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Local Agency Training – FMNP Benefits
2020 Farmers Market Nutrition Program (FMNP)
Washington State Department of Health | 2
Please note: Farmers Market policies and procedures for the 2020 market season are updated in Memo 2020-51 2020 Farmers Market Update and the 2020 FMNP FAQ sent to coordinators on May 12, 2020.
By completing this training, staff will:• Review the policy changes for issuing FMNP benefits • Review the policies and procedures in Volume 1, Chapter 8 –
WIC Farmers Market Nutrition Program• Learn about FMNP benefit procedures• Identify where to access notification materials, FMNP
materials, and FMNP resources for the 2020 season
Local Agency 2020 FMNP Training Objectives
CHECKS & CHECK PACKSFMNP BENEFIT EDUCATION
FMNP Benefits
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VOID
• Checks are ORANGE this year.• Checks = Benefits! FMNP benefits are still issued as checks. The
language changed to standardize the term benefit issuance.• Checks are still $4.00. Check packs have seven checks for a total of
$28.00 per pack.
FMNP Benefits – Checks and Check Packs
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• NEW! The maximum per eligible participant is $28 per year.
• NEW! Three packs are the maximum amount for a family with three or more eligible participants.
• Foster children are a household of one and must be issued their own pack and aren’t included in the family group.
• Infants can receive FMNP benefits only on or after their first birthday even if the breastfeeding participant had previously received FMNP benefits, not to exceed the maximum.
Issuing FMNP Benefits
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Who’s eligible?• Pregnant participants, including those presumed eligible. • Breastfeeding participants, including those past 6 months
postpartum who receive breastfeeding support without food benefits. • Staff must not issue FMNP benefits to a breastfeeding participant
on or after her child’s first birthday. • Non-breastfeeding postpartum participants. • Children ages one to five years of age, through the end of their
eligibility. • Infants before their first birthday aren’t eligible to participate in
FMNP. • Staff can issue FMNP benefits to eligible children on or after the
first birthday.
Eligibility for FMNP Benefits
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There isn’t sufficient FMNP funding for all eligible participants in Washington to receive benefits. Make all attempts to distribute FMNP benefits in a fair and equitable manner.
• With a limited amount of benefits for all participants, some agencies issue on a “first come first serve” basis, while others look at past year’s registers to identify which clients received benefits the prior season.
• Benefit allocations are based on approx. 30% of eligible caseload. This can be used to determine how many eligible participants receive benefits.
Distributing benefits at the markets:• Is allowed in 2020, as in past years.• Accessing Cascades is NOT allowed when using public or
unsecured WIFI.
Distribution of FMNP Benefits
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Determine if mailing is the most appropriate option for the participant or parent/guardian to receive FMNP benefits.
During a remote appointment:
• Confirm the mailing address and let them know the timeframe when to expect FMNP benefits to arrive in the mail.
• Share required benefits use information, including information that the checks can’t be replaced if lost or stolen.
• WIC FMNP Benefits Education is available electronically to review with participants or parent/guardians in English and Spanish.
• Complete the FMNP nutrition education second contact or schedule a fruit and vegetable second contact at a future appointment.
Mailing Benefits
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To mail benefits staff:• Write on the envelope “DO NOT FORWARD, RETURN TO
SENDER” and add the return address for your clinic. • Complete the FMNP check register with required participant
information and write “mailed” in the participant signature column.
• Document in the participant(s) file:• Who benefits were issued to, the amount issued, and if
the FMNP benefits were mailed.• The FMNP nutrition education contact, if completed.
Note: Address labels aren’t provided by the state WIC office.
Mailing Benefits
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• Begin issuing benefits June 1, 2020
• Notify state office of unused checks by Aug 1, 2020
• Issue all benefits by Sept 30, 2020
• Registers submitted to state office by Oct 15, 2020
• Document/shred unused benefits by Oct 15, 2020
• Participants must use benefits by Oct 31, 2020
FMNP 2020 Timeline for Benefit Issuance
SEPARATION OF DUTIES& OTHER NOTIFICATIONS
Preparing for the FMNP Season
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• The Local Agency must develop a written FMNP policy.
• Review the policies and procedures in Volume 1, Chapter 8 – WIC Farmers Market Nutrition Program.
• Follow WIC civil rights practices and issue FMNP benefits consistently and equitably.
• Ensure all staff involved in FMNP issuance complete the training for the current season.
Preparing for the FMNP Season
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All benefit issuance must comply with the Separation of Duties policy.
The separation of duties requirement applies to issuing FMNP benefits the same as it does to issuing WIC food benefits; as long as two different staff people assess and document income and risk eligibility, either can issue WIC and FMNP benefits.
• You may not issue FMNP benefits to yourself, family members, orfriends.
Separation of Duties and FMNP
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Other Notifications: • Participants and parent/guardian are notified about their right
to complain and the instructions on the complaint process. • A complaint form is located in Volume 1, Chapter 8 –
Farmers Market Nutrition Program. • The FMNP brochure has information for participants
about how to file a complaint. • NEW! A copy of the complaint form must be kept on file
for 4 years.
