Revised November 21, 2023

Purpose:  

This section describes how the department issues benefits, requirements to endorse warrants, how and when the department provides benefits, the allowable use of cash and food assistance benefits, and the replacement of benefits. 

WAC 388-412-0046  What is the purpose of DSHS cash and food assistance benefits and how can I use my benefits?

WAC 388-460-0035  When is a protective payee assigned for mismanagement of funds?

• Worker Responsibilities - WAC 388-412-0046

Worker Responsibilities - WAC 388-412-0046

1.    Use of Cash and Food Assistance Checklist

a.      Review the 'Your DSHS Cash or Food Benefits' form 14-520' with clients during the interview process at application and eligibility review to ensure that the household understands:

i.  The allowable use of DSHS benefits;

ii.  The illegal uses, including the purchase of marijuana and/or marijuana-based products with EBT cards or cash from the EBT cards; and

iii.  The penalties for illegal use of benefits.

b.    Request that the head of household or authorized representative sign the 14-520 and send the document as file only for the client's electronic case record (ECR).

If the client refuses to sign the form or fails to return the signed form, don't deny the application or terminate assistance.  Signing the form isn't a condition of eligibility.

2.    Referrals to the Office of Fraud and Accountability (OFA)

Refer allegations of reported misuse of cash or food assistance benefits to OFA utilizing the Barcode referral for FRED.

Worker Responsibilities - WAC 388-460-0035

1. A protective payee will be assigned when the Office of Fraud Accountability (OFA) determines that a customer has used their EBT cash assistance two or more times in a prohibited location.

When a worker receives the DSHS-FRED form from OFA identifying use in a prohibited location, review the ECR for prior offenses (document type FR)

1. If there is a prior offense, a protective payee must be assigned. 

2. The worker will:

   1. Notify Social Services Specialists through Barcode tickle to @SOC

3. The Social Services Specialist will:

   1. Assign a protective payee (see Payees on Benefit Issuances - Protective Payees)

   2. Input a -COMM tickle to 900@FIN for input of protective payee information into ACES

4. The worker who receives the tickle will:

   1. Input the Authorized Representative information under Contact Information in ACES 3G

Revised March 25, 2011

Purpose:

WAC 388-412-0015 General information about your Basic Food allotments.

 Worker Responsibilities - WAC 388-412-0015

Prorating Benefits

Subtract the date of application from 31 and divide the result by 30. Multiply the result by a full month benefit amount.Round down to the nearest dollar.

Revised March 25, 2011

Purpose:

WAC 388-412-0005 General information about your cash benefits

ACES Procedures

• Additional Requirements Emergent Need (AREN)
• Diversion Cash Assistance

Revised May 10, 2023

WAC 388-412-0020 When do I get my benefits?

WAC 388-412-0025 How do I receive my benefits?

• Clarifying Information and Worker Responsibilities

Clarifying Information - WAC 388-412-0025

The Office of Accounting Services (OAS) holds funds from cash benefits issued to someone in the form of a state warrant (check). Warrants are stale-dated at the 180 days from issuance based on the statute of limitations.   

The DSHS Office of Financial Recovery automatically uses expunged Basic Food benefits to reduce a recipient's outstanding overpayment balance.

Normally we require the US Postal Service (USPS) to return DSHS mail if the post office knows that the client doesn't live at the residence. However, if a household requests USPS to hold their mail due to a temporary absence (i.e., vacation or hospital stay), the post office may hold mail that we send.

