EBT Manual

0150.065.05 Data Entry Instructions for the EBTU Screen

IM-#94 September 20, 2004

Page 1 Of EBTU Screen:

Type EBTU, space, and the 8-digit DCN at the system prompt in the production system. Press Enter. The first page of the EBT Card Disbursement Screen, Head of Household Update, appears. Several fields on this screen are system-populated, and require no entry. The information appearing in these fields is selected from Legacy for Temporary Assistance or FAMIS for food stamps based on the DCN keyed following the EBTU transaction code.

Action: This field requires an entry when any transaction is taking place. Use the following codes as applicable.

A – Used for cases in which no previous entries have been made in this screen.

C – Used any time you are changing information previously entered in a field.

D – Used when information in the screen needs to be deleted.

DCN: The case number is shown in this field.

Name/SSN/DOB: The head of household’s name, SSN, and date of birth are shown in this field.

Client Type: This field defaults to a “P” code if not entered by the worker. The client type code is used to define the participant’s access to benefits in the EBT database. The client type is a two byte, alpha character field. The following codes are used to identify the participant:

P – Primary payee with access to cash and food stamps.

PF – Primary payee with food stamp access only. There is a protective payee for the cash.

Mailing: This field defaults to “C” for participant mailing. An entry of “O” in this field alerts the system to mail the EBT card to the local county office.

Living Arrangement: This field is used to identify cases with special living arrangements. Individuals not residing in a facility specifically identified below are coded as “RA” for residential address.

GH – Group Home
SW – Shelters for battered women
DA – Drug and Alcohol treatment centers
HS – Homeless Shelter
RA – Residential Address
HL – Homeless
MI – Migrant/Seasonal Farmworker
TR – Transient

This field defaults to RA if not entered by the worker for Temporary Assistance cases. It defaults to the Living Arrangement code entered in FAMIS for FAMIS food stamp cases.

Reissue Card: This field is used to reissue cards that have been canceled in the Administrative Terminal. Entering a “Y” in this field and pressing Ctrl will cause a warning message to appear. “Warning!! Current card has to be canceled on Administrative Terminal before reissuing card.” After verifying the card is canceled in the Administrative Terminal, press Ctrl again. A message will read “Record updated. Enter next DCN.”

County: This is the county number in which the participant lives. This is a protected field.

Load: This is the load number for the caseworker who handles the case. This is a protected field.

Language: This field is used to identify the language requested for EBT training materials. The system defaults to “E” for English. Enter an “S” in this field for Spanish.

Override: This field is no longer used. It defaults to “N”.

Pending Direct Deposit: This field indicates if the participant has requested the Temporary Assistance cash benefit be direct deposited into a bank account. The field cannot be changed by the worker. It automatically defaults to “N” if there is no request pending.

Aging Override: A “Y” in this field alerts the system that the participant is saving food stamp benefits and prevents the aging notices from being sent. An entry does not prevent food stamp benefits from being aged if they are not accessed. This field defaults to “N” if nothing is entered.

Card Mailed: An “N” is shown in this field until the EBT card is mailed by the EBT contractor. The system will enter a “Y” upon receiving information from the contractor that the EBT card has been mailed. The card mail date is updated in this field. This is a protected field.

PIN Issued: An “N” is shown in this field until information is received from the EBT contractor to indicate the PIN has been issued. Upon receipt of the PIN issue information, the system enters a “Y” in this field. This is a protected field.

Date Sent: The date a record is sent to eFunds requesting a card be issued is shown in this field. This field is updated whenever a card is reissued through EBTU.

Auth Rep: A “Y” or “N” appears in this field. A “Y” in this field indicates an authorized representative has been entered for the food stamp case. This field defaults to “N” if no authorized representative has been entered. This is a protected field.

Prot Payee: A “Y” or “N” appears in this field. A “Y” in this field indicates a protective payee has been entered for the cash case. This field defaults to “N” if no protective payee has been entered. This is a protected field.

Optional ID: This field is used to enter an optional ID when participants have security issues with their EBT card or are unable to contact eFunds on their own due to an impairment and they have no one who can be an alternate payee. Participants who have optional IDs are not able to discuss EBT information with eFunds if the optional ID is not given correctly.

