EBT Cardholders

The client, who is the “head of household” or “primary payee,” may select ONLY one individual as an additional cardholder per program. The client may request to have any ADULT household member be issued an EBT card and PIN to access the household’s benefits. In addition, the head of household or payee may designate ONE additional individual outside of the household to receive his/her own card and PIN either to act as an AR for CalFresh or as a DAC for cash benefits, or both. Both the AR’s/DAC’s card and PIN are mailed to the client’s address.

The three names for EBT cardholders are:

• PCH - The PCH is the client, otherwise known as the “primary payee” or “head of household.”
• AR - An individual designated by the PCH to act on his/her behalf to access the CalFresh benefits only.
• DAC - An individual designated by the PCH to act on his/her behalf to access the cash benefits.

Note: The AR/DAC can be the same individual and have access to both CalFresh and cash benefits using one card.

Regulations do not require ARs/DACs to provide information regarding their SSN; however; if the client wishes for the AR/DAC to have access through the ARU, then the AR/DAC MUST provide this information, or they cannot obtain access through the ARU. Refer to Automated Response Unit (ARU).

Adding an Additional Cardholder to EBT

The same criteria used to add an Authorized Representative for CalFresh is used to add a Designated Alternate Cardholder for cash. Refer to CalFresh Handbook “Authorized Representative” page 4-1 for more information. For a household member, the EW must enter the appropriate information on the Collect Authorized Representative Detail window. Refer to “To Add Authorized Representative/Protective Payee” in Help for complete procedure.

Reminder: An “Electronic Benefits Transfer (EBT) Request for Designated Alternate Cardholder/Authorized Representative” (CSF 64) MUST be obtained, even if the AR/DAC is the second parent who is residing in the home and receiving aid.

When a client requests adding an additional cardholder to EBT for a person who is NOT in the household, the following procedure must be followed:

1. The Client notifies the EW that he/she would like to add an additional cardholder to the case.
2. The EW:
   1. Sends the client an “Electronic Benefits Transfer (EBT) Request for Designated Alternate Cardholder/Authorized Representative” (CSF 64), with a pre-paid envelope.
      1. Note: This may also be completed during an office visit.
3. The Client:
   1. Completes the CSF 64.
   2. Ensures the AR/DAC reviews, signs and dates the form.
   3. Attaches a photocopy of the additional cardholder’s identification.
   4. Returns the CSF 64 and copy of AR or DAC identification to the EW in the pre-paid envelope, if mailed.
4. The EW:
   1. Receives the CSF 64 with the additional cardholder’s signature and a photocopy of his/her ID.
   2. Makes a determination if the person designated fits the AR/DAC criteria (i.e., is an adult and not a child).

If the request is...	Then the EW...
Denied	Generates M16-505D Notice of Action denying request to add DAC.
Approved,	Enter the appropriate information in the Collect Authorized Representative Detail window. Refer to "Add Authorized Representative/Protective Payee" in Help for complete procedure. Documents in the EBT Card Detail page that the form was received and the DAC/AR was added to case. Has the CSF 64 and the DAC/AR’s photocopied ID scanned into the Imaging. Generate M16-505A Notice of Action approving DAC.

If the client is requesting to add an additional cardholder (AR or DAC) when there is currently another additional cardholder on the case, the EW must inform the client that the client can only have one additional cardholder per program. If the client chooses, the EW may delete the existing cardholder and add the new additional cardholder. Refer to “To Delete Authorized Representative/Protective Payee” in Help for the complete procedure.

Deleting an Additional Cardholder from EBT

When a client requests that someone’s access to the household’s cash aid and/or CalFresh benefits through EBT be terminated, the following procedure must be followed.

1. The Client notifies the EW that he/she would like to delete the additional cardholder from the case.
2. The EW:
   1. Documents the client’s request in the EBT Card Detail page.
   2. Deactivates the EBT card IMMEDIATELY via CalSAWS. Refer to "To Deactivate EBT Card" in Help for the procedure.
   3. Enters an Effective End Date in the Collect Authorized Representative Detail window. Refer to "Delete Authorized Representative/Protective Payee" in Help for the complete procedure.

Reminder: If the AR/DAC was a member of the household and he/she has left the home, then the EW must also discontinue the household member following the standard procedures for discontinuing an active member from cash aid and/or CalFresh.

Changing a Payee in EBT

In a case in which cash and/or CalFresh benefits are issued via EBT, adding a new payee under the same case number would allow him/her access to the previous payee’s account/benefits. As that account belongs to the previous payee, NOBODY other than that payee can have access to the account unless the payee provides written authorization to do so. Therefore, when there is a change in payee for a case in which cash and/or CalFresh benefits are issued via EBT, a new case number MUST be assigned. EWs must open a separate case to establish a new account for the new payee. When adding a new payee in the middle of the month after benefits have already been issued, the new payee is not eligible to receive benefits until the 1st of the following month.

Example 4Example 4

Exception: The only exception to this rule is when the new payee (PCH) is the second parent who was residing in the home and receiving aid in the same AU/HH at the time the previous payee left the home.

Example 5Example 5

Related Topics

Electronic Benefit Transfer (EBT) Overview

EBT Forms