Benefit Issuance

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Benefit Issuance

HuBERT Cross-Reference


MN WIC Program

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Keywords/Phrases
6 month, add/replace, beans, benefit, breastfeeding, categorically ineligible, child food package, definitions, early issuance, food package, formula, fully BF, infants turning one, last set, late issuance, LDTU, locked household, mark appts as kept, maximum, message, non-breastfeeding, partial packages, previous month, print, printed first date to use, prorated, questions to ask, redeemed, supplemental foods, terminated, void reason

Reminder – Manually Mark Appointments as Kept for Participants Not Issued Benefits

This is just a reminder that HuBERT automatically marks appointments as kept as long as benefits are issued on the same date as the appointment. For participants that are not issued benefits, such as fully breastfed infants less than 6 months old and some-breastfeeding women more than 6 months postpartum, you will need to remember to manually mark the appointments as kept.

Doing this ensures the accuracy of any reports that provide information on appointment no-shows. Getting into the habit of doing this will also ensure that when the reminder message component is added to the current Food Finder app, the reminder messages will display appropriately for those participants who choose to use this feature.

July 2016 HuBERT Hints #2

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Explaining Prorated Food Packages to Participants

When issuing benefits "late" to women and children, HuBERT prorates the food package, indicating a "three-quarters", "half" or "one-quarter" food package. However, only the amount of milk is reduced; the other food items are not. CPAs should specifically mention this to participants, informing them of the amount of milk they will receive, and that the amount of other food items is not less.

We suggest not using the terms "half" or "three-quarters" food package with participants since such terms are inaccurate and likely to be confusing. If you have questions, please contact your Nutrition Consultant.

March 2013 HuBERT Hints #3

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Purpose of "Valid benefits are still available…" Message that Displays before Certification

This pertains to the message "Valid benefits are still available for this participant through Issue Benefits. Would you like to abort the certification process?" that sometimes displays before starting a certification.

When a certification is first started, HuBERT assesses whether there are benefits that can still be auto-suggested in the Issue Benefits screen for the participant's current certification period. If there are, this message will display.

The message has two options:

  • Yes – abort the cert process (so that you can go to the Issue Benefits screen and issue benefits before starting the cert)
  • No – continue with the certification

This allows you to decide whether benefits should be issued before certifying. There are two different scenarios that have caused some confusion:

NOTE: For the following we will use 6-month certs for ease of examples.

Scenario #1: Participant Certified in Month Cert Ends and Hasn’t Received Benefits for Previous Month
  • CHILD's current certification began on: 8/26/12
  • Received benefits for August, Sept, Oct, Nov and Dec (for some reason, haven’t received January)
  • Cert End Date = 2/28/13
  • Cycle = 26th to 25th
  • Last Printed First Date to Use (PFDTU) = 12/26/12
  • Last Check Last Date to Use (LDTU) = 1/25/13
  • Recertifying participant on 2/7/13

Since the January benefits are the 6th set for the participant's current cert period and the participant is eligible to receive late issuance for January, the system is still able to auto-suggest this set in Issue Benefits and the message will display. If you click Yes on the message and go to Issue Benefits, the following set will be suggested:

  • <1/26/2013>2/7/2013-2/25/2013 Three Fourth

The PFDTU is in January and these benefits are counted for that month.

If you click No on the message, the system begins the cert process. When you open the Issue Benefits screen once the cert is completed, the system now suggests a syncing partial package for February and a full set for February, March and April; it will no longer auto-suggest late issuance for January once the cert is completed.

  • 2/7/2013-2/25/2013 Three Fourth
  • 2/26/2013-3/27/2013 Full
  • 3/26/2013-4/25/2013 Full
  • 4/26/2013-5/25/2013 Full

NOTE: Remember, this message displays regardless of whether the issuance would be considered a "late issuance"; it simply displays if benefits can still be auto-suggested by the system in the Issue Benefits screen.

Scenario #2: Participant Certified Month AFTER Cert Ends and Hasn't Received Benefits for Previous Month

  • CHILD's current certification began on: 8/26/12
  • Received benefits for August, Sept, Oct, Nov, Dec and Jan
  • Cert End Date = 2/28/13
  • Missed original appointment scheduled in February
  • Cycle = 26th to 25th
  • Last Printed First Date to Use (PFDTU) = 1/26/13
  • Last Check Last Date to Use (LDTU) = 2/25/13
  • Recertifying participant on 3/7/13

In this case, the participant has received all sets of benefits for their certification period. But, since they missed an appointment last month (February) they didn't receive benefits for that month (February) and they are still eligible to receive late issuance for the month their cert ended (February).

