OKDHS - OAC 340:40-10-2. Client, worker, and provider electronic benefit transfer (EBT) responsibilities

340:40-10-2. Client, worker, and provider electronic benefit transfer (EBT) responsibilities

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Revised 6-1-11

(a) Client EBT responsibilities. Client EBT responsibilities include:

(1) watching the client training video;
(2) swiping correct attendance days and times with his or her EBT card through the provider's point-of-service (POS) machine within ten days, current day and previous nine days;
(3) checking the message on the POS machine after each swipe to see if it is approved, denied, or pending. If the message shows denied or pending different provider, the client is responsible to report the problem to the worker right away; • 1
(4) not swiping attendance for any day the child does not attend child care;
(5) not giving the EBT card or personal identification number (PIN) to anyone else, including the child care provider; and
(6) paying for care the Oklahoma Department of Human Services (OKDHS) does not pay because:
- (A) the client did not swipe attendance timely for days and times his or her child attended child care;
- (B) swipes were denied and the client did not get them corrected within ten days; or
- (C) the provider loses the absent day payment for a weekly authorization because the client did not swipe correct attendance for every day that the child attended care for a given month.

(b) Worker EBT responsibilities. Worker EBT responsibilities include:

(1) ensuring that the client reads and states he or she understands the EBT responsibilities shown on the application;
(2) arranging for the client to receive his or her EBT card and watch the training video as soon as possible after the child care request is submitted;
(3) if the client chooses an authorized representative, arranging for that person to receive his or her EBT card and watch the training video as quickly as possible;
(4) acting on swipe errors reported by the client as soon as they are reported; • 1
(5) acting on reports of misuse of the EBT card per policy at OAC 340:40-10-3 as soon as they are reported.

(c) Provider EBT responsibilities. Provider responsibilities include:

(1) never being in possession of or swiping client's EBT card through the POS machine;
(2) never moving the POS machine to another location without receiving prior written approval from OKDHS Family Support Services Division Child Care Section;
(3) requiring clients to swipe attendance as care is used;
(4) never asking or requiring a client to swipe attendance for a day the child does not attend; and
(5) ensuring that claimed attendance submitted via the EBT system is correct and voiding any incorrect transactions within the ten day swipe limit, current day and previous nine days.

INSTRUCTIONS TO STAFF 340:40-10-2

Revised 6-1-11

1. (a) An approved message means the system accepted the swipe for payment processing. A pending message is received when the client enters a previous in or out swipe and is accepted for payment processing. A pending different provider message is saved by the system for possible future payment if care is authorized within 90 days. A denied message is not saved and can never be paid electronically. When a problem is resolved, the client must always swipe correct attendance for any denied time within ten days, current day, and previous nine days, to receive an approved message.

(b) If the client calls or comes to the human services center to report denied or pending error messages, the worker checks the EPPIC system to see what error is occurring. Different error codes involve different solutions, so it is vital that the worker know the exact error. Information about how to use the EPPIC system, what error codes mean, and how to resolve error messages are found in the EBT section of the Tools, Tips, and Training link on the InfoNet at the Family Support Services Division (FSSD) Child Care web page.

(c) If it is past the ten day swipe limit before a problem is resolved, refer to OAC 340:40-10-4 for manual claim procedures.

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