3210 3200

User Manual: 3210

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Table of Contents

Benefit Issuance

3210.0000 Food Stamps .............................................................. 1

3210.0100 REPRESENTATIVES AND PAYEES (FS) .............................................................. 1

3210.0101 Authorized Representative/Secondary Cardholder (FS) ...................................... 1

3210.0103 Designation at Time of Application (FS) ............................................................... 2

3210.0104 Withdrawal of Authorization (FS) .......................................................................... 2

3210.0105 Restrictions on Representatives (FS) ................................................................... 2

3210.0106.01 Documentation and Control of Representatives (FS) ...................................... 3

3210.0106.02 Evidence of Misrepresentation (FS) ................................................................. 3

3210.0107 Special Circumstances (FS) ................................................................................. 3

3210.0108 Drug/Alcohol Treatment Center Representative (FS) .......................................... 3

3210.0109 Blind/Disabled Group Home Representative (FS) ............................................... 3

3210.0110 Use of Food Stamps by Facilities for Blind/Disabled (FS) ................................... 4

3210.0111.01 Food Stamps Used in Shelter for Battered Persons (FS) ................................ 4

3210.0111.02 Return of FS Benefits When Resident Leaves Facility (FS) ............................ 4

3210.0111.03 Liabilities and Penalties of Facilities (FS) ........................................................ 5

3210.0112 Payee (FS)............................................................................................................. 5

3210.0200 PAYMENTS (FS) ...................................................................................................... 5

3210.0201 Electronic Benefits Transfer (EBT) (FS) ............................................................... 6

3210.0202 Staggered Issuance (FS)...................................................................................... 7

3210.0203.01 Expunged Status (FS) ...................................................................................... 7

3210.0203.02 EBT for Individuals Relocating to Another State (FS) ...................................... 8

3210.0204 Aggregate Issuance (FS)...................................................................................... 8

3210.0205 Recurring and Auxiliary Benefits (FS) .................................................................. 9

3210.0206 Restoring Lost Benefits (FS) ................................................................................ 9

3210.0207 Payment of Benefits Wrongly Withheld (FS) ...................................................... 10

3210.0208 Errors Discovered by the Department (FS) ........................................................ 10

3210.0209 Disputed Benefits (FS) ....................................................................................... 10

3210.0210.01 Computing the Amount to be Restored (FS).................................................. 10

3210.0210.02 Determining the Months Affected (FS) ........................................................... 11

3210.0210.03 Calculation of Lost Benefits (FS) ................................................................... 11

3210.0210.04 Determining Amount to be Restored (FS) ...................................................... 11

3210.0211 Lost Benefits - Intentional Program Violation (FS) ............................................. 11

3210.0212 Method of Restoration (FS) ................................................................................ 12

3210.0213.01 Replacement Issuances (FS) ......................................................................... 12

3210.0213.02 Nonreceipt Affidavit/Replacement Authorization (FS) ................................... 13

3210.0213.03 Time Limits for Making Replacements (FS) ................................................... 13

3210.0213.04 Special Requirements - Food Destroyed (FS) ............................................... 13

3210.0217 Stolen Benefits (FS) ........................................................................................... 13

3210.0300 IDENTIFICATION CARDS (FS) ............................................................................. 13

3210.0301 Electronic Benefits Transfer Cards (FS) ............................................................. 14

3220.0000 Temporary Cash Assistance ................................... 15

3220.0100 REPRESENTATIVES AND PAYEES (TCA).......................................................... 15

3220.0101 Authorized Representative/Secondary Cardholder (TCA) ................................. 15

3220.0105 Restrictions on Representatives (TCA) .............................................................. 16

3220.0112 Payee (TCA) ....................................................................................................... 16

3220.0113.01 Age of Payee (TCA) ....................................................................................... 17

3220.0113.02 Selection of Payee (TCA) ............................................................................... 17

3220.0113.03 Nonrelative as Payee (TCA) .......................................................................... 17

Table of Contents

Benefit Issuance

3220.0114.01 Protective Payee (TCA) ................................................................................. 17

3220.0114.02 When Protective Payee Must be Selected (TCA) .......................................... 17

3220.0114.03 Who Can Be Protective Payee (TCA) ............................................................ 18

3220.0114.04 Role and Responsibility of the Protective Payee (TCA) ................................ 18

3220.0200 PAYMENTS (TCA) ................................................................................................. 19

