EBT

EBT

ELECTRONIC BENEFIT TRANSFER

EBT IS A BENEFIT DELIVERY SYSTEM.

What is EBT?

Benefits are electronically sent to a client's account. Fidelity Information Services (FIS) is our state-contracted financial institution for EBT. Benefits are accessed by the client at Point-Of-Sale (POS) devices at retailers.

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ebt usage

how is card received?

Card will be issued either by mail or printed in office

card is received

where can card be used?

Client will need to set up PIN

EBT Cards can be used at a variety of locations

benefitsaccessed through ebt

The following benefits can be accessed through EBT in San Joaquin County:CalWORKs (CW) Cash Aid Refugee Cash Assistance (RCA) CalFresh (CF) Temporary Homeless Assistance Payment General Assistance Restaurant Meals Program

benefitsnot delivered through ebt

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The following benefits will not be delivered via EBT:CW Supportive Services CW Vendor Payments CW Permanent Homeless Assistance Payments CW Direct Deposit Foster Care/Adoption Assistance Payments California Assistance Payments to Immigrants (CAPI) Cal-Learn $500 Graduation Payment to Minor who is not the case payee

restaurant meals program

RMP is a statewide program that allows homeless or Elderly and/or Disabled clients to spend their EBT at participating restaurants for hot food. Client's eligibility is screened automatically through CalSAWS and is not an additional program. Review CDSS website to see a current list of participating restaurants.

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exemption from cash ebt

CW recipients must receive their benefits via EBT unless:

• Direct Deposit is set up
• Required to have benefits vendored by warrant
• Receiving Permanent Homeless Assistance
• Demonstrate their inability to use the EBT system due to a physical or mental disability

benefits are available based on how & when benefits are sent to ebt

ebtavailability

cash benefit availability

Monthly cash issuances are staggered over the 1st three calendar days of the month based upon the last digit of the recipient's case number

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calfresh availability

there is no exemption from the calfresh stagger method

Monthly Issuance

• Weekends & holidays do not affect the availability of main month benefits (e.g. if the 1st calendar is a Saturday or holiday, benefits are available beginning at midnight on that day).

• Benefit balances that remain in the recipient's account after the issuance month will be carried forward month to month & are available to the recipient unless the benefit is subject to account aging.

Nightly Batch Process

• CalSAWS completes a nightly batch run to update changes made to a client's demographics (i.e. DOB, address, SSN, etc.) if EDBC has been run, accepted and saved.

• Routine issuance occurs in a nightly batch run. Benefits will be available to the client on their regular stagger issuance date.

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these actions are considered daily issuances

types of daily issuance actions

• New approvals, including IN CW and ES CF
• Rescinded discontinuances, including late SAR 7's
• Supplements

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CalSAWS Benefit Delivery

• If case is processed as a PICK UP and RUSH, benefits willl go on the EBT card immediately, Host-to-Host.

• If processed MAIL and ROUTINE, benefits will be available after midnight the next morning. However, come up month benefits will be available on normal stagger date.

Cardholders

• The primary cardholder is issued an EBT card and a PIN.

• The primary cardholder may designate other persons (secondary cardholder) to receive an EBT card and PIN. This is done in writing with a signed SJ 812 or SJ 812B for Drug/Alcohol Facilities.

• Additional cardholders must be members of the Assistance Unit/Household, except in authorized representative and secondary cardholder situations.

• Multiple cards will be linked to the primary cardholder's account.

EBT Cardholder Definitions

CF Authorized Representative

There are two types of Authorized Representatives (AR) for CF:

The AR who applies on behalf of the client, signs the application, submits the income reports, etc. (This includes the AR of certified Drug & Alcohol Treatment Facilities.)

The AR who is only authorized to access the Primary Cardholder's benefits.

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card replacement

EBT Cards may be replaced when they are reported:

1. lost

3. destroyed

4. Inoperable

2. stolen

5. never received

Over the counter EBT card replacements may be issued in office.