Participant Notifications
CHECK REGISTER PROCEDURES
Accountability
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The local agency must account for all packs of FMNP benefits and registers received from the WIC contracted banking information services provider.
• The State WIC Office allocates FMNP benefits based on agency caseload.
• Local agencies can transfer FMNP benefits from one clinic site to another clinic site within the agency.
• Agencies must get approval from the state staff before transferring any unused FMNP benefits to another WIC agency.
Accountability of FMNP Benefits
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Contact the state FMNP staff: • For approval before transferring undistributed FMNP benefits to a
different agency. Packs of FMNP benefits are assigned to the agency.
• If a participant returns benefits because they changed their mind and can’t use them. The state FMNP staff can help you if you want to reissue the benefits to another participant.
Accountability of FMNP Benefits
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Email scanned registers to [email protected]
If your agency can’t scan and email:Fax to 360-236-2345 orMail to Attn: FMNPDepartment of Health – Office of Nutrition ServicesPO Box 47886Olympia WA 98504
Submit completed FMNP register to the state WIC office as soon as all packs of FMNP benefits on that register are distributed.
Check Register Procedures
Washington State Department of Health | 19
Note: There isn’t an “I” category. Don’t write in “I” for children that are in the I category on or after their 1st
birthday. Circle C for all children 1 year and over who have an “I” category.
1. Each $28 check pack is pre-printed on the register.
2. Don’t modify the register header.3. Complete the register (using black ink
only) with the following information:• Date• Participant ID number• Circle the category of the
participant that corresponds to the ID number
• Staff initials• Leave Participants Signature blank,
unless checks are mailed
How to Complete Registers
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6/17 999138281 JG Mailed
6/22 999133966 HM6/25 999138123 HM
6/17 999138282
Mailed
A participant signature isn’t required on the register.
Staff must leave this area blank, unless the benefits are mailed.
If all benefits associated with the register page are mailed then staff may write “Mailed” at the top and draw an arrow to the bottom line.
If date and staff are the same, staff may draw an arrow through each column.
Sample Register
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Note: Agencies don’t have to issue benefits to participant at the clinic specified on the register. Benefits were issued at the agency level to allow agencies to distribute benefits more easily to any of their participants.
• The agency name and specific clinic site. Don’t white-out or scribble out the clinic site header.
• Registers include important tracking information. • LASL number is unique identifier for the bank.
Assure Records are Accurate, Readable, Complete
WHEN AN ERROR OCCURS
Check Register Errors
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If needed contact the state WIC office for help correcting mistakes on the check register.
When an error occurs – Participant ID
Don’t white-out or scribble out participant ID numbers. Instead, draw a single line through the mistake and write correct information next to it in the same cell. Initial the correction.
Don’t add rows in order to fix errors
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If needed contact the state WIC office for help correcting mistakes on the check register.
When an error occurs – Category
Don’t white-out or scribble out the category. Instead, cross out the error and circle the correct category. Initial the correction.
BENEFIT EDUCATION
Participant and Parent/Guardian
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• Benefits can only be used at authorized farmers markets or farm stores around the state.
• Look for the WIC and Senior FMNP Benefits Welcome Heresigns.
• Each check is worth $4 of fresh fruits, vegetables, and fresh cut herbs.
• Benefits are for locally grown produce only. “Locally” refers to produce grown in Washington or border counties of Oregon and Idaho.
BENEFITS EDUCATION
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WIC FMNP Benefit Education for participants or parent/guardians is available to view and share in English and Spanish.
• FMNP benefits may not be exchanged for cash, and no change or tokens are provided.
• The produce bought at the farmers market is not taxed.
• Lost or stolen FMNP benefits cannot be replaced.
• WIC Cards can’t be used at the market or at a farm store.
• FMNP benefits can’t be used at the grocery store.
USE OF BENEFITS EDUCATION
BROCHURES, ENVELOPES, MARKET & FARM STORE LISTS
Farmers Market Materials
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The brochure is updated for 2020!
Offer the brochure along with FMNP benefits:
• Order brochures in English and Spanish from myPRINT
• Print other languages from the WIC FMNP website
WIC & Senior Farmers Market Nutrition Program brochure
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• It’s recommended to provide the FMNP check packs with an envelope, so participants and parent/guardians have information about using their benefits.
• The new envelopes are being printed in English and Spanish. Order from myPRINT in late May.
• Provide an English envelope when the language the person needs isn’t available.
Envelopes are NEW! They’re the same size as a standard business #10 envelope (9.5 x 4.125) and are designed for holding the check packs, not to mail them.
WIC & Senior Farmers Market Envelope
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Use the WICShopper App or:
Use the FMNP website to print or show the list of approved farmers markets and farm stores with locations, days and hours of operation along with directions.
Find Authorized Farmers Markets and Farm Stores
FRUIT AND VEGETABLE CONTACTS DURING FMNP SEASON
Nutrition Education
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Staff must offer nutrition education about fresh fruits and vegetables to all FMNP participants. For participants who aren’t high risk:
• Staff can use the nutrition education about fruits and vegetables provided when the participant receives FMNP benefits as a second contact when the contact:
• Includes information about fresh fruits and vegetables beyond how to use FMNP benefits.
