Electronic Benefit Transfer (EBT)

Created on: 
Aug 11 2017

See ACES Screens and Online Pages for an example of pages or screens used in this chapter. 

 What is Electronic Benefits Transfer (EBT)?

EBT is an issuance method where cash and basic food benefits are electronically sent to Fidelity Information Services (FIS) and then made accessible to clients using an EBT debit card.

 What benefits are paid to clients by Electronic Benefit Transfer (EBT)?

Clients receiving assistance from the following programs have benefits issued by EBT:

  • AF (TANF)
  • EA (CEAP)
  • FS (Basic Food)
  • GA (Aged, Blind,or Disabled)
  • GS (Pregnant Women Assistance)
  • RF (Refugee)
  • SL (Summer Lunch)
  • SP (SSI State Supplement)
  • WS (Working Family Support)

 When are Electronic Benefit Transfer (EBT) Issuances sent to Fidelity Information Services (FIS)?

  • Funds are deposited into EBT accounts through either a daily or monthly issuance.
  • Daily issuances occur during ACES daily batch cycle processing no later than 11:59 p.m..
  • Monthly issuances occur in the monthly issuance batch cycle no later than 11:59 p.m..
  • EBT emergency issuances occur four times per day Monday through Friday and twice per day on Saturday.
  • There are no emergency issuances on the Saturdays that ACES is not available, Sundays, or state holidays.

The emergency issuance time are:

Monday – Friday

9:30 a.m.. 12:30 p.m.. 3:30 p.m.. 5:30 p.m..

Saturday

9:30 a.m.. 1:30 p.m..

When are Cash and or Basic Food benefits available on the EBT card?

Daily cash and non-emergent basic food benefits issuances are available the next business day at 6a.m Pacific Standard Time (PST). See When are Electronic Benefit Transfer (EBT) Issuances sent to Fidelity Information Services (FIS)?

Ongoing monthly EBT cash benefits are transmitted to EBT accounts on the first day of the month and are available at 6 a.m. PST.

Ongoing monthly EBT basic food benefits are transmitted to EBT accounts during the first 20 days of the month and available at 6 a.m. PST. For more information see EAZ Manual - WAC 388-412-0020 When do I get my benefits? and  How is the monthly issuance date for Basic Food Assistance Units (AUs) determined? 

How is the monthly issuance date for Basic Food Assistance Units (AUs) determined?

Basic Food monthly issuance dates are staggered over the first 20 days of the month.

  • Application with Date of Request (DOR) between the 1st and the 15th of the month.
    • If the application is finalized between the 1st and the 15th of the month, the issuance date is staggered between the 1st through the 10th.
    • If the application is finalized between the 16th and the end of the month, the issuance date is staggered between the 11th through the 20th.
  • Applications with a DOR between the 16th through the 22nd of the month are assigned an issuance date between the 1st and the 10th of each month, regardless of when the AU is finalized.
  • Applications with a DOR between the 23rd and the end of the month are assigned an issuance date between the 11th and the 20th of the month, regardless of when the AU is finalized.

Basic Food issuance dates are assigned to the Head of Household (HOH) of the AU and continues to follow the HOH. If the HOH is flipped and removed from the AU, the AU continues to retain the issuance date originally assigned to the original HOH.

  • Once an issuance date is established the AU continues to retain the same issuance date unless there has been a break in benefits of two or more issuance months between the termination effective date and the new approval date. This does not apply to AUs that are reinstated.

Basic Food Issuance Date:

 Application Date  Application Finalized Period  Assigned Issuance Date
     
1st through 15th 1st through 15th 1st through 10th
16th through 31st 11th through 20th
16th through 22nd any date 1st through 10th
23rd through 31st any date 11th through 20th

 What is Electronic Benefits Transfer (EBT) Claim Activity?

When a client’s EBT card transaction is completed, but later the EBT Vendor (Fidelity Information Services (FIS) discovers the transaction was incomplete due to an electronic processing failure, the client’s EBT account needs to be adjusted.

ACES processes the adjustment based on the information provided in the EBT Claim Activity interface file. For information on this process, see What is the Electronic Benefits Transfer (EBT) Claim Activity interface?

Online Process

How do I access the EBT Card Replacement page in aces.online?

To access the EBT Card Replacement page in aces.online take the following steps:

  1. On the Quick Navigation section of the Welcome Back page in aces.online, update the following fields:
  • Select a Type of ID field - choose Assistance Unit from the drop down menu.
  • Enter an ID field - enter in the <Assistance Unit number>.
  • Select a Page field - choose EBT Card Replacement from the drop down menu.
  1. Click the GO icon

or

  1. On the Assistance Unit Summary page, select EBT Card Replacement from the Benefits drop down menu.

How do I replace an Electronic Benefit Transfer (EBT) card in aces.online?

A request to mail a replacement EBT card is done on the EBT Card Replacement page in aces.online.  For information on accessing this page, see - How do I access the EBT Card Replacement page in aces.online?

To request the system to mail a replacement EBT Card, take the following steps:

  1. On the EBT Card Replacement page click the Mail Replacement EBT Card button.

Mainframe Process

How do I replace an Electronic Benefit Transfer (EBT) card in ACES?

This function has been moved to aces.online. See Online Process - How do I replace an Electronic Benefit Transfer (EBT) card in aces.online?

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter. 

 

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