 30 minutes.

Current South Carolina weather warnings by county.

State power outage map.

Links to disaster related web sites such as Dept. of Transportation evacuation routes data, Dept. of Public Safety evacuation information, FEMA, National Flood Insurance

Program, etc.

3.8 Notifying the Public

Experience with disasters has taught that it is essential to take a proactive approach to public information and outreach from the start of the disaster response. Planning ahead is critical. Constituent Services and Media Relations in the Office of General Counsel will:

Public Information and Outreach Actions

Action When

Arrange with FEMA to have initial press releases given "priority use" in official FEMA statements.

Immediately

Issue press release(s) with:

DSNAP eligibility and verification requirements

Civil and criminal penalties for fraud

Proper use of SNAP benefits

Non-discrimination statement.

Any time after it is clear that DSNAP will be operated

Contact advocate community groups to enlist their support with outreach As soon as possible

Issue press release(s) with:

Location and operating hours of application/issuance sites

Special provisions (e.g. approved waivers)

Instructions for on-going participants and "special needs" applicants fraud control measures

Any time after these details are determined

Set up news conferences to make major announcements. As appropriate

When it is determined that a DSNAP will be implemented, a press release will be issued by Constituent Services and Media Relations to include:

1. Location and operating hours of application/issuance sites;

2. Special provisions (i.e., approved waivers);

3. Instructions for ongoing participants and "special needs" applicants;

4. DSNAP eligibility and verification requirements;

5. Fraud control measures and civil and criminal penalties for fraud;

6. Proper use of SNAP benefits; and

7. Non-discrimination statement.

The SC EBT Office will:

Constituent Services and Media Relations in the Office of General Counsel will also provide DSNAP information to the DSS Website and to the Healthyhelpings.org website.

Although potential clients living in disaster areas might have limited access to the web, experience has shown that their friends and family outside of the disaster area will seek information on their behalf and provide it to them by telephone.

County Offices should make special efforts to contact segments of the community that may not be able to be reached through the mainstream media. The Agency has set up a

TTY/TDD service to answer questions from deaf or hard-of-hearing populations and will arrange with television stations to provide close-captioned public service announcements regarding disaster aid and the DFSP that will publicize the TTY/TDD number during the announcements.

The table below contains ideas on how to reach some of the special segments of the community:

Public Information and Outreach Actions

Action When

Contact retailers with information to post to their stores regarding:

whether temporary IDs will be issued or required any relevant waivers (e.g. hot food waiver) the estimated number of new SNAP clients

DSNAP sites, hours, etc.

Immediately

3.9 Supplies and Equipment

Support Services is responsible for the provision of supplies and equipment during a disaster.

Requests for emergency supplies or equipment to implement a DSNAP should be made through the Director of Disaster Relief using the following procedures:

Send all emergency supply and equipment requests to the Director of Disaster Relief as soon as possible

Make each request with the appropriate requisition forms; DSS-569, Requisition for

Forms, Publications, or Supplies DSS -1402, Purchasing Requisition

Mark each request "Emergency" and indicate the proper cost center.

Note: A separate PCA/Index Code will be established by the Deputy

State Director of Economic Services as soon as possible to maintain a special account.

Potential Community Outreach Partners

Community Suggestions for Contact Local Contacts

Rural/agricultural Community churches

Agriculture/extension offices

Local papers/radio/TV stations

Community partner’s websites

Elderly & Disabled Advocate groups (e.g. AARP)

Retirement/health care facilities

Post materials in banks, stores

Local papers/radio/TV stations

Deaf and Hearing Impaired Advocate groups

Colleges/universities for the deaf

Targeted publications

Local papers and TV stations

Non-English Speaking Advocate/community groups

Local churches

Language-specific papers/radio/TV

3.10 Staffing

The decision to temporarily halt nonessential functions in order to release staff for temporary assignments in affected areas will be jointly made the executive management staff with the State Director's concurrence. State and county offices of unaffected counties will be required to temporarily assign employees as needed to assist disaster affected county offices that exhaust their employee resources in disaster operations.

