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Benefit Issuance/ Food Package |
- Can we replace benefits that have already been redeemed? (01/12)
- If an infant is over 6 and 1/2 months old and mom changes from Breastfeeding to Non-Breastfeeding, she is still eligible for one last set of benefits. What is the right procedure for issuing these benefits? (08/11)
- Is there ever an instance when issuing benefits using Issue Benefits or Add/Replace that HuBERT will allow you to issue a set of benefits that should not be issued? (06/11)
- Why Doesn’t the System Suggest Late Issuance When a Participant is Certified? Will This Change in the Next Release with the Benefit Issuance and Cycle-Adjust Redesign? (06/11)
- Why does HuBERT suggest a child food package before an infant turns 1 year old? (03/11)
- Does the HuBERT food package for women with multiple infants automatically add the extra cheese every other month? (03/11)
- Will there be the capability to print a report similar to CHIP's "Overdue for Voucher Pickup" report within the HuBERT system? (03/11)
- It is my understanding that HuBERT will not issue "extra" benefits. What are we supposed to do when participants can't use 2 gallons of milk on one benefit? (01/11) - revised 7/11
- Why do we have to create a food package for children at 3 years old? (01/11)
- Do we still have to lock up benefit stock overnight? (01/11)
- Why doesn’t HuBERT always automatically suggest the last set of benefits for postpartum women at 6 months/1 year or children turning 5? (12/10) - revised 7/11
- How does HuBERT adjust the benefits for mom and baby if a pregnant mom delivers early and is in for her postpartum visit and fully formula feeding? If mom already used all of her benefits for the month, can the baby still get a full formula package? (12/10)
- If a child cert ends 6/30/11 and they don’t make it in for their recert until 7/6/11 would the child not receive any benefits with a start date in June? Would that mean we lose that participant count for June? (10/10) - revised 7/11
- What happens when a certification appointment is started but not completed until later? What date prints on the benefits? (10/10)
- What are the Last Date to Use (LDTU), Printed First Date to Use (PFDTU), and First Date to Use (FDTU) and what do they have to do with benefit issuance? (05/10) - revised 7/11
- How early can a set of benefits be issued? (05/10) - revised 7/11
- How late can a set of benefits be issued? (05/10) - revised 7/11
- Will we be able to see benefit redemption information in HuBERT like we do in WIC START? (01/10)
- How does early or late issuance affect the dates on benefits in HuBERT? (12/09) - revised 7/11
- Is there an indicator in the folder to flag participants who have records of lost/stolen vouchers (similar to CHIP's red text in Voucher History)? (12/08) - updated 05/10
- Does HuBERT issue benefits for the 7th month? (11/08) - revised 7/11
- Does HUBERT prorate food packages? (07/08) - revised 7/11
- Can the benefit dates be adjusted by the CPA? (07/08) - revised 7/11
Can we replace benefits that have already been redeemed? (01/12)
Yes. The Add/Replace Set 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.
If an infant is over 6 and 1/2 months old and mom changes from Breastfeeding to Non-Breastfeeding, she is still eligible for one last set of benefits. What is the right procedure for issuing these benefits? (08/11)
This is a very specific scenario that applies only when:
Example:
- Mom is changing from Breastfeeding to Non-Breastfeeding;
- Her infant has turned 6 months old; and
- You are issuing benefits for the month in which the infant turned 6 months old
- Current date = 8/30/11
- Infant's 6-month DOB = 8/8/11
- Issuing benefits for August 2011
Mom is eligible to receive benefits through the month the infant turned 6 months old. Since the baby is more than 6 months old, you should issue the last set of benefits she is eligible to receive without changing her WIC Category or Breastfeeding Amount. (In this instance, issue benefits for mom first and then complete the baby’s record by updating baby’s Health Information, adjusting the food package as appropriate, and issuing benefits to baby.)
- If mom was Some-BF, the benefits will be suggested via Add Set.
