Administrative Terminals

The EBT System is a completely separate system from CalSAWS. The EBT system interfaces with CalSAWS which means that certain information is sent back and forth between the two systems. Information regarding benefits and cards generated online through CalSAWS is sent immediately to the EBT system while information regarding benefits and cards issued in batch through CalSAWS is sent to the EBT system through the nightly batch interface process. FIS has provided SSA with Administrative Terminals. An Administrative Terminal is an EBT administrative application system called WebADMIN. WebADMIN is installed into designated staff’s PCs, allowing them access to the EBT system. The Administrative Terminal is a useful tool to use as a cross-check between the two systems when there is a discrepancy.

User Profiles

SSA has assigned User Profiles for the EBT system to SSA employees according to their job classifications. The User Profile determines the access an individual has to the EBT system. Currently, ONLY clerical staff will have updating capabilities; eligibility staff will have inquiry only access to the EBT system.

Administrative Terminal Main Menu and Submenu

The following submenu selections are available through the Main Menu in the Administrative Terminal:

Main Menu	Function
Information Section	Information in this section will change depending on which function the user is using. Initially it shows the user’s ID and the login time. If the user opens a cardholder record, this section changes to show information about that cardholder.
Account Management	This submenu begins account setup and account maintenance actions.
Financial Accounting	This submenu begins settlement and reconciliation actions.
Reconciliation	This submenu begins financial actions, such as repayment and adjustments.
Reports	This submenu accesses the WebADMIN-generated reports, including archived reports.
Voucher Management	This submenu opens functions used to authorize and settle vouchers. (FIS use only.)
AA User management	This submenu begins administrative actions that affect other AA users. This is used only be Security Managers and Domain Managers that reset passwords.
Retailer Management	This submenu begins actions to administer processors and retailers (FIS use only). The Retailer Transaction History Search will be used by the state, county, and the federal FNS.
Interoperability	This submenu begins actions for interoperability transactions. (FIS use only.)
Password Change	This submenu begins the process for changing a user password.
Printer Management	This submenu allows users to manage the flat card printers connected to the AA.
Log Out	This command ends the login session and returns the AA to the Login screen.

Searching for Cardholder Information

WebADMIN allows users to search for a cardholder information and this can be obtained through the Cardholder Case Management screens. The following table describes navigation buttons and their functions found on the Cardholder Case Management main screens:

Button	Functions
Search	Cardholder Search screen
Cardholder	Cardholder Information Management screen
Cases	Cardholder Case management screen
Cards	Cardholder Cards Management screen
Transaction	Cardholder Transaction History screen

Cardholder Case Information

The Cardholder Case Management submenu provides the following information:

View Cardholder Benefits
Search Cardholder Transaction History
Archive Transaction History
Add a new cardholder/case
Replacement EBT Card Issuance
Add an Alternate Cardholder
Enable/Disable a Cardholder
Add benefits

Proper Use of EBT Administrative Terminal

There is no functionality in CalSAWS to unlock or select/change a PIN. The EBT Administrative Terminal PIN machine must be used to perform these actions.

Although users are discouraged from using the EBT AT to issue benefits, Emergency Benefits can be issued using the AT with Authorization from the CalSAWS Help Desk under the following circumstances:

CalSAWS blackouts, or
Natural disasters, or
When the EW issues benefits via transfer online and the EBT account is not set up correctly.
Benefits will not void in CalSAWS and CalSAWS will not allow the user to void benefits.

These transactions are tracked by the FMS department to insure proper usage.

All District Offices must use the following standard procedure to inform FMS when using the EBT AT to issue benefits.

Submit SCD 2201 form with Supervisor signature, the CalSAWS Maintain Issuance Detail screen, and the email authorization that was received from the Help Desk to the DOFC.
Notify OMC of a request to use the AT for Emergency Benefit Issuance.
Inquire and print the Balance Inquiry screen from the EBT AT before adding the benefits.
Add the benefits and print the Emergency Benefit Add/Pending screen displaying the benefit information and client's name and case number.
Print the updated Balance Inquiry screen reflecting the new benefits that were added.
Fax the SCD 2201 and the email authorization from the Help Desk to FMS using the fax cover page for FMS located on the SSA intranet website.
Have a copy of all documents sent to FMS scanned into the IDM system.
Forward the original SCD 2201, the Issue Detail screen, the before and after Balance Inquiry screen, the Emergency Benefit screen, and a copy of the email authorizing the use of the AT to FMS on the 5th floor at 333 W. Julian.

Agency Policy

The client’s information contained in the EBT system is confidential and falls under the Confidentiality Act. Inquiry access was given to eligibility staff to assist clients who contact them with EBT questions or problems.

UNDER NO CIRCUMSTANCES ARE AGENCY STAFF TO USE INFORMATION IN THE EBT SYSTEM TO QUESTION CLIENTS ABOUT:

Where they shop,
What they buy, or
How they spend their money.

This information is NOT required to determine eligibility/benefits and is a breach of the client’s right to confidentiality.

Any violation of this policy is grounds for disciplinary action.