These temporary assignments will be coordinated by The Deputy State Director of

Economic Services and Human Resource Management.

The State Director may direct that temporary staff be employed to assist in meeting extraordinary demands for manpower in a disaster situation. Temporary assignments to assist in disaster affected counties will be made from surrounding unaffected counties within commuting distance, unaffected counties around the state, and/or State office.

The following three categories of temporary employees are possibilities:

Regular: Persons individually contacted by agency officials (e.g., appointing authorities, etc.) to work on a temporary hourly wage basis for a specific time period

Employment Agency: Persons provided by private employment agencies (e.g., Kelly, Manpower or Roper Temporary Services, etc.)

Federally Funded: Persons hired using federal funds made available due to the emergency.

The appointing authority may employ temporary staff as needed and as supported by their budget. The requesting official or designee hires the individual to fill the temporary position, completes all required personnel forms and completes DSS-1855, Hourly

Employee Time Sheet.

The appointing authority places the order for employees using the Temporary State

Employment Contract to include the following:

Job title

Qualifications

Work to be done

Where to report

Working hours

Length of employment.

The requesting official or designee must review and approve time reports completed by temporary employees. The employment agency determines reporting requirements and forms to be used.

If disaster areas have a shortage of motel room accommodations, the Office of Economic

Services will make efforts to coordinate staff from unaffected counties with relatives in the affected areas for temporary assignment. Others will be called upon as the disaster county notifies the Office of Economic Services of motel rooms that have become available.

3.11 Vehicles and Transportation

In the event of a declared disaster requiring the delivery of TEFAP and/or DSNAP, Vehicle Management staff will have the following responsibilities:

Provide and procure necessary vehicles to provide delivery to designated disaster areas.

Provide vehicles to state office staff traveling to designated disaster area and

Obtain law enforcement escort assistance as necessary

NOTE: County staff being sent to assist a county with implementation of a DSNAP will use vehicles from the sending county and designate expenses to a specific disaster Index Code/PCA.

Vehicle Management will be responsible for obtaining vehicles from all state office pool vehicles and non-state vehicles (vans and tractor trailers) in accordance with established

State Fleet Management and Procurement procedures. When using a state vehicle, the traveler will be responsible for reviewing and complying with the regulations as with regular travel. These rules are found in each vehicle. Any problems with the vehicle are to be reported to Vehicle Management staff immediately.

3.12 Program Integrity/Fraud Prevention

DSS has developed strategies to prevent fraud and ensure program integrity from the start of the disaster response. Government agencies and the public will be supportive of disaster response efforts, but will still expect the State to operate a DSNAP responsibly.

DSS must find a balance between responding quickly to meet emergency food needs and encouraging the eligible public to participate in the program and protecting program integrity by ensuring that benefits only go to eligible participants and that these eligible participants receive the correct amount of benefits. A strategy to prevent fraud and ensure program integrity from the start of the program must be implemented. The more information applicants have about eligibility and verification requirements, the less likely they are to inadvertently provide erroneous information. Providing widespread information on fraud control measures will also reduce the number of intentional program violations.

The Division of Audits will be involved with the implementation of a DSNAP from the start of the disaster response to ensure that program integrity issues are addressed proactively. Working in partnership with Audits during all phases of the disaster response will also minimize the likelihood that problems will be addressed through audits.

The DSNAP staff will work with the Division of Investigation (DOI) and or county

Benefit Integrity staff from the start of the disaster response to ensure that program integrity issues are addressed proactively and, during all phases of the disaster response, to minimize the likelihood that problems will need to be addressed through audits.

All individuals applying for DSNAP benefits will have their application information entered into the State Emergency Disaster System (SEDS). The information will be matched by

Social Security Number (SSN) against regular SNAP participation in our mainframe eligibility system, CHIP, as well as within SEDS itself, to determine duplicate participation in either the SEDS or the regular SNAP for the same time period. If the SSN of the applicant, or any member of the household, has participated in the DSNAP or the regular SNAP for the same time period, SEDS will automatically deny the DSNAP application and no benefits will be issued for DSNAP.