- If mom was Mostly-BF/FBF, the benefits will be suggested via Issue Benefits. If the system suggests more than one set, make sure to issue only the set she is eligible for.
Once you’ve issued benefits to mom, terminate her.
The other more general and common scenarios are:
If baby is LESS THAN OR EQUAL TO 6 months: change mom’s WIC Category in the Demographics tab immediately before making any other changes to the folder (remember, if a pseudo-cert is auto-created by the system, you will be unable to change the WIC Category – for more information, please see the August 2011 HuBERT Hints #4.)
If baby is GREATER THAN 6 months and you are no longer issuing benefits for the calendar month in which they turned 6 months old: terminate mom and update baby’s Health Information.
Is there ever an instance when issuing benefits using Issue Benefits or Add/Replace that HuBERT will allow you to issue a set of benefits that should not be issued?
In general, the system will not allow over-issuance.
However, the Add Set functionality has a rule in which the system will allow one additional set to be issued for the last month of the participant’s current certification period as long as the Printed First Date to Use (PFDTU) is less than the Cert End Date plus 30 days. The intent of this rule is to ensure that a participant can always receive their last set if they are becoming categorically ineligible. But, since our Cert End Dates are always the last date of the month, it inadvertently also allows the user to add a set of benefits with a PFDTU in the month after a certification ends. Users should never print a set of benefits with a PFDTU after the participant’s Cert End Date even if the system will allow it via Add/Replace. (This information was also provided in the April 2011, #2 HuBERT Hints.)
Why Doesn’t the System Suggest Late Issuance When a Participant is Certified? Will This Change in the Next Release with the Benefit Issuance and Cycle-Adjust Redesign?
The system has a “rule” that if a participant’s last set’s Last Date to Use (LDTU) is not equal to or after the new cert start date (as is the case with late issuance), HuBERT will begin their next set of benefits on their cert date.
HuBERT will suggest a partial package that begins on their cert date and ends on their next expected LDTU and a full package that begins on their next expected Printed First Date to Use. Both the partial and full packages will have a Printed First Date to Use that starts in the same month, the current month, which means they are only counted for the current month (and only once).
If a participant is due a late set of benefits, they must be issued their late benefits via the Issue Benefits screen or the Add/Replace screen prior to being recertified.
This functionality will not change in the upcoming Release (2.13.05). A message will display if they are still eligible for benefits via the Issue Benefits screen (eligible for the 6th set), but users must still be cognizant of whether they should be issued a late set of benefits via Add/Replace (eligible for a 7th or last set) before being recertified.
Why does HuBERT suggest a child food package before an infant turns 1 year old? (03/11)
When issuing benefits to an infant who will be turning one year old during the issuance cycle, the system will issue a child's food package:
- If it exists (with an Effective Date for their first birthday), and
- If their birthday falls between the Printed First Date to Use (PFDTU) and the Last Date to Use (LDTU)
The system automatically creates a child's default food package when it creates the infant food packages for the 0-1, 1-3, 4-5, and 6-11 month age categories if a risk factor has been assigned that is applicable to children as well as infants, such as the anthropometric risk factors.
If you delete the child's food package with the Effective Date of their birthday and create one for their next PFDTU after their first birthday, the system will print the infant's food package for the set that overlaps their birth date.
Does the HuBERT food package for women with multiple infants automatically add the extra cheese every other month? (03/11)
Yes. For women fully breastfeeding multiple infants, HuBERT automatically provides 2 pounds of cheese the first issuance month, 1 pound the second and 2 pounds again on the third month. This continues throughout their certification period and ensures that the correct quantity is issued. This same process also occurs for whole grain food items.
Will there be the capability to print a report similar to CHIP's "Overdue for Voucher Pickup" report within the HuBERT system? (03/11)
Yes. There is currently a report called Benefits Pick Up Report/Letters, which shows a summary of participants that missed picking up benefits or are due for benefit pick up in the specified date range. A summary of this report can be found in the HuBERT Reports Guidance.