1. Washington’s Quest Card:
   
   1. Most initial EBT cards and all Alternate Cardholder cards are issued over the counter by the local office.  Replacement cards can be issued over the counter at the request of the cardholder. When a customer reports their EBT card was “lost or stolen”, deactivate the current card immediately before authorizing a new one in Barcode for local office pickup, or using ACES.Online to mail a card. See EBT Manual 1.A.13.4 for how to immediately deactivate a customer’s EBT card in the EBT vendor’s system.
   2. Recipients requesting a replacement card or who are unable to come to the office for an initial card, receive their cards by mail through the EBT card vendor. Mailed cards could take seven to ten business days to arrive.
2. Headquarters Replacements: In some circumstances replacement EBT cards must be issued and mailed by Headquarters staff. If the EBT vendor has the wrong address and/or the case is closed, please check to see if the case meets the criteria under “Headquarters Replacements” in the CSD Procedure Handbook.
   Note: EBT cards with raised numbers for blind or visually impaired recipients must be mailed by Headquarters.
3. Suspending EBT benefits: If the department receives verified notification that the only member of a one-person household has been incarcerated over 30 days, suspend the EBT account. For processing instructions on suspension and reactivation of EBT accounts for justice involved recipients please see EBT Manual section 1.C.17 and 1.C.18.
4. When EBT benefits can be canceled (Pending Voids): A "pending void" applies to a window of time between ACES deadline and when the funds become available to the recipient. You cannot void a partial amount except in one circumstance. Generally, the full issuance amount must be voided.
   
   1. To process a "pending void", the issuance must have occurred for the benefit month and the cash or Basic Food case has subsequently been closed for one of the following ACES reason codes:
      1. (244) (248) Head of household not eligible (Every individual has to be closed with reason code 244, causing the AU to be closed for reason code 248 before the pending void action applies).
      2. (557) AU request (Reason Code 557 voids all benefits if entered at the AU level or partial benefits at the recipient level).
      3. (210) (248) Failed residency requirements (Every individual has to be closed with reason code 210, causing the AU to be closed for reason code 248 before the pending void action applies).
5. EBT benefits can be recovered from EBT account prior to be expunged:
   Benefits may be removed from an account when we discover that a client is deceased and there are no other eligible members.  If the client died prior to the issuance month for cash benefits, we attempt a pending void to get the benefits back.  If we cannot complete a pending void, follow instructions in the EBT manual under 4.8.A EBT Recovery Process to contact EBT headquarters staff using Barcode to remove the issuance month’s benefits.  The case is then closed in ACES (See ACES User Manual,  Close an Assistance Unit/Client, Manually Close an AU/Client).
6. Canceled (expunged) benefits:
   Benefits in an EBT cash or food account that are canceled (expunged) if there is no withdrawal/debit from the account for 274 days.  Cash and Basic Food accounts age separately depending on the last withdrawal date from the specific account. A debit in one account does not update the inactive status of the other account.
   1. Replacing expunged benefits.
      1. Expunged cash benefits may be replaced to the head of household or any other remaining household member at any time. Follow instruction in the EBT manual under 410 Replacement of EBT Benefits to Clients.
      2. Expunged food benefits cannot be replaced.
   2. Replacement of warrants (checks):
      1. Recipients can have a stale-dated warrant replaced by contacting the local office or calling OAS at (360) 664- 5753.
      2. OAS holds funds from stale-dated warrants for two years. After two years, they send the funds to the Department of Revenue to hold until the payee claims these benefits.
      3. OAS does not replace any other type of benefit.
7. Types of allotments:
   
   1. An initial allotment is the first allotment issued to an assistance unit during a month.
   2. A supplemental allotment is any allotment after the initial allotment in a month including an issuance of benefits for a past period that a recipient was eligible to get (restoration of lost benefits).  This does not include replacement of lost benefits.
8. Drug and alcohol treatment center as alternate card holder:
   If a client receives Basic Food benefits while they are a resident of a qualified drug and alcohol treatment center under WAC 388-408-0040, the facility will be an alternate card holder even if the client does not sign to authorize them as an alternate card holder.

Worker Responsibilities - WAC 388-412-0025

Clients may have their cash assistance deposited directly into a checking or savings account by completing the Direct Deposit Enrollment - DSHS 14-432 and returning the completed form to the address on page 2 of the form, along with a pre-printed voided check, pre-printed deposit slip, or a printout from the financial institution, as this is required to complete the enrollment process.

