0900-515.10 | Revision Date: 10/06/17
This policy guide provides information on food certificates/gift cards/event tickets for children/youth or their caregiver, including how to request them and what to do when food certificates/gift cards have been stolen. The policy also provides guidance on requesting meal reimbursements.
TABLE OF CONTENTS
Food Certificates/Gift Cards/Event tickets
Requesting Food Certificates/Gift Cards
Requesting Meal Reimbursements
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Helpful Links <![CDATA[ ]]>
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Statutes <![CDATA[ ]]>
This policy guide was updated from the 07/01/14 version to include event tickets, use of DCFS 48 form, as well as the Auditor Controller's recommendations.
Each Regional Program office keeps a supply of food certificates and gift cards for feeding or clothing children who are:
Food certificates/gift cards cannot be used for any of the following purposes:
Employee Transportation Coordinators (ETCs) may request gift cards to be given as raffle prizes to employees who attend planned Rideshare events.
Event tickets can be used to assist relative caregivers in maintaining the family unit by providing eligible caregiver(s) and minors with respite opportunities/recreational activities.
Because food certificates/gift cards/event tickets are negotiable items, they must be kept in a safe that is locked overnight, during the lunch hour, or during any other period of staff absence. The safe’s combination must be changed whenever staff responsibilities change. A file cabinet with a lockable side bar may be used to store these items when a safe is not available. Keys and/or the combination to the safe/locked cabinet shall be available to only a limited number of custodian(s) and management.
If the safe has a combination, the access code must not be stored in a location where it may be found by an unauthorized individual. The combination should be memorized and a written copy of the number secured by the appropriate Manager/Supervisor. Safe access codes need to be changed when an individual with knowledge of the safe combination leaves County service. Similarly, if a lockable side bar is used, the lock must be replaced in the event a key is lost.
At no time shall the food certificate/gift card balance be less than 50% of the office’s estimated monthly usage. If the stock appears to be nearing this amount, the Regional Administrator (RA) must request replenishment by completing and submitting the DCFS 48.
Employees who handle, distribute, and issue food certificates/gift cards must complete and sign the DCFS 194-A, Employee Acknowledgement of Negotiable Usage. The original form must be filed in the employee’s Official Personnel Folder at Human Resources, a copy must be filed in the employee’s Office Personnel Folder, and another copy must be provided to the employee.
Safes should be inventoried every six months and purged of non-negotiable and unnecessary items.
Any time there is a possible theft of food certificates/gift cards/event tickets, an inventory of the available food certificates/gift cardsevent tickets must be conducted immediately.
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When CSWs are unable to obtain food certificates, they can be reimbursed for necessary out-of-pocket expenses incurred for the purchase of food for DCFS supervised children. The reimbursement rate for each child, per meal, cannot exceed the following:
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DCFS 194-A, Employee Acknowledgement of Negotiable Usage
DCFS 45, Food Certificates/Gift Cards Disbursement Log
DCFS 47, Requests for Food Certificates/Gift Cards
DCFS 48, Gift Cards Replenishment Request
DCFS 50, Missing Meal Receipts
DCFS 51, Cash Aid Fund Disbursements
DCFS 76, Security Incident Report
DCFS 77, Loss Affidavit
DCFS 89-4, Client Acknowledgement of FC/GC
C300-203, Food Certificates/Gift Cards/Event Tickets
County Fiscal Manual (CFM) Ch. 1.1.4 – States that internal controls must be followed to safeguard cash and other negotiable instruments.
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