A DCN must be assigned to an individual who is to be an alternate payee, such as a friend or relative who is not a member of the household.  The minimum information required to assign a DCN is name, birth date, sex, and race.  Follow current office procedures to assign a DCN to an individual who does not already have one.

A DVN must be assigned if the desired alternate payee is an organization, such as a home health agency, or an individual who is acting as the alternate payee in a professional capacity, such as a public administrator.  The minimum information required to assign a DVN is organization name, phone number, organization tax ID/Social Security Number, minority status (yes or no), and business address.  The mailing address is also required if different than the business address.  Follow current office procedures to assign a DVN to an organization or a public administrator if one does not already exist.  Staff may wish to review Memorandum IM-#148 10/06/99, which discusses the clearing process to reduce duplicate DVN assignments.

NOTE:  If the alternate payee is a public administrator, do not use the alternate payee's proper name when assigning the DVN.  Use the following format for the name:  "[county name] Co Pub Adm" or "[county name] Co PA".  The EBTU last name field displays the first 20 characters of the name.

EXAMPLE 1:  Boone Co Pub Adm

EXAMPLE 2:  Cape Girardeau Co PA

EBTU Alternate Payee Data Entry Instructions 

Accessing the alternate payee is not changed. 

• Type EBTU (space) DCN and press enter.

• Make any changes needed to the head of household screen.

• Press F9: ALTERNATE PAYEE(S) to move to the Alternate Payee screen.

• update an existing alternate payee,

• delete an existing alternate payee,

• add a new alternate payee with a DCN, or

• add a new alternate payee with a DVN.

If alternate payee information already exists but no DCN or DVN has been stored, the alternate payee screen displays the message "YOU MUST ENTER A VALID PROTECTIVE/ALTERNATE PAYEE DCN OR DVN". 

NOTE:  When a DCN or DVN is added to an existing alternate payee, the system populates certain fields based on information derived from the participant's DCN and the alternate payee's DCN or DVN.  The sections of this memorandum regarding Adding a new alternate payee with a DCN and Adding a new alternate payee with a DVN provide details about which fields are populated and the data contained in each field.  The system overwrites any information previously entered in these fields.

• Type "C" in the Action field. 

• Type the DCN or DVN of the alternate payee in the appropriate field.  All other data fields are protected and cannot be updated until after the DCN or DVN is entered.

NOTE:  Review the current entries in the name fields.  If either of the names is changed by the addition of the DCN or DVN in the next step, the alternate payee will not be able to communicate with eFunds customer service representatives.  Cancel the current alternate payee card on MOP using A4 (name change) in the card status field and reissue the card on EBTU.

• Press enter.  The message "RECORD UPDATED" is displayed. 

• Type "C" in the Action field again.

• Type any information to be changed, such as the address, reissue card, client type, mailing code, language preference, and photo exempt code.

• Press enter.  The message "RECORD UPDATED" is displayed.

Deleting an existing alternate payee:

If household no longer wants an authorized representative, the protective payee is no longer needed, or the alternate payee is being changed to a different alternate payee, you must delete the existing alternate payee.  To delete the alternate payee, you must:

• Type "D" in the Action field.

• Press enter.  The message "PRESS PF3 TO DELETE ALTERNATE" is displayed.

• Press F3 to confirm the deletion.

NOTE:  It is no longer necessary to type "Y" in the Deactivate field.  The field cannot be accessed.  The system automatically deactivates the alternate payee when the record is deleted.  However, you must still cancel the card on MOP using Z1 (cancel/deactivate) in the card status field, as the card can still be used until it is canceled on MOP.

Adding a new alternate payee with a DCN:

• Type "A" in the Action field. 

• Type the DCN of the alternate payee in the DCN field. 

• Type the alternate payee's mailing address in the address fields.

• Make the appropriate entry in the Client Type field.

• Make the appropriate entry in the Photo Exempt field if required.  Alternate payees are required to have a photo taken unless they meet an exemption.

• Press enter.

NOTE:  The Mailing field defaults to C and the Language field defaults to E if the fields are blank when the enter key is pressed.  Enter other codes as appropriate.

• Last name - the last name of the alternate payee,

• First name - the first initial and last name of the participant, 

• SSN - the Social Security number of the alternate payee, if provided, and 

• DOB - the date of birth of the alternate payee.

• Type "A" in the Action field. 

• Type the DVN in the DVN field. 

• Make the appropriate entry in the Client Type field.

• Type photo exempt code 17 in the Photo Exempt field. 

• Press enter.

NOTE:  The Mailing field defaults to C and the Language field defaults to E if the fields are blank when the enter key is pressed.  Enter other codes as appropriate.

• Last name - the name of the alternate payee, 

• First name - the first initial and last name of the participant, 

• SSN - the Social Security number of the participant, 

• DOB - the date of birth of the participant, and

• Address fields - the mailing address of the alternate payee. 

• Discuss this memorandum with all appropriate staff.

• Enter a DCN or DVN on the EBTU Alternate Payees screen for all alternate payees.