It is my understanding that HuBERT will not issue "extra" benefits. What are we supposed to do when participants can't use 2 gallons of milk on one benefit? (01/11) -revised 7/11
Currently, there is no function whereby "extra" benefits can be issued, which means there isn't any way to decrease the amount of food items provided on a benefit.
Providing information about using extra milk in recipes, freezing it, etc. may help some participants but obviously not those who may have transportation issues.
This has been entered as a future system enhancement.
Why do we have to create a food package for children at 3 years old? (01/11)
HuBERT has three age categories for children: 1-2, 2-3 and 3-5. Although MN only has a change of food items when a child turns 2, the system requires that a food package with an effective date on or after the child's third birthday exist in order to issue benefits.
This third category is used by some of the other states that use the SPIRIT application and since we share the same code, we are also required to use the 3 age categories.
Do we still have to lock up benefit stock overnight? (01/11)
The HuBERT benefit stock should be treated the same as your CHIP voucher stock. You should lock it up in a secure place overnight.
Why doesn’t HuBERT always automatically suggest the last set of benefits for postpartum women at 6 months/1 year or children turning 5? (12/10) - revised 07/11
Women and children are eligible for a last set of benefits issued during the month in which their certification ends. Users should use the Add/Replace functionality to add the last set if the system does not auto-suggest it.
How does HuBERT adjust the benefits for mom and baby if a pregnant mom delivers early and is in for her postpartum visit and fully formula feeding? If mom already used all of her benefits for the month, can the baby still get a full formula package? (12/10)
First, HuBERT does not automatically "adjust" food packages. It suggests a default food package based on the participant's age, Amount of Breastfeeding, WIC Category and assigned risk factors.
Let's provide some details for the instance described above. A pregnant mom has already received benefits for January 2011 and her benefit cycle is the 16th to the 15th. Her last set issued was for 1/16/11-2/15/11.
Her baby wasn't due until late January and she was born early on 12/27/10.
Mom comes in on 1/3/11 to recertify as a non-breastfeeding woman and certify her fully formula fed baby. Mom has already used her January benefits.
Baby's food package will be suggested based on mom's cycle of the 16th to the 15th.
- Set 1: 1/3/2011 - 1/15/2011 (3/4 pkg)
- Set 2: 1/16/11 - 2/15/11 (Full)
- Set 3: 2/16/11 - 3/15/11 (Full)
HuBERT does not prorate the amount of formula. So, despite the suggested 3/4 food package for Set 1, the infant will receive a full package of formula for all 3 sets of benefits.
Note: Mom is eligible to receive benefits with a "pregnant" food package on them until 6 weeks past her EDC. If she hadn't used those January benefits yet, they should NOT be voided and replaced. She should be allowed to keep and use those benefits.
If a child cert ends 6/30/11 and they don’t make it in for their recert until 7/6/2011 would the child not receive any benefits with a start date in June? Would that mean we lose that participant count for June? (10/10) - revised 7/11
No. But it is the responsibility of the user to insure that the June benefits are issued prior to recertifying the participant.
Example:
- Cert Dates = 12/13/2010 - 6/30/2011
- Benefits received for current cert = December, January, February, March, April, and May (6 sets)
- Last Date to Use = 7/12/2011
- Participant calls to reschedule 7/13/11 appointment 3 times - comes to appointment on 7/6/11.
Since the June benefits are considered the 7th set, the system will not auto-suggest them. As long as their July LDTU is still in the future, the user can use the Add/Replace functionality to issue the 7th set. However, once the participant is recertified, the 7th set cannot be issued - staff must remember to issue the benefits before recertifying.
What happens when a certification appointment is started but not completed until later? What date prints on the benefits? (10/10)
A certification has two dates associated with it: the Cert Start Date and the Cert Effective Date.