A client who wants another person to have access to their benefits must authorize the person to be an alternate card holder.

If a responsible member of the AU cannot access the benefits for the AU because the head of household cannot complete and sign the Alternate Card Holder Authorization due to incapacity or other circumstances, document the circumstances in the case record and authorize the issuance of a Quest card for the responsible member as an alternate card holder.

If a recipient contacts you about wanting to stop receiving their benefits through EFT (Direct Deposit), you have two options to assist the client.  You may delete the banking information on the EFTR screen in ACES main-frame, or you may inform the client to call the toll free number at 1-888-235-2954.

Checks for cash benefits can be mailed to a Post Office box or the CSO when a payee meets WAC 388-412-0025(1)(c) and makes this request in writing.  If a recipient requests that checks be mailed to an address other than their residence address:

1. Inactive accounts: If you receive an ACES alert that a recipient's EBT account has been inactive for 60 days contact the recipient to determine why they have not used their benefits.
   1. If they don't know how to use their EBT card, explain how to access their benefits;
   2. If they don’t need the benefits, ask the recipient if there is other income or resources available to them.
   3. Explain that if they don’t use their account for a period of 274 days the benefits in their EBT account are expunged.
   4. Inactive benefits are automatically expunged from the recipients' accounts after 274 days of nonuse.
2. Direct deposit or Electronic Fund Transfers (EFT):  
   1. When recipient, or a financial institution, returns the completed form and corresponding documents to you, send the form and corresponding documents to the Tacoma HIU by:
      
      1. Forwarding the form and documents to MS (Mail Stop) N27-26; or
      2. Faxing this form to 1-888-338-7410.
   2. Provide the recipient with the toll free number to call if they have questions about EFT:  1-888-235-2954.
3. Recipient chooses an alternate card holder:
   1. Explain to the recipient that an alternate card holder has access to all of the benefits in the recipient's EBT account (cash or food access only, if the client requests it);
   2. If the recipient wants to authorize another person to be an Alternate Card Holder, have the client complete and sign the DSHS 27-130, Alternate Card Holder Authorization; and
   3. When the form is returned, authorize the issuance of a Quest card for the alternate cardholder.
4. Assigning an alternate card holder in special circumstances:  See EBT Manual 2.12.E.
5. Recipient wants to end or change EFT:
   If a recipient wants to make a change to their EFT, provide them with the following phone number so they can have the change made: 1-888-235-2954.
   For details on Eligibility Worker procedures stopping/deleting EFT for active cash AUs, please refer to Chapter 10.8, section C (1) of the EBT Manual. For details on the procedures for written requests to EBT State HQ, please go to section C (2).
6. Post Office Box for Warrants:
   
   1. Verify the recipient’s current living situation;
   2. Evaluate the recipient’s reasons for wanting the check mailed;
   3. Notify the recipient of the decision;
   4. Make the necessary changes in ACES, if approved;
   5. Notify the appropriate staff of the address change;
   6. Document the action taken; and
   7. Create an alert to review the situation at least once every six months.
7. Combined issuance:
   Food benefits are issued at the same time for the month of application and the following month when a household applies on or after the 16th of the month.

ACES Procedures

See Issuances

Revised April 25, 2019

WAC 388-412-0035 Loss, theft, destruction or nonreceipt of a warrant issued to clients and vendors.

• Clarifying Information

Clarifying Information - WAC 388-412-0035

1. The department does not replace lost or stolen cash. Do not replace a warrant which was endorsed by the payee as this is considered to be the same as cash.
2. Before replacing a warrant we must learn if it was redeemed. The Division of Finance and Financial Recovery (DFFR) can determine whether a warrant was endorsed and redeemed. If a warrant was redeemed but the client claims they have not received or endorsed the warrant, the worker will not replace the warrant and must notify the Office of Accounting Services (OAS).
3. If a client makes numerous requests for replacement warrants staff must investigate the need for a protective payee and establish one if it is in the best interest of the client to do so.
4. If the original warrant is redeemed by the state treasurer, the department takes the necessary action to collect repayment.