Press PF9 to go to second page of EBTU to add or update information for an alternate payee. Press PF6 to go to third page of EBTU to view card mailed dates.

Page 2 of EBTU Screen:
Alternate Payee Update

If adding an authorized representative, or both an authorized representative and protective payee, that information is entered in the top section of the screen. Protective payee only information is entered in the lower half.

Action: This field requires an entry when any transaction is taking place. Use the following codes as applicable.

A – Used for cases in which no previous entries have been made in this screen.C – Used any time you are changing information previously entered in a field.

D – Used when information in the screen needs to be deleted.

DCN: The DCN of an authorized representative or protective payee who is a family member, friend, or neighbor is entered in this field. If the payee is for a Temporary Assistance case, enter the DCN and press enter. If the payee is for a FAMIS food stamp case, the payee is entered in FAMIS and FAMIS populates this field.

DVN: The DVN of an authorized representative or protective payee who is the payee as part of his/her job is entered in this field (ie – public administrator, home health agency). If the payee is for a Temporary Assistance case, enter the DVN and press enter. If the payee is for a FAMIS food stamp case, the payee is entered on the Representative (FMMP) screen in FAMIS and FAMIS populates this field.

Name: Use this field to list the alternate payee. Complete as follows.

For individuals: This is a protected field populated after the DCN is entered.Last Name field: The alternate payee’s last name appears.

First Name field: The participant’s first initial, space, and last name appears.

NOTE: The appropriate identifying information such as SSN, address, etc. as it pertains to the alternate payee appears.

For administrator/agencies: This is a protected field populated after the DVN is entered.

Last Name field: The administrator’s or agency’s name appears. NOTE: The SSN and DOB for the participant appears.

First Name field: The participant’s first initial, space, and last name appears.

NOTE: The SSN and DOB for the participant appears.

SSN: The Social Security Number, if available, for the alternate payee appears. If the payee is an agency or administrator, the participant’s SSN appears.

DOB: The date of birth for the alternate payee appears. If the payee is an agency or administrator, the participant’s DOB appears.

Street 1: This field is used to enter the apartment number, the suite number, etc. for the alternate payee’s address.

Street 2: This field is used to enter the street number and street name, P.O. Box, etc. of the address for the alternate payee’s address.

City: This field is used to list the name of the city for the alternate payee’s address.

State: This field is used to list the name of the state for the alternate payee’s address.

Zip: This is the zip code for the alternate payee’s address.

Client Type: The client type code is used to define the alternate payee’s access to benefits in the EBT database. The following codes are used to identify the access given to the alternate payee:

AC – Cash only protective payee
AF – Food stamp only authorized representative
AB – Both cash and food stamp access

Mailing: This field defaults to “C” for participant mailing. An entry of “O” in this field alerts the system to mail the EBT card to the local county office.

Language: This field is used to identify the language requested for EBT training materials. The system defaults to “E” for English. Enter an “S” in this field for Spanish.

Card mailed: An “N” is shown in this field until the EBT card is mailed by the EBT contractor. The system enters a “Y” upon receiving information from the contractor that the EBT card has been mailed. The card mail date is updated in this field. This is a protected field.

PIN issued: An “N” is shown in this field until information is received from the EBT contractor to indicate the PIN has been issued. Upon receipt of the PIN issue information, the system enters a “Y” in this field. This is a protected field.

Date sent: The date a record is sent to eFunds requesting a card be issued is shown in this field. This field is updated whenever a card is reissued through EBTU.

Opt ID: This field is used to enter an optional ID when payees have security issues with their EBT card. Payees who have optional IDs are not able to discuss EBT information with eFunds if the optional ID is not given correctly.

Page 3 of EBTU Screen:
Card Mailed Dates Inquiry Screen

PAN: This is the 16-digit EBT card number.

Mailed Date: This is the date the card was mailed by the EBT contractor.

NOTE: The message “No card mailed dates since 8/1/99 for this DCN” is displayed if the F6 key is pressed and no cards have been issued since August 1, 1999.