- Cert Start Date = Date the Certification Guided Script (CGS) is first opened.
- Cert Effective Date = Date the CGS is completed.
These are typically the same date.
The benefit cycle does not begin until the cert has been completed, which means the PFDTU is the Cert Effective Date (as long as the benefits are printed on the same date the CGS is completed).
What are the Last Date to Use (LDTU), Printed First Date to Use (PFDTU), and First Date to Use (FDTU) and what do they have to do with benefit issuance? (05/10) - revised 7/11
The Last Date to Use (LDTU) is the last day in a participant's benefit cycle. It is printed on each set of benefits as the Last Date to Use and is the last day participants can use a benefit at a store. In general, it is the same date from month-to-month during a cert period.
The Printed First Date to Use (PFDTU) is the first day in a participant's benefit cycle. It is not always the date of issuance; if the benefits are printed early, the PFDTU will be greater than the current date; if they are printed late, the PFDTU will be less than the current date.
The PFDTU is printed on all sets of benefits issued as the First Date to Use. In general, it is the same date from month-to-month during a cert period.
The First Date to Use (FDTU) only applies to the first set of benefits. It is the date the benefits are issued if they are issued on time or early. If the benefits are issued late, the FDTU is the current date.
Example:
If the PFDTU is 07/16/11 and the participant picks up on 07/23/11, the FDTU will be 07/23/11, instead of the Printed FDTU (07/16/11). The FDTU is displayed in HuBERT but does not display on the benefits themselves.
How early can a set of benefits be issued? (05/10) - revised 7/11
Benefits can be issued 27 days before the participant’s Last Date to Use (LDTU) of their last set of benefits issued.
This is important because once benefits are issued with a LDTU in the future, the system locks this LDTU, even if the benefits are then voided.
Example: benefits are printed for April, May and June
- Set 1: 4/22/11-5/21/11
- Set 2: 5/22/11-6/21/11
- Set 3: 6/22/11-7/21/11
The system locks down the last LDTU. In this instance, the last LDTU = 7/21/2011. After the benefits are printed, you realize the participant must return for a hemoglobin check in May and void the May and June benefits.
- Set 2: 5/22/11-6/21/11 - VOID
- Set 3: 6/22/11-7/21/11 - VOID
The participant returns May 23 for a hemoglobin check. The May and June benefits can be replaced using the Replace Set functionality but due to the 27-day rule, benefits for July cannot be printed. Based on the last LDTU, the system will not allow July benefits to be issued until June 24.
As a by-product of another enhancement, the removal of this restrictions has been added to the future enhancements list.
How late can a set of benefits be issued? (05/10)- revised 7/11
Benefits can be issued late until the day before the participant's Last Date to Use (LDTU) in that month.
Will We Be Able to See Benefit Redemption Information in HuBERT Like We Do in WIC START? (01/10)
Yes. Any benefits issued by the HuBERT system will have redemption information available in the Food Instrument Distribution function accessed via the Participant Search/List…Activities menu.
Clicking on the Food Instrument Distribution menu option opens the Food Instrument Search dialog.
You can enter different types of search criteria such as: Benefit Number, State WIC ID, Household ID, and Vendor ID.
If you enter the State WIC ID as your search criteria and click the OK button, the Food Instrument Disposition panel opens.
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What is the State WIC ID? The State WIC ID is an 8-digit unique ID assigned to every participant. This ID never changes; it remains the same even if the participant switches to a different Household ID. |
Clicking on the benefit you want to review and clicking the View Details button opens the Food Instrument Details panel. Once benefits have been redeemed, the redemption information will appear on this panel.
You will be able to view the benefit once it has been redeemed in the Benefit History tab of the Participant Folder after clicking on the Show Details button to display the Benefit Details panel. Once the image is available, the Display Image button will be enabled. Clicking the Display Image button will open a PDF version of the redeemed benefit (similar to WIC START).