Worker Responsibilities - WAC 388-412-0035

Reported loss:

1. The worker:
   
   1. Gets all facts surrounding the report of loss;
   2. Explains to the client that in cases where the Office of Fraud and Accountability (OFA) determines that both the original and replacement warrants are endorsed by the client:  
      
      1. An intentional overpayment is established;
      2. The grant is reduced by ten percent each month until the overpayment is recouped; and
      3. They may be referred to the county prosecutor for criminal prosecution.
   3. Assesses the reported facts and make a judgment of the validity of the report using the following sources:
      
      1. The Registration and Control of Negotiable (RCN) program to determine if the warrant returned to the CSO; If it was not returned:
      2. Email the following information to DFFR at DSHS RE ESA SW DFFR AP/AR to determine if the warrant was redeemed.
         1. Warrant number;
         2. Date on the warrant;
         3. Amount of the warrant; and
         4. Payee name.
   4. Requires the payee to report the non-receipt or theft to the post office or police, as appropriate and documents how this was verified (such as a police report);
      
      1. Ask the payee to sign a DSHS 07-008(X) Affidavit of Lost, Stolen, or Destroyed Warrant. Follow the form’s instruction for distribution of the form to complete the cancellation.
   5. If the payee is on the phone, give them the option of having CSD mail them the form, or coming into the office to complete the form.
2. If DFFR reports the warrant was not redeemed, the worker must take the following actions to replace the warrant, they:
   
   1. Cancel the warrant in the RCN system.  See RCN warrant cancellation in the Barcode manual.
   2. Forward the DSHS 07-008(X) to the assigned Office Support staff to cancel the warrant in the RCN system following the instructions on the form.
   3. Authorizes a replacement warrant within five working days from when the decision was made;
   4. Documents all actions taken in ACES 3G, and
   5. Informs the client using the general correspondence letter of the action taken.
3. If DFFR reports the warrant was redeemed, the worker does not replace the warrant.  Follow instructions 1 and 2 below for Redeemed warrants and affidavits of forged endorsement and document all actions taken in ACES 3G.

Redeemed warrants and affidavits of forged endorsement:  If the department learns the original warrant that was replaced is redeemed, request a copy of the signed warrant from DFFR for the payee to examine.

1. When the CSO receives this copy, the worker sends a general correspondence letter to the payee within 10 days asking the payee to come to the CSO to examine the signature.
2. When the payee examines the signature and declares it is a forgery, the worker:
   
   1. Has the payee sign a DSHS 09-052(X), Affidavit of Forged Endorsement in the presence of a notary; and
   2. Sends the DSHS 09-052(X) with a copy of the DSHS 07-008(X) to OAS.
3. If the payee declares the signature is theirs or does not respond, the worker:
   
   1. Determines if there was intent to commit fraud;
   2. Establishes an overpayment if the payee benefitted from both the original and replacement warrants; and
   3. Sends OFA an automated FRED referral through the Clients Electronic Case Record (ECR) if there was intent to commit fraud.
4. If a vendor declares the signature is theirs, the worker:
   
   1. Completes the DSHS 18-398A and emails the Office of Financial Recovery (OFR) at vendorop@dshs.wa.gov to establish the vendor overpayment; and
   2. Contacts OFA at  ReportFraud@dshs.wa.gov  to determine if there was intent to commit fraud.  The email should include:
      
      1. The nature of the suspected fraud,
      2. The date of the suspected fraudulent activity,
      3. Names and contact information for the payee,
      4. Monetary impact and
      5. If the overpayment was initiated.