For children who are not turning 5 years old, the system will NOT auto-suggest the set with a PFDTU in the month their cert ends (for all other participants, who technically become categorically ineligible, the system will suggest this last set).

In this case, the system does not have any other benefits it can auto-suggest in the Issue Benefits screen and the message will NOT display. You need to remember to use Add Set to issue the February benefits.

NOTE: In Release 2.18, a prompt will display that allows you to choose whether to issue the late benefits once the cert has been completed.

February 2013 HuBERT Hints #2

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Able to Issue Formula Benefits to Infant Who Already Received Benefits for 6 Month Fully BF Food Package

This is a reminder that you are now able to issue benefits for formula to an infant who used to be fully-breastfeeding and had already received benefits with the 6-month supplemental foods on them.

Example: On 1/5/13, Fully-BF infant received benefits for March 2013 with supplemental foods. On 2/6/13, mom returns requesting supplemental formula (baby is now Mostly-BF); you void the March benefits with Fully-BF supplemental foods on them and update the food package as appropriate.

  • When benefits are voided, the system resets the last set's LDTU to the participant's last non-voided LDTU (LastCheckLDTU in the MEMBER table is set back to last non-voided issued set, if only voided benefits exist, the LastCheckLDTU is set to NULL)
  • System suggests benefits for February, March and April in the Issue Benefits screen

NOTE! Since benefits for February were never issued or voided, they will not display in the Replace screen. Benefits have to be issued via Issue Benefits.

February 2013 HuBERT Hints #1

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Using Issue Benefits Versus Add/Replace to Re-Issue Voided Benefits

When ALL future sets of benefits have been VOIDED, the system will automatically set the LastCheckLDTU in the MEMBER table back to the LDTU of the last issued set. This means you are now able to re-issue these benefits using Issue Benefits.

However, if you void a set of benefits and the participant still has a future set of benefits that have been issued, you must use the Replace function to re-issue the voided set of benefits.

Example #1: Using Issue Benefits to Re-Issue

  • Participant's cycle is the 5th to 4th – last set issued 12/5/12-1/4/13
  • Benefits issued for 1/5/13-2/4/13 (Jan), 2/5/13-3/6/13 (Feb) and 3/5/13-4/4/13 (March)
  • Benefits for all three months are voided
  • System sets LastCheckLDTU in MEMBER table back to LDTU of last issued set – 1/4/133
  • System auto-suggests 1/5/13-2/4/13 (Jan), 2/5/13-3/6/13 (Feb) and 3/5/13-4/4/13 (March) in the Issue Benefits screen

Example #2: Using Add/Replace Function to Re-Issue

  • Participant's cycle is the 5th to 4th – last set issued 12/5/12-1/4/13
  • Benefits issued for 1/5/13-2/4/13 (Jan), 2/5/13-3/6/13 (Feb) and 3/5/13-4/4/13 (March)
  • Benefits for February are voided
  • System doesn't change the LastCheckLDTU in MEMBER table; it maintains the LDTU of the last issued set, which in this example if for March (LDTU = 4/4/13)
  • Use Add/Replace to re-issue benefits for February

February 2013 HuBERT Hints #1

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System Won't Allow Issuance if Participant Is No Longer Categorically Eligible

Add Set functions so that participants can be issued additional benefits within 30 days of their Cert End Date as long as they are still categorically eligible. This allows states that cert to the exact date (instead of the last date of the month) to be able to issue.

NOTE: Users will be unable to issue late benefits to a participant that has been terminated by the system for categorical ineligibility.

For example, if a participant comes in on 5/6/13 to receive April benefits and their:

  • Last Check LDTU = 4/22/13
  • Categorical Ineligibility Date = 4/30/13
  • Termination Date = 4/30/13

The user will be unable to issue April benefits because the participant has been terminated by the system and is no longer categorically eligible to receive benefits.

Also, if the Printed First Date to Use (PFDTU) is after the Cert End Date or the Categorical Ineligibility Date, Add Set will no longer allow benefits to be issued for that month.