How does early or late issuance affect the dates on benefits in HuBERT? (12/09) - revised 7/11
In HuBERT there are three dates that contribute to a participant's benefit issuance cycle:
1. Last Date to Use (LDTU)
2. Printed First Date to Use (PFDTU)
3. First Date to Use (FDTU) = the Printed First Date to Use unless the participant picks up AFTER the Printed First Date to Use then it is the date the participant picks up his/her benefits
FIRST SET OF BENEFITS IN TRI-MONTHLY ISSUANCE
Pickup on Printed First Date to Use
If the participant picks up their benefits ON the PFDTU, the first set of benefits will begin that day and the participant will be able to use the benefits immediately.
Early Pickup – BEFORE the PFDTU
HuBERT does NOT issue benefits with a FDTU before the calculated PFDTU. If the participant picks up their benefits BEFORE the PFDTU, the first set of benefits will begin on the calculated PFDTU and they will NOT be able to use the benefits until this date.
Late Pickup
If the participant picks up AFTER the PFDTU, the first set of benefits will still begin on the PFDTU. Food package amounts are minimally pro-rated based on how many days are between the FDTU (date of issuance) and the LDTU.
SECOND/THIRD SET OF BENEFITS IN TRI-MONTHLY ISSUANCE
The second and third set of benefits FDTU is always the PFDTU.
LAST DATE TO USE FOR ALL SETS OF BENEFITS
The LDTU is always the same date in the month in HuBERT (variation only occurs when the LDTU is the 28, 29, 30 or 31 and when the number of days in the months vary from month-to-month). However, users have the option to Select a LDTU, when necessary, to cycle-adjust a participants cycle.
Is there an indicator in the folder to flag participants who have records of lost/stolen benefits (similar to CHIP's red text in Voucher History)? (12/08)
Yes. In the Benefits History tab of the participant folder, lost/stolen vouchers are highlighted in red bold text. It also provides whether they were "Marked Lost" or "Marked Stolen" and the date they were marked lost/stolen in the system.
Does HuBERT issue benefits for the 7th month? (11/08) - revised 7/11
Yes. However, HuBERT will not auto-suggest the 7th or 13th set. You must use Add/Replace Set of Benefits in order to add the extra set.
Does HuBERT prorate food packages? (07/08) - revised 07/11
Yes. HuBERT calculates proration based on the amount of time left in which the participant can use the benefit.
- 24 to 30 days between when benefits issued and the Last Date to Use (LDTU) = full package
- 16 to 23 days between when benefits issued and LDTU = 3/4 package
- 8 to 15 days between when benefits issued and LDTU = 1/2 package
- 1 to 7 days between when benefits issued and LDTU = 1/2 package = 1/4 package
For women and children, both milk and formula are prorated.
For infants, prorated food packages do not begin until there are only 8 to 15 days left in which they would be able to use their benefits:
- 8 to 15 days between when benefits issued and LDTU = 3/4 package
- 1 to 7 days between when benefits issued and LDTU = 1/2 package
Infants never receive less than 1/2 package. Formula, infant fruits/vegetables and infant meats are all pro-rated.
Can the benefit dates be adjusted by the CPA? (07/08) - revised 7/11
Yes. HuBERT automatically attempts to sync all household members' cycles when the Issue Benefits screen is first opened. In general, if there is more than one issuance cycle within a household, the system will sync to the cycle that has already been established.
However, users are able to cycle-adjust issuance cycles to a specific date using the "Selected LDTU of" radio button in the Issue Benefits screen. The available date range that all members can be cycle-adjusted to is dependent on each member's current issuance cycle. This functionality provides us with the flexibility of assigning a different issuance cycle to a participant.
Note: This functionality should NOT be used to change a participant's issuance cycle in order to provide food packages or formula early. It should only be used to help manage caseload by assigning issuance cycles that are in synce with the weeks that clinics are open for benefit pickup.