Office of Accounting Services

Central Operations, SOL Desk
PO Box 45845
MS:  45845
Olympia, WA  98405-5845

5. If the payee is not sure if the signature is theirs, or they do not come into the office to examine the signature, the worker:
   
   1. Initiates a FRED referral though the Client's Electronic Case Record (ECR).
   2. If the payee is a vendor, contact OFA at ReportFraud@dshs.wa.gov  determine if there was intent to commit fraud.
   3. Takes the appropriate action based on OFA's findings;
   4. If they are in the office, has the payee sign the DSHS 09-052(X), when OFA determines that the payee did not redeem both warrants; and
   5. Sends the DSHS 09-052(X) to OAS..

Replacing Out-of-Date SSP Warrants

1. If a payee reports an out-of-date warrant, do not replace the warrant.

2. Ask the payee to sign a DSHS 07-008(X) Affidavit of Lost, Stolen, or Destroyed Warrant.
3. Send the notarized affidavit along with the warrant and a note asking to replace the warrant to OAS.  Follow the instructions on the form.

Requesting Copies of Warrants:

1. To receive a copy of a warrant, email DFFR at DSHS RE ESA SW DFFR AP/AR and include the following information:
   
   1. Warrant number;
   2. Date on the warrant;Amount of warrant;
   3. Amount of warrant; and
   4. Payee Name.

Revised March 25, 2011

Purpose:

WAC 388-412-0010  Endorsing the warrant.

Replacement

Purpose:

WAC 388-412-0040 Can I get my benefits replaced?

• Worker Responsibilities
• Clarifying Information

Worker Responsibilities - WAC 388-412-0040

1. When a client reports the loss of benefits from their EBT account:
   1. Review the client's EBT account to verify benefits were issued;
   2. Determine if we can replace this type of loss;
      1. Loss due to administrative error;
      2. Food purchased with Basic Food benefits destroyed in a household disaster or misfortune;
      3. Food destroyed in a federally declared disaster when the food was purchased with Basic Food benefits: (See DISASTER SUPPLEMENTAL NUTRITION ASSISANCE PROGRAM (D-SNAP)
      4. Food and cash benefits stolen via card skimming, card cloning and other similar fraudulent methods.
2. Loss due to administrative error:
   1. ​​If the department makes an error that causes a loss of benefits to the client such as linking a Quest card to another client's account, we replace those lost benefits.
   2. Eligibility staff will initiate the replacement in Barcode.
   3. EBT staff will take the steps necessary to replace the benefits and can help identify who incorrectly used the benefits.
3. Replacement of Electronic Funds Transfer (EFT) for cash benefits:
   1. ​​When a client reports they didn’t get a deposit of cash benefits in an account, tell the client to call the Direct Deposit Input Unit at 1-888-235-2954.
   2. Don't take any further actions or replace the cash benefits unless the EFT Manager notifies you.
4. Food destroyed in a household disaster or misfortune when the food was purchased with Basic Food benefits: 
   1. ​​A household disaster or misfortune includes events such as a house fire, long-term power outage (4 hours or greater), flood, other weather-related mishaps, refrigerator/freezer breakdown, or Public Service Power Shutoff (PSPS) caused by reasons beyond the client's control. 
      
      EXAMPLE 1: A wind storm caused the client to lose power for several days. Basic Food benefits can be replaced in this situation. 
      EXAMPLE 2: The client lost power for several days because they failed to pay their electricity bill. Basic Food benefits are not able to be replaced in this situation.
   2. Food replaced due to a household disaster or misfortune does not require the federal government to declare a portion of the state as a disaster area.
   3. When a client requests replacement of food that was destroyed in a household disaster or misfortune:
      1. Determine if the client reported the loss within 10 days of the household disaster;
      2. Verify the disaster or misfortune through a collateral contact such as the fire or police departments, utility companies, local media, the Red Cross, an insurance agent, or home visit;
      3. Advise the client a signed statement attesting to the household's loss must be provided within 10 days of the date the loss was reported. Accept the DSHS Claim of Food Lost in a Household Disaster form (12-008) or a written or verbal attestation statement. The written or verbal statement must include the following:                             
         1. Household member’s written or telephonic signature
         2. Date(s) food purchased with food benefits was destroyed
         3. Value of food purchased with food benefits that were destroyed and
         4. Cause of loss/misfortune
      4. Replace the amount of food destroyed up to the amount of the household's monthly allotment. Use the client's statement when considering the amount of benefits to replace. If the client's statement is questionable, consider when the client received benefits, when the food was destroyed, and the day of the month of the disaster;