3220.0201 Electronic Benefits Transfer (EBT) (TCA) .......................................................... 19

3220.0202 Staggered Issuance (TCA) ................................................................................. 21

3220.0203.01 Expunged Status (TCA) ................................................................................. 21

3220.0203.02 EBT for Individuals Relocating to Another State (TCA) ................................. 21

3220.0206 Restoring Lost Benefits (TCA) ............................................................................ 21

3220.0214.02 Recurring Benefits (TCA) ............................................................................... 22

3220.0214.03 Auxiliary Benefits (TCA) ................................................................................. 22

3220.0215.02 Intercepted Benefits (TCA)............................................................................. 23

3220.0215.03 Reissued Benefits (TCA) ................................................................................ 23

3220.0215.09 Benefits Outstanding More Than One Year (TCA) ........................................ 23

3220.0217 Stolen Benefits (TCA) ......................................................................................... 23

3220.0300 IDENTIFICATION CARDS (TCA) .......................................................................... 23

3220.0301 Electronic Benefits Transfer Cards (TCA) .......................................................... 24

3230.0000 Family-Related Medicaid ......................................... 25

3230.0100 REPRESENTATIVES AND PAYEES (MFAM) ...................................................... 25

3230.0102 Designated Representative (MFAM) .................................................................. 25

3230.0116 Self-Designated Representative (MFAM) ........................................................... 25

3230.0117 Who May Not Act as Designated Representative (MFAM) ................................ 26

3230.0118 Liability of the Designated Representative (MFAM) ........................................... 26

3230.0300 IDENTIFICATION CARDS (MFAM) ....................................................................... 26

3230.0302 Medicaid Identification Card (MFAM) ................................................................. 26

3230.0303 Proof of Medicaid (MFAM).................................................................................. 26

3230.0400 THIRD PARTY PAYMENTS AND BILLING (MFAM) ............................................ 26

3230.0401 Third Party Payments (MFAM) ........................................................................... 26

3230.0402 Reimbursement (MFAM) .................................................................................... 27

3230.0403 Eligibility Specialist Given Reimbursement (MFAM) .......................................... 27

3230.0407 Billing (MFAM) .................................................................................................... 27

3230.0407.01 Billing Authorization (MFAM).......................................................................... 27

3230.0407.02 Medicaid Claims Payment (MFAM) ............................................................... 27

3230.0500 Certified Application Counselors (MFAM) ............................................................. 28

3240.0000 SSI-Related Medicaid, State Funded Programs ..... 29

3240.0100 REPRESENTATIVES AND PAYEES (MSSI, SFP) ............................................... 29

3240.0115 Designated Representative (MSSI, SFP) ........................................................... 29

3240.0116 Self-Designated Representative (MSSI, SFP) ................................................... 29

3240.0117 Who May Not Act as Designated Representative (MSSI, SFP) ......................... 30

3240.0118 Liability of the Designated Representative (MSSI, SFP) .................................... 30

3240.0119 Designation of OSS/PNAS Beneficiary (MSSI, SFP) ......................................... 30

3240.0120.01 OSS/PNAS Representative Payee (MSSI, SFP) ........................................... 30

3240.0120.02 OSS/PNAS Payee Selection Criteria (MSSI, SFP) ........................................ 31

3240.0120.03 Role and Responsibilities of Payee (MSSI, SFP) .......................................... 31

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Benefit Issuance

iii

3240.0121 OSS/PNAS Power of Attorney (MSSI, SFP) ...................................................... 31

3240.0200 PAYMENTS (MSSI, SFP) ....................................................................................... 32

3240.0214 Cash Benefit Payments and Warrants (MSSI, SFP) .......................................... 32

3240.0216.01 OSS/PNAS Warrants (MSSI, SFP) ................................................................ 32

3240.0216.02 OSS/PNAS Issuance (MSSI, SFP) ................................................................ 32

3240.0216.03 OSS/PNAS Reissuance (MSSI, SFP) ............................................................ 32

3240.0216.04 OSS/PNAS Supplementation (MSSI, SFP) ................................................... 33

3240.0216.06 Interception of OSS/PNAS Warrants (MSSI, SFP) ........................................ 33

3240.0216.07 Forwarding OSS/PNAS Warrants (MSSI, SFP) ............................................. 33

3240.0300 IDENTIFICATION CARDS (MSSI) ......................................................................... 33

3240.0302 Medicaid Identification Card (MSSI) ................................................................... 33

3240.0303 Proof of Medicaid (MSSI) .................................................................................. 34

3240.0400 THIRD PARTY PAYMENTS AND BILLING (MSSI) .............................................. 34

3240.0401 Third Party Payments (MSSI) ............................................................................. 34

3240.0402 Reimbursement (MSSI) ...................................................................................... 34

3240.0403 Eligibility Specialist Given Reimbursement (MSSI) ............................................ 34

3240.0404 Private Insurance (MSSI) ................................................................................... 34

