IM-34 April 14, 2023; IM-94 September 20, 2004
Account Number: This is a unique number which is assigned by the EBT system.
Administrative Terminal: This is the EBT vendor 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 SNAP 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 number is given to retailers by the EBT vendor 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 SNAP: This is the amount of authorized cash or SNAP 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.
Cardholder Portal: The website provided by the EBT vendor which allows participants to view transactions, reset their PIN number, freeze or unfreeze the EBT card number from usage, block the EBT card number from being used out of state or for internet transactions.
Card Number: The card number also known as Primary Account Number (PAN) is printed on the front of the EBT card.
Card Status: An EBT card status is shown on the card tab in the Administrative Terminal. If the card has a status other than active 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 the EBT vendor. 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.
Common PIN: One of 20 PIN numbers blocked from use by the EBT vendor to help prevent fraud. The blocked common PIN numbers effective October 2022 are 1234, 0000, 0852, 1010, 1111, 1212, 2000, 2222, 2345, 2580, 3333, 3456, 4444, 4567, 5555, 5678, 6666, 7777, 8888, 9999.
Date Available (Avail): Benefits are available at 6:00 a.m. (CST) on the date specified in the Administrative Terminal. Regular and supplemental monthly SNAP issuances are available according to a 22 day staggered schedule. Daily SNAP issuances are available the day following processing. Regular cash issuances are available according to a 4 day staggered schedule. Daily cash issuances are available 5 days following processing. TRE cash payments are available 5 days after DWD issues the payment.
EBT Vendor 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 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 SNAP and/or cash benefits. The card is used at ATM machines and POS terminals.
Entry Mode: An entry of “manual”, “magnetic stripe”, or “online” 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 SNAP benefits. This number is on the History screen in the Administrative Terminal.
Fee Amount: The participant is charged a fee 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 SNAP manual voucher transaction is completed, an authorization number must be obtained by phoning the EBT vendor merchant assistance number as 888-227-6090 (this number is on the back of the EBT card). A hold is put on the participant’s SNAP 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 (see 0150.035.05 Manual Transactions).
Manual Voucher: Retailers use paper SNAP vouchers when the EBT vendor 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.
Maximum Balance: The maximum balance participants can have on an EBT card. The maximum balance for SNAP is $20,000 and Cash is $6,045.
Mobile Application: The mobile application provided by the EBT vendor that allows participants to view transactions, reset their PIN number, freeze or unfreeze the EBT card number from usage, block the EBT card number from being used out of state or for internet transactions.
Online Transaction: purchases or returns made using the EBT card number and PIN at a FNS approved retailer. Some retailers also accept Cash benefits in addition to SNAP.
Optional ID: the optional id is entered when participants have security issues with their EBT card or are unable to contact the EBT help desk on their own due to an impairment and/or they have no one who can be an alternative payee. An optional id is a 5 to 10 character security code added to the EBT card which must be verified when changing the PIN or requesting a new EBT card.
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 entered when the EBT card is used. This is to ensure no one uses the card but the participant or someone designated by the participant. The PIN is assigned by the participant by using the 800-997-7777 phone number, on the ebtEDGE Cardholder Portal or using the ebtEDGE Mobile APP. The PIN can be used with subsequent cards issued, unless the participant requests a new one by calling 800-997-7777.
NOTE: Designated Common PIN numbers are blocked by the EBT card vendor and cannot be chosen by participants (see Common PIN).
PIN Failed Attempts: A participant may incorrectly enter a PIN 4 times in a 24-hour period before the failed PIN attempts lock the EBT card and the participant cannot use the card. The PIN Information tab in the Administrative Terminal will display *****Locked***** in red 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 or if s/he has forgotten the PIN, s/he must call 800-997-7777 to select a new one.
PIN Information: The Card tab in the Administrative Terminal displays whether or not a PIN has been selected and the method. Yes indicates that a PIN has been selected. Failed Attempt is the number of times the PIN entered has failed that day (see PIN Failed Attempts). # of times Changed is the number of times the PIN has been changed. Method is how the last PIN was selected. The Last Changed field shows 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 SNAP 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: 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.