County of San Diego Health and Human Services Agency HHSA CalFresh Program Guide Disaster Benefits Issuance Number Page 63502 1 of 3 Revision Date 1112018 Background In a disaster situation the County will assess whether or not CalWIN will be used for customer setup card issuance newreplacement card and benefit issuance This section has been updated to the new format Purpose This section provides the roles and responsibilities of staff related to the Electronic Benefit Transfer EBT in anticipation of and during the Disaster CalFresh An overview of the EBT system features and options available for Disaster CalFresh benefit issuance Policy 635021 Available Interfaces for Disaster CalFresh Implementation Disaster CalFresh implementation requires that customer demographic and benefit issuance information be provided by the County and transmitted to the EBT system either through batch files a host to host interface or through the administrative terminal Disaster CalFresh implementation also requires that new and replacement overthecounter OTC cards be provided to customers The following EBT System Interfaces can be used to implement Disaster CalFresh HosttoHost Interface 635023 or Administrative Terminal Interface 635024 635022 Batch Interface If operational the eligibility system batch interface is capable of processing Disaster CalFresh benefits Batch file processing allows for the transmission of the preprinted disaster EBT card number in the demographic file for case setup Disaster CalFresh benefits sent from CalWIN will be available as soon as the batch file is processed 635023 HosttoHost Interface If operational the eligibility system hosttohost or direct connection from the Administrative Terminal to Electronic Payment Processing and Information Control EPPIC interface with CalWIN is capable of issuing benefits when there is a disaster The hosttohost customer AddChange Request message allows for the assignment of the preprinted disaster EBT card number Disaster CalFresh benefits are immediately available to the customer 635024 Administrative Terminal Interface The Administrative Terminal Interface can be used to setup customer accounts emboss cards and issue Disaster CalFresh benefits Using a disaster logon ID the CountyIssuance Office Assistant can issue preprinted disaster EBT cards and benefits through the disaster screens Disaster CalFresh benefits are immediately available to the customer Additional screens have been added to the administrative terminal functionality for Disaster CalFresh The disaster screens will allow new cases to be established issuance of new and replacement EBT disaster cards and the ability to add benefits to the customers account Note These screens will be activated by Affiliated Computer Systems ACS only in the event of a declared disaster County of San Diego Health and Human Services Agency HHSA CalFresh Program Guide Disaster Benefits Issuance Number Page 63502 2 of 3 The link EBT WorkSite Web includes disaster information and instructions for using the Administrative Terminal Contact the County EBT Coordinator or the CalWIN Operational Support Help Desk for User ID and Password information 635025 EBT Card Stock Regular EBT cards or preprinted disaster EBT cards can be used when Disaster CalFresh is implemented The County can use the regular EBT card stock for Disaster CalFresh benefits if circumstances permit card printer is operational cards are not damaged etc If EBT card stock on hand is insufficient additional blank Golden State Advantage EBT card stock will be available for use during a disaster Note Close to one million additional blank cards and preprinted disaster EBT cards have been placed in storage and can be quickly distributed to California counties in the event of a disaster 635026 Disaster EBT Cards EBT disaster support includes an inventory of preprinted Disaster EBT cards The following is a general description of the preprinted Disaster Golden State Advantage EBT cards Graphic design is the same as the regular EBT card Primary Account Number PAN is preprinted on the card Disaster is printed on the card Card is prepinned the Personal Identification Number is preassigned Cardholders name does not appear on the card Preprinted Disaster EBT card and its associated PIN are sealed together in a mailer and enclosed in an envelope Card does not expire 635027 Disaster EBT Cards Issuance When issuing preprinted disaster EBT cards whether using batch hosttohost or administrative terminal the card number must be entered into the system The preprinted disaster EBT card and its PIN are sealed together in a mailer and enclosed in an envelope In overthecounter OTC issuances the worker will have the client remove the card from the sealed mailer and then write down the card number on the card issuance log Disaster EBT cardholders can change their PIN by visiting a county office or calling the Automated Response Unit ARU which is the existing PIN change procedure New and replacement disaster EBT cards are captured in the card issuance report as an OTC issuance or OTC replacement issuance 635028 Disaster EBT Cards Replacement When an ongoing customer requires a card replacement and the preprinted disaster card is issued the recipients existing PIN is not carried forward to the new replacement card 635029 Benefit Replacement for Ongoing Households An ongoing CalFresh household impacted by the disaster may be eligible to receive replacement benefits Replacement benefits are deposited to the households existing EBT account However if the worker is not able to verify the client as an ongoing CalFresh recipient because CalWIN is down the client will be treated as a new case for Disaster CalFresh The recipient will receive a new EBT card and replacement benefits will be deposited into a new CalFresh EBT account To prevent duplicate benefit issuance the worker must enter case data from the administrative terminal to CalWIN for reconciliation purposes as soon as possible County of San Diego Health and Human Services Agency HHSA CalFresh Program Guide Disaster Benefits Issuance Number Page 63502 3 of 3 The benefit type code for replacement Food Stamp benefits is RFSP The benefit type code for disaster Food Stamp benefits is DFSP The benefit type for DFSP supplemental benefits for active FSP households is SDFSP The daily reconciliation process tracks the disaster benefits separately from ongoing benefit issuance Using the correct benefit type code will ensure data is accurately recorded 6350210 Early Release of Benefits CalFresh benefit issuance is staggered over the first 10 calendar days of the month for ongoing recipients In the case of a disaster the County will have the option to override regular staggered benefits to make them available in the clients EBT account earlier 6350211 Account Aging and Expungement The EBT account aging process and procedures do not change when Disaster CalFresh and RFSP benefits are issued The EBT account is dormant after 90 days without debit activity and benefits are expunged after 270 days with debit activity Disaster CalFresh and RFSP are included in the EBT expungement reports These benefits could be used to reduce CalFresh overissuances References MPP 900 ACL 0637 Sunset Date This policy will be reviewed for continuance by 11302021 Approval for Release RICK WANNE Director Eligibility Operations