0150.032.00  CASE/CARD DELETE PROCESS

EBT cards and EBT cases that have not had activity for one year or longer are deleted from the EBT Administrative Terminal, EBTU, and EBTI. Activity is defined as the following:

• authorization of benefits;
• accessing benefits via POS, ATM, voice authorization, or manual vouchers;
• POS or ARU balance inquiries;
• PIN select transactions;
• card status changes; and
• voluntary repayments.

Activity can be by the primary or the alternate payee card.

The case/client sweep process is a four-day process that cancels cards, deletes cards, and deletes cases. The process begins on the 17th day of every month even if the 17th is on a weekend or holiday. Cards already canceled in the Administrative Terminal are deleted first. Cards not yet canceled that have not had activity for over one year are canceled by the sweep process, then deleted later in the four-day process. The processes of deleting cards and cases are independent of one another. Cards that were canceled more than one year ago are deleted even if the case is still active using another card. The case is not deleted. The screens in the Administrative Terminal show the total number of cards issued to the individual even after the case/client sweep process has deleted some cards.

EXAMPLE: Mr. Crenshaw had an EBT card issued to him on 1/1/1998. That card was canceled on 10/20/2000 and a new card was issued that day. Mr. Crenshaw continues to use his second EBT card. The sweep process on 12/17/2002 deletes his previous card issued on 1/1/1998 but does not delete the case. The Administrative Terminal shows Mr. Crenshaw has had two permanent cards issued.

When an individual has not received food stamp or Temporary Assistance cash benefits for at least eleven months, then reapplies for benefits, verify that the case and card still exist by checking in EBTU, EBTI, or the Administrative Terminal.

0150.032.05 Case Deleted

If a case is deleted from the Administrative Terminal, it is also deleted from EBTU and EBTI, and all cards are deleted. A new card is not issued until a food stamp or Temporary Assistance payment is created and sent to eFunds. No further action is required by the worker.

A participant whose case was deleted may be identified by the following:

• the EBTU fields “CARD MAILED”, “PIN ISSUED”, and “DATE SENT” display “N”, and
• the Administrative Terminal displays the message “Case Retrieve was not successful. Case Not Found.” when a search is performed.

A new PIN is mailed to the participant when the new card is mailed. The participant may call the eFunds customer service number on the back of the card to obtain a new PIN if s/he has received the card and does not wish to wait for the PIN mailer.

0150.032.10 Card Deleted

The card may show as deleted or canceled in the Administrative Terminal but the EBT case may still be active. These cases may be identified by the following:

• the Administrative Terminal displays the case name but no card number or status on the Case Maintenance screen, or status Active and only the first six digits of the card number on the Card Maintenance screen, or
• the card is shown as “Deactivated/Canceled” on the Card Maintenance screen.

These cards must be reissued through EBTU. Refer to Section 0150.065.05. Check the Administrative Terminal the following business day to assure a new card was issued.

As with any other card reissued through EBTU, a new PIN is not mailed. The participant must call the eFunds Help Desk number on the back of the card to obtain a new PIN if the old PIN has been forgotten.