If duplicate participation is found, SEDS will issue an error message that identifies the denial as a result of matching with CHIP or matching with SEDS. Any applications that are denied for duplicate participation will be investigated by Benefit Integrity Workers. These workers have super-user access within SEDS with override capability. When contact is made by the denied applicant household, if the duplicate participation match can be resolved, the Benefit

Integrity Worker will be able to override the denial in SEDS and authorize an appropriate

DSNAP benefit. SEDS screens for application entry can be viewed in the attachment to this volume entitled SEDS: State Emergency Disaster System.

Trained Benefit Integrity Workers will also be employed at the DSNAP site to man marked tables to which certification workers can refer clients without verification or with inconsistent information.

DSS will provide information to applicants by the use of posters along the waiting lines at the application/issuance sites, distribution of fliers and playing recorded messages

(both audio and visual) at sites (in appropriate languages). The more information applicants have about eligibility and verification requirements, the less likely they are to inadvertently provide erroneous information. This information will include:

Program requirements

Administrative, criminal, and civil penalties for fraud

Notice that anti-fraud measures are in place

Results of completed investigations and/or arrests for fraud

Any existing State hotline number, website, or email address for reporting applicant or recipient fraud

Information on what cannot be purchased with SNAP benefits.

SC EBT will communicate with retailers to let them know:

Whether temporary IDs will be issued or required

Of any relevant waivers (e.g., hot food waiver)

The estimated number of new food stamp clients

DSS, during the implementation of a DSNAP, will take special measures to prevent employee fraud. In order to adhere to regulations, DSS will:

Use separation of duties for certification and issuance.

Use special authorization procedures and/or locations for employees applying for disaster benefits. The DSNAP will use Benefit Integrity/Recipient Claims

Workers to take DSS employee DSNAP applications.

Conduct a Quality Control (QC) review of all employee applications. This policy will be publicized as part of DSNAP information.

Inventory office equipment/supplies and compare at close-out.

3.13 The Emergency Food Assistance Program (TEFAP)

Upon receipt of a major disaster declaration by the President of the United States or an

Executive Order by the Governor of South Carolina, the Office of Economic Services:

Collect data pertaining to need in areas affected by disaster;

If appropriate, forward request to FNS for approval to release food items for emergency use, documenting notification and/or request for food(s) and other pertinent information by completion of the DSS-3455, Disaster

Notification/Request Documentation Form;

Prepare request for and order food products;

Distribute food products to affected areas;

Monitor use of donated food products daily;

Provide reports as requested to FNS daily;

Assure all staff are aware of the unit plan and of any changes in the plan; and

Ensure that the Director of Disaster Relief is aware of all activities and/or changes which may occur.

Food provided for disaster distribution will be released only upon approval by the Office of Economic Services staff, after approval from FNS.

When food is requested for group feedings, each requesting agency must provide the following to the Director of Disaster Relief:

1. Description of the disaster situation, with the estimated number of people requiring meals;

2. Estimated time period involved in the distribution;

3. Quantity and types of foods needed; and

4. Number and locations of sites being used for the group feedings.

The agency must sign an Agreement of Understanding upon receipt of donated commodities.

Within 15 days following termination of disaster activities, approved institutions/organizations must provide a summary report of actual activities to the

Office of Economic Services. This report must contain the number of meals and individuals served, if group feeding; the number of households served by size if household distribution; and the amount of each food type left over at termination of disaster period.

During the disaster distribution activities, the Division of Family Assistance is responsible for assuring that donated foods are used only for authorized emergency food assistance and that disaster relief agencies maintain accurate and complete records concerning the receipt, disposal and inventory of foods for emergency assistance.

Within 30 days following termination of disaster activities, Family Assistance must provide a summary report to FNS, Regional Office, accounting for all food(s) utilized during disaster activities.

3.14 The Disaster Supplemental Nutrition Assistance Program (DSNAP)

The Robert T. Stafford Disaster Relief and Emergency Assistance Act provides the

Secretary of Agriculture with the authority to operate a DSNAP when affected areas have received a Presidential major disaster declaration and when commercial channels of food distribution are available. The Food Stamp Act provides the Secretary of

Agriculture with the authority to establish temporary emergency standards of eligibility for households who are victims of a disaster that disrupts commercial channels of food distribution after those channels have been restored.

