An EBT account must be established by eFunds in order to issue an EBT card to the head of household and alternate payee(s). Certain data is required to open an EBT account for each household. Some of this data is captured in IMU5 or FAMIS. The remaining data elements are captured in EBTU.
This screen is used to enter and update participant information not captured in IMU5 or FAMIS that is needed for Electronic Benefit Transfer (EBT). Refer to Appendix A for EBTU data entry instructions. The screen consists of three pages. The first page of the screen is used to enter head of household/payee information. The second page is used to enter alternate payee (authorized representative/protective payee) information. The third page displays all cards mailed since 8/1/99. The EBTU screen must be completed before a case approval can be completed.
Information needed for the “Client Maintenance File” which is taken from the EBTU screen includes:
An alternate payee is an individual outside the household designated to use the food stamp and/or cash benefits. An alternate payee may also be a business such as a home health agency. An alternate payee is authorized access to cash and food stamp benefits according to the code entered in EBTU. The possible client type codes are:
P (Primary cash/food stamp)
PF (Primary food stamps)
AF (Alternate food stamps)
AC (Alternate cash)
AB (Alternate cash/food stamp)
An authorized representative has access to the food stamp benefits as stated in the Food Stamp Manual. A protective payee is assigned according to policy in the Temporary Assistance Manual. An individual may be an authorized representative and a protective payee. If a protective payee is assigned, the participant does not have access to the cash benefits. Enter the authorized representative or protective payee DCN or vendor number, mailing address, date of birth, and Social Security number (optional) to add the individual to EBTU.
Any food stamp participant who wants to use a home health aide as an authorized representative, must designate the home health care agency as the authorized representative using the In-Home Service Provider and Division of Aging Client EBT Food Stamp Agreement form (IM-109). By selecting the home health agency, any aide working for the agency is able to use the authorized representative EBT card. The name of the home health agency appears on the card followed by the last name and first initial of the participant. The address of the agency is used, but the date of birth and social security number of the participant is used.
Application procedures for individuals residing in a drug and alcohol treatment center are found in the Food Stamp Manual. A representative of the center will make application for food stamps on behalf of the participant. The center is not an authorized representative to use the benefits unless designated as such by the participant. The EBT card should remain in the participant's possession, unless the participant requests otherwise. Centers which have been authorized as FNS retailers for food stamps will have POS devices in their buildings. If a center is not an authorized FNS retailer, the participant will not be able to use an EBT card to pay for meals at the center. The State agency is responsible to conduct periodic random onsite visits to assure the list of participants from the drug and alcohol treatment centers are correct and benefits are being used as intended.
Public Administrators are elected officials acting as guardian of an individual and/or conservator of the estate. Discuss with the guardian and/or conservator at initial interview, the use and security of the EBT card. The EBT card is mailed to the guardian or conservator, and based on his/her knowledge of the participant, a decision will be made as to who will have access to the participant's benefits. If the participant keeps control of the EBT card, the guardian or conservator can opt to be an authorized representative and obtain an EBT card to access benefits in behalf of the participant. The public administrator, guardian, or conservator's last name appears on the card, followed by the last name and first initial of the participant. The address of the public administrator, guardian, or conservator is used, but the date of birth and social security number of the participant is used.
If the guardian resides in a different county from the applicant, choose an authorized representative who lives in the same county as the applicant.