      5. Document the replacement in the narrative.
         1. Note:  We can only replace the value of the amount of food lost in a household disaster, up to the household's monthly allotment. ​We do not replace food benefits more than the amount:
            -  Lost in the household disaster; or
            -  Issued to the household
5. Food and cash benefits stolen via card skimming, card cloning and other similar fraudulent methods:​ 

Congress passed the Consolidated Appropriations Act, 2023, and extended it with the Continuing Appropriations and Extensions Act, 2025, which allows state agencies to use federal funds to replace SNAP benefits stolen between October 1, 2022, and December 20, 2024 via card skimming, card cloning, and other similar methods. Some provisions apply.

The department also received state funds to replace TANF, SFA, RCA, PWA and ABD cash benefits stolen between July 1, 2024, and December 20, 2024 via card skimming, card cloning, and other similar methods.

1. Eligibility staff will deny a claim request in the following circumstances (EBT Headquarters will provide an explanation for denials that are not listed):
   1. The EBT card was given to someone else to use,
   2. The client withdrew the replacement request,
   3. The client stated the EBT card wasn’t in their possession when benefits were stolen via skimming, cloning or similar fraudulent activity,
   4. The claim of theft doesn’t fall into the allowable replacement timeframe,
   5. The report of theft was more than 30 days after the household discovered it,
   6. The submitted ‘DSHS Claim of Stolen EBT Benefits’ form was missing information that wasn’t received within 10 days the claim was filed, or
   7. Food only: The request for retroactive replacement of benefits stolen prior to August 23, 2023 was reported after October 22, 2023.
   8. Cash only: Funding for cash replacements has been exhausted or is no longer authorized.
2.  Eligibility staff will forward completed claim forms to EBT headquarters (HQ) staff for validation when client circumstances do not meet the above criteria.
3. EBT HQ will validate the claim and inform eligibility staff to either deny or issue replacements. EBT HQ staff will inform eligibility staff of the replacement amount via a tickle.
4. Eligibility staff will issue replacements within 14 days of receiving the tickle from EBT HQ.
5. When EBT benefits have been stolen via skimming, cloning or similar fraudulent activity: mark the cards as compromised and advise clients they must get a new pin before benefits can be replaced.  Victimized clients will need to establish a new PIN upon benefit replacement, and will be encouraged to replace their EBT cards to prevent future fraud.

Clarifying Information - WAC 388-412-0040

Benefits stolen via card skimming, card cloning and other similar fraudulent methods

