Current through Register Vol. 56, No. 18, September 16, 2024
FISCAL MANAGEMENT
SECTION A
Technical requirements and specifications
The Division of Family Development is responsible for
designing, implementing and monitoring fiscal management procedures which
ensure the security and control of NJ SNAP Electronic Benefits Transfer
(EBT).
The Office of Budget and Financial Management/NJ SNAP program
Fiscal Office operating requirements in Appendix A are unique to the State of
New Jersey NJ SNAP program fiscal administration. County Welfare Agencies
(CWAs) are encouraged to submit suggestions to improve this Appendix to:
Supervisor
NJ SNAP program Fiscal Office
Office of Budget and Financial Management
Division of Family Development--PO Box 716
Trenton, N.J. 08625
1.
Terms applicable to fiscal operations and their definitions are as follows:
(A) EBT: The system currently in use to
provide NJ SNAP benefits electronically to the NJ SNAP recipients.
(B) eFunds: The current contractor for
processing Electronic Benefits in New Jersey, eFunds Corporation.
(C) POS Terminals: The Point of Sale
terminals currently in use by retailers to process the NJ SNAP benefits cashed
by the NJ SNAP recipients.
(D) EBT
Administrative Terminal: The software application provided by eFunds and used
by CWAs to issue expedited NJ SNAP benefits online.
(E) EBT On-Line Microfiche Terminals: The
application provided by eFunds and used by CWAs and State NJ SNAP program staff
and other Offices to access various EBT reports provided by eFunds.
(F) Settlement: The amount of NJ SNAP
benefits that are processed during a merchant's preset Automated Clearing House
cut off time for a business day.
(G) FRB: The Federal Reserve Bank.
(H) AMA: Account Management Agent maintained
at the FRB for New Jersey. All daily NJ SNAP authorizations by the Family
Assistance Management Information System (FAMIS) are sent to AMA by
eFunds.
(I) ASAP: Automated
Standard Application for Payment maintained at the United States Treasury for
New Jersey. NJ SNAP funds are authorized in ASAP by AMA and withdrawn by eFunds
for the amount of benefits settled each day.
(J) Cutoff dates: The dates by which all
FAMIS A and B forms must be submitted to the Office of Information and
Technology (OIT) Data Center to be included in the current updating
operation.
(K) Master file: The
file maintained at the OIT Data Center which contains information relating to
all NPA/PA cases which are in active status in the computer system.
(L) Sort: Sequencing of information on
computer printouts by the computer program.
(M) Work record: The record maintained at the
OIT Data Center which contains information relating to the current month
issuance. All data that clears the various edit programs will become integrated
into the FAMIS Master File with the exception of replacement data.
2. Retention of fiscal records:
Retention rules for NJ SNAP program fiscal records at the CWA are divided into
two categories:
(A) Category I: Computer
operations source documents: FAMIS A and B source documents used for terminal
input are to be retained for a period of three months after terminal entry.
Copies of both are to be filed in the case record and must be retained in
accordance with the case record retention schedule.
(B) Category II: Computer printouts: All
originals of printout documents shall be retained for three years.
(C) Approval and destruction: Approval for
destruction of documents must be received from the Bureau of Archives and
History by completing Form ED-6. Actual destruction through incineration or
shredding is mandatory.
NOTE: Category II documents listed above shall not be destroyed
if the CWA has been instructed in writing by DFD (or the United States
Department of Agriculture/Food and Nutrition Service) to retain them.
(D) The State/CWAs are required to
complete form FNS-135, Affidavit of Return or Exchange of Food Coupons, when NJ
SNAP recipients repay their NJ SNAP claims using existing EBT NJ SNAP
benefits.
SECTION B
Data Processing Services
1. The computer generated documents provided
for CWA management of fiscal operations of the NJ SNAP program is as follows:
| CWA Action |
|---|
| Document | Title | Required | Source | Produced |
|---|
| Number |
|---|
| CI 909-01 | NJ SNAP | Yes | Form
A | The 10th of |
| Replacements | the month after |
| Issued | transaction month |
| FC 072-01 | NJ SNAP | No | Form
A | The 4th |
| Authorizations | working day prior |
| Issued (Monthly) | to month |
| CI 940-01 CI | NJ SNAP | No | Form
A | Daily |
| 940-02 FC | Authorizations |
| 072-03 | Issued (Daily) |
| FC 072-04 | NJ SNAP | No | Form
A | The 10th of |
| Authorizations | the month |
| Issued | following |
| (Cumulative | transaction month |
| Daily) | end |
| CI 900-01 | List of | No | Form
A | Daily |
| Transaction |
| Errors |