• Meets the requirements of a second contact, (i.e., includes the topic discussed, how the participant or caregiver feels about the topic, next steps or goals, and any additional supporting information).
• When staff provide the fruit and vegetable education in a virtual group session, document that education was in a group.
For participants that are high risk, the Registered Dietitian (RD) can offer information on fresh fruits and vegetables at the Registered Dietitian appointment. This counts as a second contact.
Nutrition Education for FMNP
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Staff talk with FMNP participants at their initial, second, or high risk nutrition education visit(s) about their intake of fresh fruits and vegetables. • Encourage participants to increase their daily servings of fresh
fruits and vegetables by buying and using foods from their local farmers market or farm store.
• Provide information about buying, using, and storing fresh fruits and vegetables when issuing FMNP benefits at least one time within the current FMNP season.
• Use the FMNP benefits to open a discussion about selecting, storing, preparing, and/or eating fresh fruits and vegetables.
Offer Fruit and Vegetable Contacts
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Document the fruit and vegetable nutrition education contact in the Care Plan.
When the fruit and vegetable education is completed in a group session, document that education was in a group. This counts as the second contact.
Refer to Staff Tools: Document FMNP Benefits for information on how to document in Cascades.
Nutrition education is a key part of offering participant centered services during farmers market season. It’s the opportunity to connect eating healthful, locally grown produce with life-long health behaviors.
Documenting Nutrition Education for FMNP
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Staff may offer FMNP nutrition education contacts by: • Telephone• Approved video platforms
• Remote contacts can include e-mailing links to nutrition handouts or websites to share supporting materials and information
Nutrition education materials discussed during remote services appointments may be mailed along with FMNP benefits.• It’s recommended to limit the nutrition education materials mailed
as hard copies to reduce mailing costs. Staff are encouraged to use an electronic handout when possible.
• Mailing a handout, without a nutrition education conversation, doesn’t count as a nutrition education contact.
Nutrition Education for Remote Services
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Several age specific nutrition education materials are available in electronic formats to reinforce and complement fruit and vegetable discussions with participants and parent/guardians.
• Visit - WIC Publications
Offering nutrition education handouts on fresh fruits and vegetables helps to reinforce information shared during the fruit and vegetable contact.
• Order from – myPRINT
Quality nutrition education using participant centered skills are one of the many ways Washington WIC staff inspire, inform, and support families in choosing healthful behaviors.
Nutrition Education Materials
OCTOBER 31 CLOSE-OUT
End of Season
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We hope you issue all your checks.FMNP benefits are like CASH and should be treated that way.Never shred checks before September 30th.
1. Shred all the unused checks.2. Draw a diagonal line on the
check register and write what you did with the checks (shredded) and the staff initials who shredded the checks.
3. This is the same process for partially completed check registers when the checks haven’t been used. The diagonal line covers the shredded check numbers.
Handling Unused Checks- After the Season
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• Submit completed FMNP Lost and Stolen Benefit Report to the state WIC office by October 15th of the current year.
• Find an updated FMNP Lost or Stolen Benefits Report in the Appendix of Volume 1, Chapter 8 – Farmers Market Nutrition Program.
Report Lost or Stolen Benefits
FMNP RESOURCES DOCUMENTING THIS TRAINING
Resources
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Please note: Check back often for the brochures and envelopes – they’re coming soon!
For questions about Farmers Market Nutrition Program (FMNP), email us at: [email protected]
For complaints about FMNP: email, fax, or mail the FMNP Complaint form located here: www.doh.wa.gov/YouandYourFamily/WIC/FarmersMarket/WICFMNP
CONTACT US
Order brochures, envelopes, & nutrition education materials from myPRINT:
DOH/WIC/FarmersMarket
ORDER MATERIALS
Find authorized farmers markets and farm stores on our website:
https://www.doh.wa.gov/YouandYourFamily/WIC/FarmersMarket/WICFMNP
Find Participant Benefit Education to share electronically or by remote services:
https://www.doh.wa.gov/YouandYourFamily/WIC/FarmersMarket/WICFMNP
WIC FMNP Website
Farmers Market Nutrition Program Resources
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This training isn’t in the LMS. Please keep your own records of staff who have completed this training.
Staff may use the Training Documentation form found here.
Please keep a record of staff who completed this training in your files. Include:• Staff(s) name• Staff(s) email• The date training was viewed• The clinic • Staff(s) role (optional)
Documenting this training
This institution is an equal opportunity provider.Washington WIC does not discriminate.
To request this document in another format, call 1-800-841-1410.
Deaf or hard of hearing customers, please call 711 (Washington Relay) or email [email protected].
DOH 960-200 May 2020
Washington State Department of Health is committed to providing customers with formsand publications in appropriate alternate formats. Requests can be made by calling
800-525-0127 or by email at [email protected]. TTY users dial 711.