1. If food benefits were stolen between August 23, 2023, and December 20, 2024, the head of household must submit the claim within 30 days of discovering the loss.
   1. Note: For food benefits stolen between October 1, 2022, and August 22, 2023; the Head of Household had until October 22, 2023, to submit a claim.  
2. If cash benefits were stolen between July 1, 2024, and December 20, 2024, the head of household must submit the claim within 30 days of discovering the loss.
3. An authorized representative can request replacements and complete the attestation or the DSHS Claim of Stolen Benefits form only when there is a power of attorney or legal guardianship on file.
4. The head of household can submit a claim by completing an attestation over the phone or by completing the ‘DSHS Claim of Stolen EBT Benefits’ form.  For claims received via:
   1. Phone:
      1. Telephonic signatures are accepted for attestations received via inbound or outbound calls.
      2. To ensure reported information has been captured correctly; a ‘DSHS Claim of Stolen EBT Benefits Interactive Confirmation’ form will be sent after the attestation has been completed.
   2. In-person: After completion, offer the client a copy of their signed ‘DSHS Claim of Stolen EBT Benefits’ form.
   3. Electronic Case Record:  CSD eligibility staff will only process claims for CSD clients. See subsection 7 of this section for directions on HCS and DDA clients.
5. If the client withdraws the request for replacement before the attestation is completed or before signing; then we won’t consider it a valid claim. The worker will document the interaction in the narrative.
6. ‘DSHS Claim of Stolen EBT Benefits’ forms:
   1. Must be signed by the head of household.
   2. Can be submitted in person, by mail, fax, MyDocs or drop box.
   3. Will not be valid if information is missing that eligibility staff cannot verify. If information is missing from the form, the eligibility worker will attempt to obtain the information by calling the client and/or using barcode transaction history. If the information cannot be obtained, a general correspondence letter will be sent giving the client 10 days to provide the missing information.
   4. Previous versions of the DSHS Claim of Stolen EBT Benefits form must be accepted as long as the form is completed and signed.
7. Home and Community Services (HCS) and Developmental Disabilities Administration (DDA) will process claims for their clients. HCS and DDA clients can submit a claim by contacting:
   1. Home and Community Services (HCS)
      1. Visit the local HCS office during normal business hours,
      2. Call the assigned Public Benefit Specialist
      3. Complete, sign, and return the DSHS Claim of Stolen EBT Benefits (DSHS 27-221) form by:
         1. Mail to P.O. Box 45826, Olympia, WA 98504 or
         2. Fax to 855-635-8305.
   2. Developmental Disabilities Administration (DDA)
      1. Call DDA at 855-873-0642
      2. Complete, sign, and return the DSHS Claim of Stolen EBT Benefits (DSHS 27-221) form by:
         1. Mail to P.O. Box 45826 Olympia, WA 98504 or
         2. Fax to 855-635-8305.
8. The Washington State Working Family Support – WFS is not eligible for replacement if stolen via skimming, cloning or another fraudulent method.
9. The  following benefits are eligible for replacement if stolen via skimming, cloning or another fraudulent method:
   1. Basic Food
   2. Food Assistance Program (FAP)
   3. Transitional Food Assistance (TFA)
   4. Washington Combined Application Program (WASHCAP)
   5. Emergency Allotment due to COVID (EA)
   6. Disaster SNAP
   7. Temporary Assistance for Needy Families (TANF) (Including Diaper Related Payments)
   8. State Family Assistance (SFA) (Including Diaper Related Payments)
   9. Pregnant Women Assistance (PWA)
   10. Refugee Cash Assistance (RCA)
   11. Aged, Blind, or Disabled (ABD) Cash Assistance
10. Missing information from the ‘DSHS Claim of Stolen EBT Benefits’ form (DSHS 27-221) must be received within 10 days from the client’s report of stolen benefits; information provided after 10 days will be considered a new request.
11. An attestation/claim form without the head of household’s signature is invalid and will not be considered as a request for replacement. If a signature from the head of household is missing, the department will contact the client.  The ‘date of request’ will be the date the department receives the signature.
12. General Correspondence letters will be used to request missing information and inform clients about approvals and denials.
13. Validation of claims and replacement amounts will be determined only by EBT Headquarters.
14. Validation of claims will be completed within 14 calendar days of the date all required information is received. Replacement benefits will be issued within 14 calendar days of validation.
15. There are no retroactive cash replacements for cash benefits stolen prior to July 1, 2024.
16. Replacements will be the lesser of the amount stolen or the amount equal to two times the monthly allotment issued to the household immediately prior to the date benefits were stolen.
17. If a theft occurs over the course of several transactions and several days, calculations for the amount of replacement benefits will be determined based on the date of the first occurrence of theft.
18. Trafficked benefits aren’t eligible for replacement.
19. Provisional Credits don’t fall under the category of stolen benefits. A provisional credit is a reimbursement to a client who has reported that their EBT account was charged incorrectly.  The reimbursement is issued by the EBT Vendor as a credit adjustment to the EBT account.
20. Federal Law prohibits no more than two replacements during the current federal fiscal year. The current federal fiscal year is 10/1/2024 through 9/30/2025.
21. State rule prohibits no more than two cash replacements during the current federal fiscal year. Food and cash replacement limits are tracked separately.

