Summer EBT for Children (SEBTC)
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Summer EBT for Children (SEBTC)


Revised May 8, 2013



SUMMER EBT FOR CHILDREN (SEBTC)

What is the Summer EBT for Children (SEBTC) program?

 

Who is eligible for Summer Lunch (SL)?

 

How is SL opened?

 

How do I manually open SL?

 

How do I remove a person who should not be included in the SL AU if I mistakenly screened them in?

 

How are SL benefits issued?

 

How do I replace a SL EBT card in ACES?

 

How do changes affect the SL program?

 

When is an SL AU closed?

 



What is the Summer EBT for Children (SEBTC) program?

 

·         The SEBTC program is a 2013 Demonstration Project which provides EBT based food assistance benefits, separate and apart from Basic Food/SNAP benefits, to identified school age children in a select service area.

 

o    The program code is SL – Summer Lunch.

 

o    The program type is R – Regular.

 

·         The 2013 Summer Lunch program benefit start date is 06/19/2013. The benefit end date is 09/02/2013. The end date is the last day of the program.

 

Who is eligible for Summer Lunch (SL)?

 

·         The Office of Superintendent of Public Instruction (OSPI) determines eligibility for the Summer Lunch program.

 

·         OSPI sends an interface file of clients eligible to receive the benefits to ACES in May 2013. 

 

How is SL opened?

 

·         SL AUs will be auto opened on 06/19/13.

 

o    If auto open is not possible, designated CSD staff will attempt to manually open as many other clients as possible.

 

·         The auto open process will make the youngest child in the AU the Head of Household.

 

·         When an SL AU is opened, letter 002-35 (Approval for Summer Lunch Program) is generated.


How do I manually open a SL AU?

 

·         Only designated staff can screen, process, and finalize SL AUs.

 

1.    Screen in a brand new application. Do not add a program to any existing AU. Enter the following information:   

 

o    On the Applicant page, enter the youngest child as the Head of Household (HOH).


NOTE:

The youngest eligible child must be entered as the Head of Household /Self – SE on the SL AU.


o    On the Programs page, select Summer Lunch Program. 

 

o    On the Add Member page, add the parents and siblings with one of the following  Relationship to HOH codes:   

 

    GU – Guardian for the parent(s)

 

    OC – Other child for any other children.

 

2.    For clients unknown to ACES, enter the following verification codes:

 

o    Birthdate/Verification code:  OS – OSPI

 

o    SSN/Verification code: OS – OSPI

 

o    SSN Referral code: O – OSPI

 

3.    Complete screening following the steps in Screening an Application.

 

4.    Complete the interview following the steps in the Interview chapter.  

 

5.    Complete processing following the steps in the Process Application Month chapter.

 

6.    Complete finalizing following the steps in the Finalize Application chapter.

 

How do I remove a person who should not be included in the SL AU if I mistakenly screened them in?

 

1.    On the STAT screen, enter a 500 level reason code after the client’s name. This must be done before going through Finalize. 

 

o    Do not code this person as NM – Not Related and Not Financially Responsible to the Applicant.

 

OR

 

2.    If no data has been committed in Interview, the Screened in Error function can be used to deny the entire AU. Refer to the instructions in Screened in Error.


How are SL benefits issued?

 

·         Summer Lunch benefits are issued to a completely separate EBT account and a separate EBT card issued. The SL EBT card is similar to the current blue Quest card but is yellow with “WA SEBT SUMMER FOODS” printed on and has no client name embossed on it.  

 

·         The SL EBT card will be attached to the youngest child’s CLID since that child is selected as the head of household.  

 

o    Benefits for multiple children in one assistance unit will all be available on this one card.

 

·         September 2013 benefits will only be available to the client until midnight the day before the first day of school (09/02/2013). After that time, they are unavailable to the client.

 

o    Any remaining benefits will be expunged by the last day of September 2013.

 

How do I replace a SL EBT card in ACES?

 

·         To request a replacement SL EBT card in ACES, take the following steps:

 

1.    From the WMEN screen, enter [H] – Financial Mgmt Issn in the Selection field.

 

2.    On the HMEN screen, enter [K] – EBT Card Repl/Reis Update in the Selection field.

 

3.    In the AUID field, enter the Summer Lunch AU number.

 

4.    On the FIRR screen, verify that the Payee Name and address information is correct.

 

5.    Enter [Y] – Yes in the Mail Replacement EBT Card to HOH – Confirm field. A new Summer Lunch EBT card will be mailed from JP Morgan Chase the next day.

 

How do changes affect the SL program?

 

·         Changes do not impact SL eligibility once the client is opened on the program. This includes income, resources, death, moving out of state, moving out of the home, and the client requesting closure.

 

·         The SL AU cannot be manually closed.

 

·         Eligibility reviews are not sent to SL AUs.

 

When is an SL AU closed?

 

·         SL AUs are auto closed with Reason Code 194 – Summer Lunch Ended at the end of the review period.

 

·         No termination letter is sent.

 

Modification Date: May 8, 2013