From the 2.17.07 Release Document

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Selecting the Correct Void Reason: "Printed in Error" versus "Printer Error"

It is important that the correct Reason for Voiding is selected from the drop-down list when benefits are voided. After running a query to assess why benefits are being voided, we found a high number of benefits that were voided due to "Printer Error" and yet, have had relatively few printer problems called into the Help Desk.

Printer Error should be selected when you have to void benefits due to the printer causing the benefit to be unusable, such as when the printing is out of alignment on the benefit, or it is sent to the printer and doesn't print.

Printed in Error should be selected when you've printed benefits and shouldn't have, such as if you were to print benefits for 3 months when the participant needs to return for a High Risk visit or MidCert appointment the next month.

Remember, if benefits are voided because the food package is incorrect, you should choose Food Prescription Change.

June 2012 HuBERT Hints #1

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Benefit Issuance Definitions

Issued Date

  • The date a benefit is physically sent to the printer
  • This date is not on the benefit

Printed First Date to Use (PFDTU)

  • The date printed on the benefit that indicates the first date it can be redeemed at a store
  • The month and year of the PFDTU are used for participation count

Last Date to Use (LDTU): The date printed on the benefit that indicates the last date it can be redeemed at a store

First Date to Use (FDTU)

  • The first date the participant is able to use the benefit
  • If benefits are issued early/on time: Equal to the printed first date to use (PFDTU)
  • If issued late: Equal to the date the participant receives the benefit
  • This date is not on the benefit

Syncing Package: A set of benefits issued at a cert appointment with a printed first date to use on the certification date and a last date to use the same as the other family members

Benefit Issuance Definitions - May 2012

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The Top 5 Questions to Ask Yourself Before Clicking the Issue Benefits Icon

Description/Explanation: During a Nutrition Education contact, it is easy to overlook information that must be modified or entered into HuBERT in order for the system to be able to suggest benefits in the Issue Benefits screen, especially when serving multi-member households. Although the system will remind you with alerts prior to opening the Issue Benefits screen, it can affect your ability to serve the participant efficiently when you have to wait for the screen to open so that you can close it again and complete the necessary activities.

What You Should Do: Best practice is to review the participants' records prior to interacting with them. This will allow you to use your time more constructively and to use the system more efficiently. When reviewing the records, ask yourself:

  • Is mom or baby breastfeeding? You will need to verify the Breastfeeding Amount and select the Date Breastfeeding Verified in the infant's Health Information; adjust the Food Packages as appropriate.
  • Is anyone receiving a special formula? You will need to verify when the prescription expires in the Food Prescription tab and select the Date Food Package III Verified in Health Information.
  • Is anyone turning 1 year old? You will need to assess whether an infant or child food package should be provided and delete the Child food package in the Food Prescription tab if appropriate.
  • Is anyone turning 3 years old? You will need to create a food prescription with an Effective Date on the third birthday.

March 2012 HuBERT Hints #2

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Infants Turning One in Next Benefit Issuance - Issuing an Infant vs. Child Food Package

Description: A child's food package will automatically be suggested by the system for the last set of benefits issued to an infant if the following two criteria are met:

  • A child's food package exists in the Food Prescription screen with an Effective Date of the infant's first birthday (or between the Printed First Date to Use (PFDTU) and the Last Date to Use)
  • The infant's one-year birthday falls between the PFDTU and the LDTU of a set of benefits being issued

Explanation: The system will automatically create a child's food package during the certification process when an infant has a Risk Factor assigned that is applicable to both infants and children. It is up to you, the CPA, to determine whether the child's food package is appropriate to provide at this time. Some examples of when it might not be appropriate include, if the infant:

  • Had a low hemoglobin at the Midcert
  • Doesn't consume protein or high-iron foods well
  • Has special needs
  • Just turned 11 months old

What You Should Do: The process for changing a suggested child's food package to an infant's food package, or vice-versa, is relatively simple:

If a CHILD Food Package is suggested and you want to provide an INFANT food package:

  • Delete the Child Food Package in the Food Prescription tab
  • Issue benefits

If an INFANT Food Package is suggested and you want to provide a CHILD food package:

  • Verify the participant has a Risk Factor appropriate for a Child (if not, assign Risk Factor 428)
  • Create a Food Package with an Effective Date of the infant's first birthday
  • Issue benefits

February 2012 HuBERT Hints #3

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Can we replace benefits that have already been redeemed?

