Aging and Expunged Account
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Aging and Expunged Account


Revised March 25, 2011



Aging and Expunged Account

What is an inactive EBT account?

When is DSHS notified of inactive accounts?

How are clients notified of inactive EBT accounts?

What letters are sent to notify a client of an inactive EBT account?

How are users notified that an active client is not using their benefits?

When will expungement occur?

When is the aging and expunged account file processed?

How long after expungement can benefits be restored?

How are clients and users notified of benefit expungement?

How do I inquire on an aged or expunged account?


What is an inactive EBT account?

·         Electronic Benefit Transfer (EBT) accounts become inactive when debit transactions (withdrawals) are not made from the account.   

 

·         The "aging" clock begins when benefits are deposited into a new EBT account. The clock is reset to zero each day that the client makes a purchase or withdrawal from their account.

When is DSHS notified of inactive accounts?

·         Food and cash EBT accounts are reviewed daily by the EBT Vendor to determine its aging status. The state is notified at three inactivity intervals.

o    60 days

 

o    330 days

 

o    365 days (expungement)

How are clients notified of inactive EBT accounts?

 

·         ACES generates letters to EBT clients to remind them that they have benefits in their cash or food account that they have not used for a specific period of time. The letter states the amount remaining in the account and advises them that if they do not use the benefits within 365 days they will be expunged.

 

·         Letters are sent to the client’s last known mailing address. Letters are not sent if the AU was closed with Reason Code 244 – Death.

What letters are sent to notify a client of an inactive EBT account?

·         Letter 037-01 - ACES 60-Day Client Letter

 

Client letter 037-01 is sent when:

 

o    The account has been inactive for 60 days and

 

o    The balance in the account is $1 or greater.

 

·         Letter 037-02 - ACES 330-Days of Inactivity

 

Client letter 037-02 is sent when:

 

o    The account has been inactive for 330 days and

 

o    The balance in the account is $10 or greater.

 

How are users notified that an active client is not using their benefits?

 

·         ACES generates Alert 399 when an EBT account of an active AU is not used for 60 days.

 

When will expungement occur?

 

·         Expungement occurs when a client's EBT cash or food account has been inactive for 365 days after the last debit transaction.

When is the aging and expunged account file processed?

·         The aging and expunged account file is processed daily.

 

How long after expungement can benefits be restored?

·         Food assistance benefits issued more than 365 days from expungement cannot be restored after expungement has occurred. Benefits issued less than 365 can be restored by EBT HQ staff.

 

·         Cash benefits can be restored after expungement by contacting the State Office EBT.   

 

How are clients and users notified of benefit expungement?

 

·         When an account has been inactive for 60 days ACES generates Alert 399 – No EBT Debit Within Last 60 Days.

 

·         Letter 037-01 (60 Days Non-Use of EBT) is sent to the client when the daily aging and expunged account file is processed.

 

How do I inquire on an aged or expunged account?

1.    Select WMEN, Option L – File Inquiry.

 

2.    Select LMEN, Option M – EBT Aging/Expunged Inquiry.

 

3.    Enter the [Client ID] of the account you want to inquire on.

 

4.    Press <TRANSMIT> and the AGEE screen displays.

Modification Date: March 25, 2011