OKDHS - OAC 340:40-10-1. Electronic benefit transfer (EBT) system for child care

340:40-10-1. Electronic benefit transfer (EBT) system for child care

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Issued 6-1-05

(a) The EBT system for child care is used to track time and attendance for a child using subsidized child care and to process child care payments sent to child care providers. This system involves use of an EBT card by a client to document attendance by swiping the card through a point-of-service (POS) machine at the child care facility. The client is able to swipe real time attendance or can enter previous in and out times for up to ten days, the current day and nine previous days. The system works best if all or most of the client's swipes are completed real time.

(b) The child care applicant is issued an EBT card at the time a request is made for a child care benefit. • 1

(c) Only two EBT cards can be issued per Family Support Services Division (FSSD) child care case; one card for the parent or caretaker and one for an authorized representative. The authorized representative can be the other parent or someone else who helps the client take the child to and pick up the child from the child care facility. The client is responsible for all swipes made by the authorized representative. • 2 The authorized representative cannot be the child care provider or anyone who is employed by the child care provider. • 3

(d) Two EBT cards can be issued per child in a Child Welfare case if each child in the case is residing with different foster parents. • 4

INSTRUCTIONS TO STAFF 340:40-10-1

Revised 6-1-11

1.  The worker must put the Family Assistance/Client Services (FACS) Eligibility Notebook, Child Care tab in application status before an electronic benefit transfer (EBT) card can be issued. Prior to issuing an EBT card, the client must watch an EBT client training video. Refer to OAC 340:40-3-1 for initial application information.

2.  In two-parent households, the other parent must be added as the authorized representative and issued his or her own EBT card if they will be responsible for swiping attendance.

3.  (a) The worker must enter information about the authorized representative in the Information Management System (IMS) using the computer transaction EBTU before an EBT card is issued to an authorized representative. Instructions on how to complete an EBTU transaction can be found in the EBT section of the Tools, Tips, and Training link on the InfoNet at the Family Support Services Division (FSSD) Child Care Subsidy Web page.

(b) If the client wants to change authorized representatives, the prior authorized representative must be deactivated on EBTU before the new authorized representative can be entered. The new authorized representative must watch the client training video before receiving the EBT card.

4.   Prior to issuing an EBT card to a foster parent, the worker must enter information about that foster parent in IMS using the EBTU transaction. Instructions on how to complete an EBTU transaction are found in the EBT section of the Tools, Tips, and Training link on the InfoNet at the FSSD Child Care Subsidy Web page.

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