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Social Services Settings Documentation

Menu Location: Settings > Customer > Social Services (admin-edit.php?table=social_services)

Access Level: Administrator and above

Last Updated: 2026-03-01

Overview

Social Services Settings manages programs that serve customers using government assistance, food stamps (SNAP/EBT), WIC, food banks, or other social service programs. Track eligibility, process government payments, and report on program participation.

Primary Functions:

  • Define social service programs accepted
  • Track customer enrollment in assistance programs
  • Process EBT/SNAP payments
  • Manage program eligibility and documentation
  • Report on social service participation
  • Support community assistance initiatives

Page Layout

Social Services Programs Table:

  • Program ID
  • Program Name (e.g., SNAP, WIC, Senior Nutrition Program)
  • Eligibility Requirements
  • Payment Type (EBT, voucher, subsidy)
  • Discount/Subsidy Amount
  • Active Status
  • Actions

Supported Programs (Examples)

Government Assistance:

  • SNAP/EBT: Supplemental Nutrition Assistance Program
  • WIC: Women, Infants, and Children nutrition program
  • Senior Nutrition: Elderly meal assistance
  • School Lunch Program: Free/reduced lunch benefits

Community Programs:

  • Food Bank Partnerships: Subsidized food for low-income families
  • Double Up Food Bucks: SNAP dollar matching programs
  • Fresh Fruit & Vegetable Program: Produce subsidy initiatives
  • Community Action Programs: Local assistance initiatives

Configuration

Per Program Settings:

  • Program Name: Display name
  • Eligibility Rules: Who qualifies
  • Verification Requirements: Documentation needed
  • Payment Processing: How to accept payment (EBT terminal, vouchers)
  • Subsidy Amount: Discount or matching dollars
  • Usage Limits: Per order or monthly caps

Customer Assignment:

  • Mark customers as enrolled in program
  • Upload eligibility documentation
  • Set expiration dates for benefits
  • Track recertification needs

Common Use Cases

Use Case 1: SNAP/EBT Payment Acceptance

Goal: Allow customers to pay with EBT cards.

Setup:

  1. Create program: "SNAP/EBT Accepted"
  2. Configure EBT payment gateway
  3. Train staff on EBT transactions
  4. Mark eligible products (SNAP excludes prepared foods)
  5. Customers can use EBT at checkout

Use Case 2: Double Up Food Bucks

Goal: Match SNAP dollars spent on fresh produce.

Setup:

  1. Create program: "Double Up - Fresh Produce"
  2. Set matching rate: $1 SNAP = $1 free produce
  3. Set monthly limit: $20 matching per customer
  4. Automatically apply match to qualifying produce orders
  5. Track program budget and usage

Use Case 3: Senior Meal Program

Goal: Subsidize meals for low-income elderly customers.

Setup:

  1. Create program: "Senior Nutrition Subsidy"
  2. Eligibility: Age 60+, income verified
  3. Subsidy: 50% off all orders
  4. Monthly cap: $100 subsidy per customer
  5. Report monthly to funding agency

Use Case 4: Food Bank Partnership

Goal: Provide subsidized boxes to food bank clients.

Setup:

  1. Create program: "Food Bank Referral"
  2. Eligibility: Food bank referral form required
  3. Pricing: $10 per box (normally $40)
  4. Delivery: Bulk delivery to food bank location
  5. Track boxes distributed per month

Use Case 5: WIC Program Products

Goal: Offer WIC-approved products to WIC participants.

Setup:

  1. Create program: "WIC Approved"
  2. Mark specific products as WIC-eligible
  3. Accept WIC vouchers/eWIC cards
  4. Verify products meet WIC nutrition standards
  5. Submit claims to state WIC agency

Eligibility Verification

Documentation Types:

  • EBT card number
  • WIC ID number
  • Award letter from social service agency
  • Proof of income
  • Age verification (seniors)
  • Residency verification

Verification Process:

  1. Customer applies or presents documentation
  2. Admin reviews and verifies eligibility
  3. Mark customer as program participant
  4. Set expiration date (programs often recertify annually)
  5. Track when re-verification needed

Reporting Requirements

Typical Reports Needed:

  • Monthly participation counts
  • Total subsidy dollars provided
  • Program budget vs. actual spending
  • Customer demographics served
  • Impact metrics (families helped, meals provided)

Grant Compliance:

  • Many programs funded by grants requiring detailed reporting
  • Track all required metrics
  • Submit reports to funding agencies on schedule
  • Document program outcomes

Best Practices

  1. Protect privacy - Social service enrollment is sensitive information
  2. Clear communication - Explain program benefits and requirements
  3. Dignified service - No stigma for assistance program participants
  4. Accurate tracking - Essential for grant reporting and funding
  5. Staff training - Ensure all staff understand program rules

Quick Reference Card

Task Action
Add program Click Add New Record
Enroll customer Edit customer, assign to program
Process EBT payment Use EBT payment option at checkout
Verify eligibility Review documentation, approve in system
Generate report Export program participation data
Set expiration Edit customer program enrollment, set date

FAQs

Do we need special equipment for EBT?

Yes, requires EBT-certified payment terminal or virtual terminal for online orders.

How do we get reimbursed for SNAP matching programs?

Depends on program. May receive grant funding, sponsorship, or community support. Track costs for reimbursement claims.

Can customers use both SNAP and Double Up in same order?

Yes, SNAP pays for order, Double Up provides additional produce credit. Programs stack.

What if customer's benefits expire?

System can automatically notify when expiration approaching. Customer must recertify with social service agency to continue.

Are all products eligible for SNAP/EBT?

No, SNAP excludes hot foods, alcohol, vitamins, and some other categories. Mark eligible products in catalog.

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.