Replacement/Reissuance

Created on: 
Jul 17 2017

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

In what situations would I replace or reissue EBT or EFT benefits?

  • Replacement of food lost in a natural disaster.
  • Replacement/reissuance of benefits when issued by warrant. See Issuance - Return Process - Group 2
  • Replacement of EFT benefits to other members of the AU when benefits have been returned due to death of account holder (R14, R15 Returns). See What do I do with an EFT benefit that is returned for reason R14 or R15? for more information.
  • Benefits may also be replaced directly by EBT HQ staff due to department errors in issuing EBT cards, expungement of benefits greater than 365 days old, and ATM/POS misdispense by retailers. See instructions in the EBT Manual for more detailed information.

When can a cash assistance replacement/reissuance request be cancelled?

A cash assistance replacement/reissuance request can be cancelled if cancellation is done before the benefit is issued from ACES.

How do I cancel a cash assistance replacement/reissuance request?

  1. Select WMEN, Option H – Financial Mgmt Issuance.
  2. <TRANSMIT> and the HMEN screen displays.
  3. Select HMEN, Option F – Issuance Repl / Reis Update.
  4. Enter the control number in the Control Number field.
  5. NOTE: The control number can be found at the top of the issuance Approval ISAI screen, Option H on the HMEN screen.
  6. <TRANSMIT>.
  7. Enter [Y] in the Del field and press <F24> to confirm the deletion. This cancels the request.

What do I do with an EFT benefit that is returned for reason R14 or R15? (Applies to Group 2 returns only.)

When an EFT live dollar transaction is returned for reason R14 or R15 the user must request a replacement of the issuance using the HMEN screen.

The issuance must be for the same amount, same program and benefit month(s) as the original issuance. The most current payee (head of household or AREP) name and address will be used.

How do I process an EFT R14 or R15 return?

  1. Select WMEN, Option J - Benefit History.
  2. <TRANSMIT> and the JMEN screen displays.
  3. Enter JMEN, Option D - Benefit History Listing.
  4. Enter the [AUID] in the AUID field to get the original issuance number.
  5. <TRANSMIT>.
  6. Write down the original issuance number. You will need it to process the replacement.
  7. Press <F3> to return to the WMEN screen.
  8. Select WMEN, Option H - Financial Mgmt Issuance.
  9. <TRANSMIT> and the HMEN screen displays.
  10. Select HMEN, Option F - Issuance Repl / Reis Update.
  11. Enter the following in the mandatory fields:
    • [AUID] in AU ID field
    • [Original issuance number] in EFT field
    • [RR] in Repl / Reis Code field
  12. <TRANSMIT> and the ISRE screen displays.
  13. Review the information on the screen.
  14. If the information is correct enter [Y] in the Confirm field.
  15. A control number is assigned to the replacement / reissuance benefit for tracking purposes. The issuance control number is a combination of:
    • User ID of worker requesting issuance,
    • System date replacement / reissuance authorized, and
    • Sequential number based on the number of replacement / reissuances authorized by that user.
  16. The control number displays at the top of the ISRE screen.
  17. After the issuance is confirmed the issuance control number displays on the HMEN screen, Option H - Issuance Approval Inquiry ISAI screen.
  18. The reissuance / replacement request can be cancelled if the cancellation is done before the benefit is issued. See How do I cancel a replacement/reissuance request?

How do I replace Basic Food benefits when a full month's benefit is lost?

See EAZ Manual - Can I get my benefits replaced? for more information.

How do I replace Basic Food benefits lost in a household disaster or misfortune?

To replace Basic Food benefits that have been lost or damaged in a natural disaster, follow the instructions in Benefit Replacement - Food Lost in a Household Disaster or Misfortune.

How do I replace/reissue an EBT card in ACES?

  1. Select WMEN, Option H – Financial Mgmt Issuance.
  2. <TRANSMIT> and the HMEN screen displays.
  3. Select HMEN, Option K – EBT Card Repl/Reis Update.
  4. Enter the [AUID] in the AU ID field at the bottom of the screen.
  5. <TRANSMIT> and the FIRR screen displays.
  6. Enter [Y] in the Mail Replacement EBT Card to the HOH – Confirm? field and <TRANSMIT> to process the request.

When will a vendor receive payments issued from ACES?

Vendor payments can take 5 to 7 business days from the time the issuance is approved in ACES.  If you see that a vendor payment is still pending after 10 days, please contact IT Solutions Customer Support at (360)664-4560, Option 2.

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