3240.0405 Medicare (MSSI) ................................................................................................. 35

3240.0406 Contributions to Facility (MSSI) .......................................................................... 35

3240.0407 Billing (MSSI) ...................................................................................................... 35

3240.0407.01 Billing Authorization (MSSI) ........................................................................... 35

3240.0407.02 Medicaid Claims Payment (MSSI) ................................................................. 36

3250.0000 Child In Care ............................................................. 37

3250.0100 REPRESENTATIVES AND PAYEES (CIC) ........................................................... 37

3250.0300 IDENTIFICATION CARDS (CIC) ............................................................................ 37

3250.0302 Medicaid Identification Card (CIC) ..................................................................... 37

3250.0303 Proof of Medicaid (CIC) ...................................................................................... 37

3250.0400 THIRD PARTY PAYMENTS (CIC) ......................................................................... 37

3250.0401 Third Party Payments (CIC) ............................................................................... 37

3250.0402 Reimbursement (CIC) ......................................................................................... 37

3250.0403 Eligibility Specialist Given Reimbursement (CIC) .............................................. 38

3260.0000 Refugee Assistance Program ................................. 39

3260.0100 REPRESENTATIVES AND PAYEES (RAP) ......................................................... 39

3260.0101 Authorized Representative/Secondary Cardholder (RAP) ................................. 39

3260.0105 Restrictions on Representatives (RAP) .............................................................. 40

3260.0112 Payee (RAP) ....................................................................................................... 40

3260.0200 PAYMENTS (RAP) ................................................................................................. 40

3260.0201 Electronic Benefits Transfer (EBT) (RAP) .......................................................... 40

3260.0202 Staggered Issuance (RAP) ................................................................................. 42

3260.0203.01 Expunged Status (RAP) ................................................................................. 42

3260.0203.02 EBT for Individuals Relocating to Another State (RAP) ................................. 43

3260.0206 Restoring Lost Benefits (RAP) ........................................................................... 43

3260.0214.02 Recurring Benefits (RAP) ............................................................................... 43

3260.0214.03 Auxiliary Benefits (RAP) ................................................................................. 43

Table of Contents

Benefit Issuance

3260.0215.02 Intercepted Benefits (RAP) ............................................................................ 44

3260.0215.03 Reissued Benefits (RAP) ............................................................................... 44

3260.0215.09 Benefits Outstanding More Than One Year (RAP) ........................................ 45

3260.0217 Stolen Benefits (RAP) ......................................................................................... 45

3260.0300 IDENTIFICATION CARDS (RAP) .......................................................................... 45

3260.0301 Electronic Benefits Transfer Cards (RAP) .......................................................... 45

3260.0400 THIRD PARTY PAYMENTS (RAP) ........................................................................ 45

3260.0401 Third Party Payments (RAP) .............................................................................. 46

3260.0402 Reimbursement (RAP) ....................................................................................... 46

3260.0403 Eligibility Specialist Given Reimbursement (RAP) ............................................. 46

Chapter: 3200 Benefit Issuance Program: FS

3210.0000 Food Stamps

This chapter presents policy regarding benefit issuance.

3210.0100 REPRESENTATIVES AND PAYEES (FS)

Individuals may designate a non-assistance group or assistance group member to make

application and/or receive benefits on behalf of the assistance group.

3210.0101 Authorized Representative/Secondary Cardholder (FS)

When the payee, spouse, or a responsible assistance group member cannot apply for benefits

they may be eligible for, an authorized representative may be designated to make application or

carry out household responsibilities such as reporting changes or completing work registration on

behalf of the assistance group. Food stamp authorized representatives may be designated by

the primary payee of an assistance group as a secondary cardholder to receive an Electronic

Benefits Transfer (EBT) card and to be able to access the primary payee’s food stamp account.

