Benefit Posting Process

All EBT issuances, except for same day emergency issuances completed via CalSAWS, are sent to the EBT System in the nightly CalSAWS batch process. Entries made in CalSAWS update the EBT System. CalSAWS input is normally reflected in the EBT System the next day. Information sent to the EBT System is sent in two separate files:

The “EBT Demographic File,” and
The “EBT Benefit File.”

EBT Demographic File

The “EBT Demographic File,” otherwise known as “CCM,” contains client information. This information is needed by FIS to set up the client’s EBT account. It is essential that an EBT account be set up in order for a client to be able to access his/her benefits through EBT. Information sent to the Demographic File includes the client’s name, address, SSN, birth date, and other demographic data (client information) from the CalSAWS case record. The account is set up automatically when the demographics are sent through the CalSAWS batch process unless an error occurs.

EBT Benefit File

The “EBT Benefit File,” containing the “DAA” and “BBM” are the “benefit amounts” sent to FIS and deposited into the client’s EBT account. There are two types of benefit files. One is for cash assistance and the other is for CalFresh benefits. These benefit files are transmitted to EBT accounts in the daily batch process AND monthly run processes.

Daily Runs

Benefits from the daily runs are sent through the nightly batch process and immediately deposited into the client’s EBT account each time:

A case is approved in Intake,
A case is restored in Continuing, and/or
Supplemental benefits are issued.

Monthly Runs

Benefits from the monthly runs are processed at:

FME and/or
CME

These benefits are processed, but are NOT immediately available to the client. Benefits processed in these runs are placed in the “Benefit Pending File” and are not available to the client until the individual’s stagger day.

Set-Up of EBT Accounts Policy

Once the EBT account is set up for one program only and a second program is applied for and approved, the EBT account access must be changed to “Both.” When the EBT account is not changed to “both” programs the result is “Unlinked Benefits.” To avoid this problem, the County policy is to always set up an EBT account for “both” programs, regardless of whether the client is applying for both CalFresh and Cash or just one program. On the EBT Card Detail page, select “BOTH” from the EBT Account Access drop-down menu. This MUST be completed prior to “Authorization.”

Pending Demographics/Unlinked Benefits

There are instances when the demographic file does not link up with the benefit file. When this occurs, an error message will display in the Search EBT Errors window. EWs must take IMMEDIATE action to correct the errors as clients will NOT receive benefits until the error is cleared. There are two types of unlinked files:

Pending Demographics, and
Pending Benefits.

Pending Demographics File

When demographic information is received by FIS, an account is set up for the client. However, if the benefit file is not received timely and benefits posted to the account, FIS will place the account in a Pending Demographics file. When an account is placed in Pending Demographics, an error message will display in the Search EBT Errors window. What this means is that the account is essentially in a “hold” status. NO transactions may be made on the EBT Admin Terminal to post benefits. ALL benefits must be posted through the CalSAWS nightly batch process when the account is in a Pending Demographics file.

When a case is placed in a Pending Demographic file, the EW must:

Review the case immediately to determine where the error occurred,
Correct the error that prevented the benefit file from being sent to FIS, and
Make appropriate entries to issue the client’s benefits via the CalSAWS overnight batch system.

Pending Benefit File

Benefits processed through FME and CME are placed in a Pending Benefit file. Benefits are also placed in a Pending Benefit file when the benefit file is accepted but FIS doesn’t receive the demographic data and the EBT account cannot be established. If the EBT account is not established, the benefits have nowhere to be posted, and are placed in the pending file. When this occurs, an error message is displayed in the Search EBT Errors window.

Note: CalSAWS automatically voids unlinked EBT issuances transferred in batch. If they are transferred online, the benefits will not be voided.

The EW must immediately:

Review the case to determine where the error occurred and correct the error that prevented the benefit file from being sent to FIS. Be sure “BOTH” was selected from the [EBT Account Access] dropdown field.
Rerun EDBC and authorize to reissue the benefits. Enter “Yes” in the Evaluate Benefit Discrepancy [Y/N] field for the month(s) benefits are to be reissued.

Reminder: Benefits transmitted through the FME process are ALWAYS placed in the Pending Benefit file until the client’s availability date. However, unlinked benefits that are placed in the Pending Benefit file are automatically purged after 90 days.