Inactive and Expunged Account

Created on: 
Oct 14 2019

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

What is an inactive Electronic Benefit Transfer (EBT) account?

EBT accounts are inactive when a debit transaction (withdrawal) has not occurred for at least 60 days. 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.

Food and cash accounts age separately depending on the last withdrawal date from the specific account. A debit in one account does not update the aging status of the other account.

When is the Department of Social and Health Services (DSHS) notified of inactive accounts?

Food and cash Electronic Benefit Transfer (EBT) accounts are reviewed daily by the EBT Vendor to determine its aging status. The state is notified at three inactivity intervals:

  • 60 days
  • 330 days
  • 365 days (expungement)

How are clients notified of inactive Electronic Benefit Transfer (EBT) accounts?

When clients have not used their benefits for a specific period of time, a letter is generated from ACES to remind them that they have benefits in their cash or food account. The letter states the amount remaining in the account and advises them that if they do not use their benefits within 365 days they are then expunged.

Letters are sent to the client’s last known mailing address. Letters are not sent if the Assistance Unit (AU) was closed with Reason Code 244 - Death.

What letters are sent to notify a client of an inactive Electronic Benefit Transfer (EBT) account?

Letter 037-01 (60 Days Non-Use of EBT) is sent to a client when all of the following conditions are true:

  • Client in Aging and Expungement file from EBT vendor is not closed with RC 244 - Death.
  • The account has been inactive for 60 days and
  • The balance in the account is $1.00 or greater.

Letter 037-02 (330 Days of Non-Use of EBT) is sent to a client when when all of the following conditions are true:

  • Client in Aging and Expungement file from EBT vendor is not closed with RC 244 - Death.
  • The account has been inactive for 330 days and
  • The balance in the account is $1.00 or greater.
NOTE:  The system combines the 037-01 and 037-02 letters when both letters generate for a cash and food AU on the same day.

When does expungement occur?

Benefits in an Electronic Benefit Transfer (EBT) cash or food account are expunged (removed) if there is no withdrawal/debit from the account for 365 days. A client's food and cash accounts are expunged separately based on the last withdrawal/debit from that account. Once expunged, the benefits are no longer available to the client unless replaced by EBT Headquarter staff. For more information, see:

Can expunged benefits be restored?

Expunged cash benefits may be replaced to the head of household (HOH) or any other remaining household member at any time. 

Expunged food benefits may only be replaced if the benefits were deposited and available to the client less than 365 days from the date of the client request.

For more information on replacing food and/or cash benefits, see EBT Manual - 4.10 REPLACEMENT OF EBT BENEFITS TO CLIENTS.

Online Processing

How do I inquire on an aged or expunged account?

This feature is currently unavailable in ACES.online. To inquire on an aged or expunged account, see Mainframe Processing - How do I inquire on an aged or expunged account?

Mainframe Processing

How do I inquire on an aged or expunged account?

  1. On the WMEN screen, select Option [L] - File Inquiry.
  2. On the LMEN screen, complete the following fields:
  • Selection field - Enter [M] - EBT Aging/Expunged Inquiry.
  • Client ID field - Enter the [Client ID] of the account you want to inquire on.
  1. Press <TRANSMIT> and the AGEE screen displays.

 

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