As the DSNAP provides an entire month’s benefits and is administratively challenging for states to deliver, FNS must target DSNAP resources to areas where they are most needed. Therefore, for the vast majority of disasters, the FNS has elected to approve the operation of the DSNAP under Stafford Act authority when affected areas have received a Presidential declaration for individual assistance. This is because project areas that have Presidential declaration of individual assistance clearly contain an appreciable number of households in need of personal assistance and are much more likely to require intensive food aid than areas without such a declaration.

Should an extraordinary situation arise that does not receive a Presidential declaration for individual assistance, yet merits some nutrition response beyond the regular program, FNS can consider use of the Food and Nutrition Act authority, but only after consulting with officials empowered to exercise the authority of the Stafford Act.

DSS may request approval from USDA-FNS to implement a DSNAP or may request waivers to the regular SNAP that narrow the disaster application process.

Waivers can be granted based on the size and scale of the disaster and areas affected. For these reasons, specific disaster certification procedures will be established and issued at the time of each disaster. The DSNAP is a separate program from the regular SNAP.

The eligibility criteria are very different.

Workers must be trained to know the difference between the two programs to avoid confusion and errors during the application process.

The details of a DSNAP will vary with each disaster, but the basic principles and framework will apply to any disaster

Authorities to Operate DSNAP

Factor Required for

Food and

Nutrition Act?

Required for

Stafford Act?

Presidential declaration of "Major Disaster" No Yes

Commercial channels of food distribution disrupted

Yes No

Commercial channels of food distribution available

Yes Yes

Prior to a decision to enact the DSNAP, replacements for food destroyed as a result of the disaster may be authorized according to regular SNAP policy.

For details regarding a DSNAP see:

Chapter 4: Disaster Supplemental Nutrition Assistance Program (DSNAP):

Application/Issuance Sites

Chapter 5: Disaster Supplemental Nutrition Assistance Program (DSNAP):

Certification Process

Chapter 6: Disaster Supplemental Nutrition Assistance Program (DSNAP):

Issuance/EBT

FEMA will not provide funds for costs incurred for the sole purpose of administering the DSNAP (e.g., overtime for staff working solely on the DFSP). Administrative costs associated solely with the DSNAP are subject to the usual 50/50 cost share provisions.

However:

FEMA will pay for extra expenses incurred by FNS in performance of its ESF-11 mission assignment (e.g. overtime for Disaster Field Office staff).

FEMA may contribute funds for staff assigned to perform functions associated with both an ESF-11 mission assignment and the DSNAP (e.g., staff gathering information at DSNAP sites for use in FEMA-required reports).

If a DSNAP application site is at a location jointly staffed by FEMA, FEMA may provide directly for the cost of leasing the facility, human comfort items for those waiting in lines (e.g., portable toilets, tents), and other shared resources. Whether to co-locate Disaster Recovery Centers (DRC) and DSNAP sites should be coordinated early with FEMA, FNS and the State agency so that needs are identified and agreements made as to whether and to what extent FEMA will provide funding or other resources.

Chapter 4 Disaster Supplemental

Nutrition Assistance Program (DSNAP):

Application/Issuance Sites

4.1 Factors in Choosing a Site for a Disaster Supplemental Nutrition Assistance Program

DSNAP application/Issuance sites have been operated in schools, local welfare offices, stadiums, police stations, libraries, mobile vans, and out of rented trailers and tents.

Consult with police or other security personnel in developing the lay out and traffic flow within the site. In some national disasters, the lay out of the application site, including the location of portable toilets, has been at issue because of reports of threatened robberies or violence. To avoid problems and confusion, especially in large application sites, having and using portable radios, walkie-talkies, and cell phones is essential.

Depending on the local climate, facilities and the setup, the site manager should develop a severe weather plan. In some national disasters, large tents had to be evacuated during lightning storms and hundreds of applicants moved to safety.

County Offices should consider the factors in the…