EXAMPLES: 

1. Tommy’s sister Sandra is his authorized representative. Unbeknownst to Tommy, Sandra spends the entire allotment of food benefits for the month of July. Tommy isn’t eligible for replacement because Sandra is his authorized representative and has permission to use his EBT card. This situation doesn’t meet the definition of skimming, cloning, etc.
2. A household receives $700 in Consolidated Emergency Assistance Program (CEAP) benefits on August 3rd. They call the department to report cash benefits were stolen from their EBT card on August 15th. The household isn’t eligible for replacement because CEAP is not a cash program authorized for replacement.
3. Maria lost her wallet on August 10th which included her EBT card. She contacted the department on August 14th to report the lost EBT card and received a replacement card that same day. She discovers $500 in food benefits are missing. She calls the department on August 15th to request replacement. A review of the case shows $500 was spent at a Walmart in Florida on August 11th. Maria isn’t eligible for replacement because the EBT card wasn’t in her possession at the time her benefits were stolen.
4. Ji-hoon receives food and cash benefits. He reports his entire food and cash allotments for the month of August are missing. The department (EBT HQ) confirm the food and cash benefits were used in New York state via skimming, cloning or another fraudulent method. Ji-hoon is eligible to have his food and cash replaced for the month of August. 
5. A household reports a loss of $100 on March 1st because of skimming. The last monthly allotment was issued on February 10th for $250 (two months of their last monthly allotment is equal to $500). The household would receive $100 in replacement benefits, as it is the lesser of the two. 

6. A household receives their $200 monthly allotment on June 15th but realizes and reports on June 20th $250 in benefits were stolen in multiple transactions between June 17th and June 18th. In this situation, the June 15th allotment is the monthly allotment that took place immediately prior to June 17th, the first date of theft. The household would receive the reported $250 loss in replacement benefits, as it is less than twice the June allotment, which totals $400.
7. Household receives their normal allotment of $200 issued on the 10th of each month.  Benefits totaling $300 are stolen through skimming on the 15th of the month.  The household would be eligible to receive $300 in replaced benefits as the actual amount stolen ($300) is less than 2 times the last monthly allotment issued ($400) immediately prior to the date when the benefits were stolen.
8. Household receives their normal allotment of $200 issued on the 10th of each month.  Benefits totaling $500 are stolen through skimming on the 15th of the month.  The household would be eligible to receive $400 in replaced benefits as two times the last monthly allotment issued ($400) immediately prior to the date when the benefits were stolen is less than the actual amount stolen ($500).
9. Household applied for benefits on May 17th and was approved for benefits on May 27th. Because the application was received after the 16th of the month, the household was issued prorated May benefits of $80 and their full June benefits of $120 on May 27th. The household has $140 in benefits stolen though skimming on June 15th.  The household would be eligible to receive $140 in replaced benefits as the actual amount stolen ($140) is less than 2 times the last monthly allotment issued ($240) immediately prior to the date when the benefits were stolen.
10. On July 15th, the household received their regular allotment of $60 and an emergency supplement of $370 to bring the household up to the two-person maximum of $430. Benefits totaling $400 are stolen through skimming on July 20th. The household would be eligible to receive $400 in replaced benefits as the actual amount stolen ($400) is less than two times the last monthly allotment issued ($860) immediately prior to the date when the benefits were stolen.

ACES Procedures

• Issuances -  Replacement / Reissuance

Revised March 25, 2011

Purpose:

WAC 388-412-0030  Returning a warrant.