M E M O R A N D U M

IM-57  05/20/99  FOOD STAMP MANUAL VOUCHER TRANSACTION POLICY


SUBJECT:
FOOD STAMP MANUAL VOUCHER TRANSACTION POLICY
 
DISCUSSION:
Manual voucher transactions are used by retailers that accept food stamp benefits.  These transactions are completed when the Electronic Benefit Transfer (EBT) system is not operating or by retailers who are not equipped with Point-of-Sale (POS) machines.

Previously, only the head of household (cardholder) was allowed to authorize a manual voucher transaction.  This transaction process required the merchant to compare the signature on the back of the EBT card with the signature on the voucher.

Effective immediately, a change in policy allows any authorized responsible household member to sign a manual voucher transaction.  Retailers are no longer required to match the signature on the back of the card with the manual voucher signature.

Retailers are allowed to limit the signature on a manual voucher to the cardholder only in emergency situations when the EBT system or telecommunication links to the system are down.

To ensure this policy is implemented, take the following steps.

  • Notify the household of this change in policy at the next contact.

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  • Discuss manual voucher transactions with new applicants when discussing how EBT works.

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  • Discuss the policy change with retailers that contact the county office with questions regarding this policy.
If a household claims benefits are lost because a household member or authorized representative did not authorize the manual voucher, request the household sign an IM-113 form.  The IM-113 form is being revised and will be sent to county offices upon completion.  Use the current IM-113 form until the revised form is available.  Complete lines 1-9 in the top section of the form and request the individual sign the IM-113 form.  Ask the individual to write a short summary of what happened and the reason for the replacement request.  Attach the summary to the IM-113 form.  Send the completed IM-113 form and summary to the Food Stamp Program and Policy Unit where a decision will be made regarding benefit replacement.

After a decision regarding replacement is made, the Food Stamp Program and Policy Unit will send a copy of the IM-113 form and decision to the county office.  Staff must notify the household of the decision using an IM-149 Benefit Adjustment Notice.
 
NECESSARY ACTION:
  • Review this memorandum with all appropriate staff.

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  • Notify households, applicants and retailers of the change in manual voucher authorization policy at next contact.

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  • Request participants sign the IM-113 form if benefits are lost because a manual voucher is authorized by someone other than a household member or authorized representative.

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  • Notify the household of the replacement decision using an IM-149 form.
REM
Distribution #6
[ 1999 Memorandums ]