EBT Manual

0150.010.00 DEFINITIONS

IM-#94 September 20, 2004

Account Number: This is a unique number which is assigned by the EBT system.

Administrative Terminal: This is the eFunds system through which staff can obtain EBT card and account information.

Alternate Payee: An alternate payee is an individual outside the household (an authorized representative for food stamp benefits and a protective payee for cash benefits) designated to have access to the household’s benefit account.

Applied Amount: This is the amount of authorized benefits the participant spent for a specific authorization number.

Approval Number: This is the voucher approval number provided by the Help Desk. This number is given to retailers when they request an off-line voucher transaction, and receive approval for that transaction request.

Authorization (Auth) Amount: This is the amount of benefit authorized for the participant.

Authorization (Auth) Number: This is a unique number which is used to identify each authorization provided to a participant.

Automatic Teller Machine (ATM): An ATM is a device by which participants can access cash benefits. Participants can withdraw cash or complete balance inquiries.

Available Cash or Food Stamp: This is the amount of authorized cash or food stamp benefits the participant has left to spend.

Benefit Status: This is a code which indicates the current status of the benefit in the Administrative Terminal.

Card Number: The card number is printed on the front of the EBT card. The first six digits are the same for all Missouri cards. This is known as the Primary Account Number (PAN).

Card Status: An EBT card may be active or canceled. If the card has a value other than active in the Card Maintenance screen, the participant cannot use the card.

Case Status: The status of the case is shown by a code in the Administrative Terminal.

Clerk ID: Each transaction shows the sales clerk who operates the POS terminal. This ID is store specific.

Client Maintenance File: This includes individual participant data which is transmitted daily to eFunds. This data is used to set up accounts, issue cards, and issue PINs.

Client Status: This is a code in the Administrative Terminal that indicates the current status of the participant in the Administrative Terminal.

Client Type: This is a code in EBTU that identifies what type of access a participant has to benefit authorizations.

Date Available (Avail): Benefits are available at 6:00 a.m. (CST) on the date specified in the Administrative Terminal. Regular and supplemental monthly food stamp issuances are available according to a 22 day staggered schedule. Daily food stamp issuances are available the day following processing. Regular Temporary Assistance cash issuances are available according to a 4 day staggered schedule. Daily Temporary Assistance cash issuances are available 5 days following processing. TRE cash payments are available 5 days after DWD issues the payment.

eFunds Help Desk: The Help Desk receives phone calls from participants to check balances, request cards be canceled, and request new PINs. The Help Desk number is 1-800-997-7777.

EBTI: This is the inquiry only screen that shows EBTU information.

EBTU: The EBT Card Disbursement Screen is used to capture the information not already contained in the system that is transmitted to the EBT contractor.

Electronic Benefit Transfer (EBT) Card: This is the plastic debit card that is used to access food stamp and/or cash benefits. The card is used at ATM machines and POS machines.

Entry Mode: An entry of “manual” or “magnetic stripe” on the Transaction Detail screen in the Administrative Terminal indicates how the card number (PAN) was entered during a transaction.

FNS: The Food and Nutrition Service is a division of the United States Department of Agriculture (USDA).

FNS Number: FNS assigns a unique number to retailers indicating the retailer is eligible to accept food stamp benefits. This number is on the History screen in the Administrative Terminal.

Fee Amount: The participant is charged a fee according to policy at 0150.015.15 for the processing of a cash withdrawal transaction at an ATM or POS terminal. This amount is deducted from the participant’s benefit balance at the time the transaction is approved. If the participant’s balance is not sufficient to cover the requested amount plus the fee, the transaction is denied.

Hold Amount: When a food stamp manual voucher transaction is completed, an authorization number must be obtained by phoning eFunds. A hold is put on the participant’s food stamp benefits balance equal to the amount of the transaction until the voucher is cleared by the retailer. Once an accept reason is assigned to the voucher, the hold amount is deducted from the participant’s benefit balance and this field becomes blank.

Manual Entries: If a card or POS machine is damaged, the card number can be keyed manually to complete the transaction.

Manual Voucher: Retailers use paper food stamp vouchers when the eFunds system is not available. These vouchers are also used by retailers which do not qualify for POS terminals. A voucher number is a unique number which identifies the voucher. This field is completed only if the transaction displayed in the Administrative Terminal is an off-line manual voucher transaction.

PAN: The Primary Account Number is the 16 digit number on the front of the EBT card. This is also called the card number.

Personal Identification Number (PIN): A PIN is a four number secret code that must be used when the EBT card is used. This is to ensure no one uses the card but the participant or someone designated by the participant. This number is originally mailed the same day as the first card, but from a different location. The PIN can be used with subsequent cards issued, unless the participant requests a new one by calling 1-800-997-7777.

PIN Fails: A participant may incorrectly enter a PIN 4 times in a 24-hour period before the PIN fails. If the participant exceeds the 4 tries, the PIN is automatically reset to zero at midnight, and the following message prints on the participant’s transaction receipt: “PIN tries exceeded, call customer service.” If the participant can remember the PIN, s/he may try another transaction after midnight. If s/he has forgotten the PIN, s/he must call 1-800-997-7777 to select a new one or have a new PIN mailed.

PIN Info: The Card Maintenance screen in the Administrative Terminal displays whether or not a PIN has been selected and the method. Yes indicates that a PIN has been selected. Fails is the number of times the PIN entered has failed that day. Chg Count is the number of times the PIN has been changed. Method is how the PIN was selected. The Chg Date is the date the PIN was changed last.

Point-of-Sale (POS) terminal: A POS is a device by which a participant completes transactions. The POS machine reads the card and allows the participant to buy food with food stamp benefits, and food or non-food with cash benefits. Some retailers allow the participant to withdraw cash.

Reversal Reason/Reject Reason (RR): A transaction may be reversed or rejected. The Transaction History screen and Transaction Detail screen in the Administrative Terminal display a code which explains the reason for the rejection or reversal.

Terminal ID: The POS device at which a transaction is completed has an identification number. The terminal ID is displayed on the Transaction History and Terminal Detail screens in the Administrative Terminal.

Terminal Sequence Number (Term Sequence Num): The sequence number for a transaction from a specified terminal appears in this field on the Transaction Detail screen in the Administrative Terminal.

Transportation Related Expense: A reimbursement payment to Temporary Assistance participants who have expenses related to transportation to/from case management activities.