387.4 Security control, processing of food stamp identification cards (DSS- 104 or State-approved local equivalent) and the State-approved social services district notice of change form.
(a) Any unauthorized issuance, use or alteration of a food stamp identification card (DSS-104 or State-approved local equivalent) or the State-approved social services district notice of change form is a federal crime. Social services districts must take all precautions necessary to avoid unauthorized use of food stamp identification cards or notice of change forms and must safeguard these documents from theft, embezzlement, loss, damage or destruction. For purposes of this section, the term food stamp identification card also includes the Common Benefit Identification Card (CBIC) used to obtain food stamps in all social services districts except New York City and the corresponding Personal Identification Number (PIN) selection form used to register the access code with such identification card.
(b) All blank food stamp identification cards and notice of change forms must be kept in secure storage under lock and key.
(c) Access to blank food stamp identification cards and notice of change forms must be limited to assigned personnel.
(d) An inventory control record must be maintained by all offices and individuals responsible for distributing blank food stamp identification cards to other social services district personnel. At a minimum, such an inventory control record must provide for all of the following:
(1) the assignment of a specific individual or a limited number of individuals to maintain the inventory control record. Whenever possible, offices responsible for a bulk supply of food stamp identification cards must limit this responsibility to a single person;
(2) a record by serial number and date of all food stamp identification cards withdrawn from or placed in inventory; and
(3) the signature of the person receiving the blank food stamp identification cards as a record of receipt.
(e) The inventory control records maintained on food stamp identification cards, must be retained for audit purposes in accordance with section 387.2(k) of this Part.
(f) A physical inventory must be made of all food stamp identification cards at least once a calendar year.
(g) Social services districts must notify the department immediately if counterfeit or stolen food stamp identification cards and/or notice of change forms are discovered or if a theft occurs.
(h) When a recipient who accesses food stamp benefits by use of a CBIC reports the loss or theft of that CBIC, the social services district must immediately initiate procedures to prevent unauthorized access to the recipients' food stamp benefits.
Return to DSS Regs Table of Contents | Search DSS Regs