Benefit Replacement Due to Electronic Theft

EBT electronic theft occurs when a cardholder has not lost their EBT card, but benefits are withdrawn from their EBT account without the cardholder's permission.

ways electronic theft occurs:

Skimming: Client used their EBT card at a terminal that has been modified by thieves

Scamming: Client was tricked into voluntarily giving their EBT card information to a third party

Card Number Sequencing:

Criminal calls IVR and guesses EBT card number, prints new card and comes into Welfare office to change pin on the vard.

Benefit Replacement Process

Client completes the EBT 2259 from eForms. The form(s) must be completed within 90 calendar days of the date of the theft for both CW and CF

Client reports theft of the benefits electronically to the county or EBT Service Line. Client's must report within 90 calendar days of CW/CF theft .

If theft occurred by client being scammed, then the EBT 2259A form must also be completed for cash only

EW IMMEDIATELY deactivates client's EBT and creates a new card

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Benefit Replacement Process

BIU will log, track, submit forms to CDSS and notify EW when claim has been approved, denied or does not have resolution within 10 days

Contact EBTTheft@sjgov.org if the theft is questionable or if verification is needed. Give to Supervisor for approval.

EW will then image completed forms, complete case journal and deliver forms to Benefit Issuance Unit (BIU)

Send appropriate NOA when benefits are approved or denied

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Account Aging

When an EBT card isn't used for withdrawals for consecutive days, the account status changes. Note, CW and CF accounts age independently of one another.

EBT Information

Additional information on client access to their ebt benefits & to find participating ebt locations:

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Authorized Representative (AR)

Person that is not a member of the AU or CF HH that the primary cardholder can designate to have access to their benefits.

Expunged

An exception to the 274 day rule is that unlinked benefits will be expunged 90 days after FIS receives the benefits and no cardholder demograpics are received.Expunged CW benefits can be reissued to the client upon request. Expunged CF benefits cannot be reissued. No NOA is sent when the account reaches this status

How to Change Status: Expunged CF benefits are not returned to the cardholder. Expunged CW benefits will automatically be reissued after reactivating the CW account.

Inactive

CalSAWS will automatically issue a CW and/or CF EBT Notice of Action (NOA) following the 135th day. NOA tells the primary cardholder that if EBT card is not used by 90th day, access will be stopped to their EBT CW and/or CF account(s).

How to Change Status: Cardholders can change their account status from Inactive to Active by making a purchase with their EBT card.

Required Criteria for In Office Replacement

• Cardholder must have photo ID
• Cardholder must be primary cardholder
• The cardholder's current address is in CalSAWS

If cardholder doesn't meet the above 3 criteria, the EW must complete an ESU 1 for the cardholder to take to the EBT Service Unit.

Dormant

CalSAWS will automatically issue a CW and/or CF EBT NOA following the 180th day. NOA tells the primary cardholder that the county has stopped access to the EBT CW and/or CF account and that they must contact the worker to access either of the accounts again. How to Change Status: EWs can reactivate a dormant account in CalSAWS.

Out of County Card Replacements

San Joaquin County cardholders can request replacement cards while in another county. Other county cardholders can request an in-office replacement in this county. Review EBT HB E-5 for further instructions.

Drug & Alcohol Treatment Facility

When a client leaves the Drug/Alcohol Treatment Facility (DAA), the EW must provide the client with access to their EBT benefits. Reminder, while client is residing in a DAA Center, they are not allowed access to their EBT.

• If the client leaves before the 16th of the month, they are entitled to 1/2 of one month's CF benefits.
• If the client leaves after the 16th, prorated CF amount is returned to client (use CF 51B).

Primary Cardholder

The person who "owns" the EBT account.

Additional Cardholders

Persons in the AU or CF HH that the primary cardholder chooses to have access to their benefit account(s).

Secondary Cardholder (SC)

Person that is not a member of the AU or CF HH and is not the AR, that the primary cardholder can designate to have access to their benefits.