EBT Manual

0150.032.00 CASE/CARD DELETE PROCESS

IM-#94 September 20, 2004, IM-100 July 31, 2003

EBT cards and EBT cases that have not had activity for one year or longer are deleted from the EBT Administrative Terminal, EBTU, and EBTI. Activity is defined as the following:

  • authorization of benefits;
  • accessing benefits via POS, ATM, voice authorization, or manual vouchers;
  • POS or ARU balance inquiries;
  • PIN select transactions;
  • card status changes; and
  • voluntary repayments.

Activity can be by the primary or the alternate payee card.

The case/client sweep process is a four-day process that cancels cards, deletes cards, and deletes cases. The process begins on the 17th day of every month even if the 17th is on a weekend or holiday. Cards already canceled in the Administrative Terminal are deleted first. Cards not yet canceled that have not had activity for over one year are canceled by the sweep process, then deleted later in the four-day process. The processes of deleting cards and cases are independent of one another. Cards that were canceled more than one year ago are deleted even if the case is still active using another card. The case is not deleted. The screens in the Administrative Terminal show the total number of cards issued to the individual even after the case/client sweep process has deleted some cards.

EXAMPLE: Mr. Crenshaw had an EBT card issued to him on 1/1/1998. That card was canceled on 10/20/2000 and a new card was issued that day. Mr. Crenshaw continues to use his second EBT card. The sweep process on 12/17/2002 deletes his previous card issued on 1/1/1998 but does not delete the case. The Administrative Terminal shows Mr. Crenshaw has had two permanent cards issued.

When an individual has not received food stamp or Temporary Assistance cash benefits for at least eleven months, then reapplies for benefits, verify that the case and card still exist by checking in EBTU, EBTI, or the Administrative Terminal.