Yes. The Add/Replace Set functionality allows you to replace benefits even if they have already been redeemed. This allows agencies to provide benefits for different formula if it has been purchased for an infant but needs to be changed to another formula. Benefits do not have to be voided to replace them. A new food package should be created before the Add/Replace screen is opened and a descriptive note written in the Note field in the Replace section of the screen. The only caveat is benefits cannot be replaced once it is past the Last Date to Use.

January 2012 HuBERT Hints #2

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Always Close Issue Benefits Window When Returning to Participant Folder to Avoid Household Lock

Description: In Release 2.12.05, a Lock Household function was added to ensure that the Issue Benefits screen could only be opened for one member of a household at a time.

Explanation: When you click on the Issue Benefits icon, the system will verify whether another Issue Benefits screen has already been opened for the household. If not, HuBERT allows the Issue Benefits screen to be opened but places a temporary lock on the household so that the screen cannot be opened again for the same household until the screen is closed.

If the Issue Benefits screen is already opened and you try to open it again for the same household, a warning message displays indicating the household is temporarily . Both the initial user who opened the screen and the State WIC ID of the participant folder from which the Issue Benefits screen was opened is displayed in the message.

Message:  This household is temporarily loked because user (MALLBS1) is in the process of issuing benefits to member 42563

What You Should Do: Once the Issue Benefits screen is closed either by issuing benefits or exiting the screen, the system will automatically unlock the household. To avoid receiving the message, always exit the Issue Benefits screen if you have to return to a household member's Participant Folder before issuing the benefits (for example, to update the food prescription).

If you receive the message, click the Cancel button. Then, determine which household member already has the Issue Benefits screen open and re-maximize/use that screen. If another user has the Issue Benefits screen open, let them know that they must close it in order for you to be able to issue benefits.

If the household is even once the Issue Benefits screen is closed (due to a workstation locking up or loss of connectivity), you can manually unlock it by going to: File…System Tools…Unlock Household.

NOTE: All households are automatically unlocked during the End-of-Day processes.

August 2011 HuBERT Hints #2

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Always Issue Both Partial and Full Packages if Printed First Date to Use (PFDTU) Is in Same Month

Description: If two sets of benefits are suggested in the Issue Benefits screen for the same month (the PFDTU is in the same month), then both sets should be printed.

Explanation: Partial packages are suggested to close the gap between two different cycles within a household. When we set a participant's issuance frequency to Monthly, Bi-Monthly or Tri-Monthly, we are establishing the number of unique participation months for which the benefits should be suggested. Based on this definition, the system will suggest two sets of benefits for one month, a partial and a full package, and treat them as one month's issuance as long as the PFDTU is in the same month.

Example: The system suggests:

Benefit suggested by system

What You Should Do: If two sets of benefits are suggested with the PFDTU in the same month, you should issue both sets at the same time.

August 2011 HuBERT Hints #1

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Fully-Breastfed Infants Must be 6 Months Old On or Before the Printed First Date to Use to Receive Supplemental Foods

Description: The system will not suggest benefits for fully-breastfeeding infants until the Printed First Date to Use (PFDTU) is greater than the infant's 6-month birthday.

Example #1

  • Fully BF Infant
  • DOB = 10/27/2010
  • Cycle = 23rd - 22nd
  • Issuance Date = 4/28/2011

System Suggests for Tri-Monthly Issuance:

  • Set 1: 5/23/2011-6/22/2011 (May)
  • Set 2: 6/23/2011-7/22/2011 (June)

Even though the infant may be older than 6 months on the date the benefits are issued, the PFDTU of the April set is 4/23/2011. Since 4/23 is before 4/27, which is her 6-month birthday, April benefits will not be suggested for this fully-breastfed infant.

Example #2

  • Fully BF Infant
  • DOB = 10/20
  • Cycle = 23rd to 22nd
  • Issuance Date = 4/18/2011

System Suggests for Tri-Monthly Issuance:

  • Set 1: 4/23/2011-5/22/2011
  • Set 2: 5/23/2011-6/22/2011
  • Set 3: 6/23/2011-7/22/2011

Even though the infant isn't quite 6-months old when the benefits are printed on 4/18 she will be 6-months old by the time the benefits can be used on 4/23/2011. Since the PFDTU of the first set is on 4/23, which is after her 6-month birthday, April benefits will be suggested for this fully-breastfed infant.

April 2011 HuBERT Hints #2

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