EBT Reporting

Electronic Benefit Transfer (EBT) Reports Produced by FIS

FIS is responsible for providing detailed reports to the counties and State. The EBT system is an entirely separate system from CalSAWS and generates numerous reports that relate to EBT. This section lists only the reports that are utilized by eligibility staff.

Note: These reports are available on FIS’ website and will only be printed and distributed as needed.

“CA EBT System - Daily Administrative Transactions Report”

The Administrative Transactions Report provides detailed information on all administrative terminal transactions that are monetary in nature, and affect the balance of a client’s account. Transactions include:

Adjustments
Emergency Benefits
Repayments, and
Forced Expiration of Manual Authorizations

Within each county, summary and detail information is provided by user. This is a two-part report, with summary information provided first, and detailed information provided second. This report assists counties in monitoring on-line transactions generated via the administrative terminal. This report is also used in conjunction with the Search EBT Errors window to resolve discrepancies on transactions done through the Administrative Terminal.

“CA EBT System - Daily Administrative Actions Detail Report”

The Administrative Actions Detail Report provides detailed information on administrative terminal transactions that are non-monetary in nature, yet affect client account access.

Transactions include:

Account Reactivations through the Dormant Account Maintenance screen
PIN Unlocks
Account Setups, and
Pending Voids

Within each county, summary and detail information is provided by the user. This is a two-part report, with summary information provided first, and detailed information provided second. The report assists counties in monitoring on-line transactions generated via the administrative terminal.

“CA EBT System - Daily Benefit Type Repayment Report”

The Benefit Type Repayment Report provides detailed information on repayment transactions done through an administrative terminal that targets specific benefit types for repayment. The report serves as a register of repayment transactions completed via the administrative terminal.

“CA EBT System - Inactive/Dormant/Expunged Report”

The Inactive/Dormant/Expunged Report is produced daily. The report lists individual accounts, by county and local office that have reached either Inactive, Dormant, or Expunged status. Accounts reaching Inactive or Dormant status which have not had a deposit in the last 135 days are not included on the report (but are included in the daily Inactive/Dormant/Expunge file). The report informs EWs when the client is not accessing benefits, and when benefits have been returned to the State.

“CA EBT System - California Pending Benefits Report”

The Pending Benefits Report is produced daily. The report provides a snapshot of the pending benefit file each day. Pended benefits which have not yet reached their availability date, as well as pended benefits for which no demographic data exists are reported by county, available date, and benefit type. The report assists EWs in monitoring pending benefits and correction of cases where no demographic data exists.

“CA EBT System - ATM/POS Out-of-State Usage Report”

The Out-of-State Usage Report is produced on a monthly basis. The report summarizes transactions made by clients at out-of-state ATMs and POS devices.

“CA EBT System - Lost/Damaged/Stolen Card Report”

The Lost/Damaged/Stolen Report lists cards that have been lost, damaged, stolen, compromised, unauthorized; when the household requests to deactivate the card; and other reasons. The report assists EWs in statistical tracking of the number of cards statused in their county.

“CA EBT System - Card Issuances Statistics Report”

The Card Issuance Report is produced on a monthly basis and provides detailed information on all cards that were replaced, sorted by county/local office. Statistics and details are provided for both mail issued and over-the-counter-issued cards. The report assists counties in monitoring the number of cards issued.

“CA EBT System - Excessive Card Replacement Report”

This report is produced on a monthly basis and lists clients who have had three or more cards issued to them during the three prior calendar months. This report alerts EWs that the client may be having difficulties with the EBT process.

EBT Out-of State Usage Report

The EBT out-of-state cash transaction report identifies cases that have performed 100% of their EBT cash and CalFresh transactions outside of California in a given month. The report includes, CalWORKs, RCA, GA, CAPI, and CalFresh transactions. The report is available on the S-Drive (S:\Special Projects\EBT OOS Report) for designated district office staff to access. There are two reports available: (1) A detailed report that includes detailed transaction information, and (2) A summarized report that contains the following information:

Case Worker Number
Case Number
Client Name
Program Type/Aid Code
Program Status
State where Transactions took place

In addition, the report will also have the following fill-in columns for staff to report back the outcome of the case(s):

Discontinued (Y/N)
Referred to Special Investigation Unit (Y/N)
Reason for Determination

Processing the Report

Staff are to follow the process below when processing the report:

The District Office Designated Staff:
1. Reviews the report on the S-Drive (S:\Special Projects\EBT OOS Report). The monthly report will be available every # of the month.
2. Distributes to Staff for corrective action.
The EW:
1. Receives the report.
2. Reviews the case(s) in CalSAWS to determine if the case is still active or discontinued or if there are Journal Entries as to the reason why the client may be temporarily out of State.
3. Follows these guidelines:

If...

Then...

The case is discontinued,

Determines if the discontinuance coincides with the out of state EBT usage.

The case is still active,

Contacts the client and schedules an in-office appointment via an Appointment Notice and Brief Message to Client (SCD 50) requesting further information as to the reason for out of state EBT usage. The client must be given 10-days to provide the information.

Note: For the initial report, if the out of state transactions are only for one month of the three months, an in-office visit is not required, if the client is able to satisfactorily provide an explanation for the out-of-state usage.

After 10 working days,

If...	Then...
The client fails or refuses to attend the scheduled appointment or provide an explanation as for the out of state usage,	The cash case must be discontinued for Failure to Provide and referred to Fraud for investigation.
The client provides questionable information,	The case must be referred to Fraud for investigation.

Provides the outcome, action(s) and date of action(s) taken for the cash only transactions to the District Office Designated Staff.

The District Office Designated Staff compiles the outcome, action(s) and reason for action(s) taken for the cases on the report and enters the information into the designated columns on the report.
The CATS Staff compiles the responses from all District Offices and provides report to the State.

Note: An EBT Out of County Usage report is also produced to identify General Assistance cases that have performed 100% of their EBT transactions outside of SCC. To complete this report, follow the same process as the Out of State Usage Report.