Authorized representatives/secondary cardholders must be designated according to the following

requirements:

1. the authorized representative/secondary cardholder must be designated in writing by the

payee, spouse, or another responsible member of the assistance group;

2. the authorized representative/secondary cardholder should generally be designated prior

to determining eligibility of the assistance group, however, the assistance group can also

name an authorized representative/secondary cardholder at any time during the

certification period;

3. the authorized representative/secondary cardholder must be an individual who is familiar

with the current circumstances of the assistance group; and

4. if it becomes obvious that the authorized representative/secondary cardholder is not

aware of the current assistance group circumstances, the eligibility specialist must record

this information and immediately request in writing that the assistance group designate

another authorized representative/secondary cardholder.

The authorized representative/secondary cardholder may be:

1. authorized on the application;

2. designated in writing using the form CF-ES 3010, Authorized Representative Form; or

3. designated for the interview only or the interview, receipt, and use of food stamps.

Designations of authorized representatives/secondary cardholders are valid for the current

certification period only.

Payees of assistance groups who are not able to shop for themselves should be encouraged to

designate a food stamp authorized representative as a secondary cardholder for benefit usage.

To ensure recipient understanding of the changes associated with EBT, the following must be

discussed with recipients at application and at each review:

1. Recipients may continue to designate authorized representatives to apply and be

interviewed on their behalf.

2. Recipients may continue to designate authorized representatives, when appropriate, to

receive and use benefits in addition to the recipient's own benefit access.

3. Recipients may designate only one secondary cardholder per assistance group.

FLORIDA accepts one secondary payee per payee type.

Chapter: 3200 Benefit Issuance Program: FS

4. Food stamp authorized representatives will receive a separate EBT card with their name

on it. They must select their own personal identification number (PIN).

5. The food stamp authorized representative will have access to all the food stamps in the

EBT food account.

6. If a primary payee for both a cash and food stamp assistance group has the same person

designated as both the food stamp authorized representative and cash alternate payee,

that person will be issued two EBT cards; one to access the food stamp benefit account,

and one to access the cash benefit account.

7. EBT benefits are not replaced if they are lost, stolen or misused, including misuse by an

authorized representative. Refer to 3210.0217 for more information on stolen benefits.

8. The secondary cardholder’s EBT cards are mailed to the primary cardholder.

Note: The applicant can authorize a representative on their application, but form CF-ES- 3010 or

a written request must be completed when designating the representative to respond on their

behalf.

3210.0103 Designation at Time of Application (FS)

The designation of an authorized representative/secondary cardholder is normally made on the

application at the time of application. If an application is made and signed by an authorized

representative/secondary cardholder or a Primary Information Person (PIP) who is not an

assistance group (AG) member, the designation for an authorized representative/secondary

cardholder must be made by the payee, spouse, or a responsible AG member.

The designation must be made either on an authorization form or in a written format which gives

the name, address and the designation desired. A SSN is not required. The form or written

format must be signed by the payee or the spouse of the payee of the AG. An authorized

representative/secondary cardholder may be designated at any time during the certification

period.

3210.0104 Withdrawal of Authorization (FS)

The authorized representative/secondary cardholder authorization is valid only for the current

certification period. The payee, spouse, or responsible assistance group member may withdraw

the authorization at any time. Withdrawal of authorization will be made upon request in person,

by telephone, or in writing. Requests made in person or by telephone must be documented on

CLRC. Written requests will be placed in the case record.

3210.0105 Restrictions on Representatives (FS)

The following restrictions apply to authorized representatives/secondary cardholders:

1. ACCESS staff and food stamp retailers authorized to accept food stamps cannot act as

authorized representatives/secondary cardholders unless no other individual is available

to act on behalf of the individual;

a. written approval at each designation must be provided by the Region or Circuit

Program Office, and

b. Region or Circuit Program Office approval must be documented.

2. individuals disqualified for fraud cannot act as authorized representatives/secondary

cardholders during the period of disqualification, unless the disqualified individual is the

only adult member of the assistance group able to act on the assistance group's behalf;

and

3. providers of meals for the homeless may not act as authorized representatives for

homeless individuals.

Chapter: 3200 Benefit Issuance Program: FS

The Region or Circuit Program Office must make a determination as to whether these individuals

are needed as authorized representatives/secondary cardholders.

3210.0106.01 Documentation and Control of Representatives (FS)

Representatives must be properly designated and authorization forms retained in the case

record.

There is no limit placed on the number of individuals a representative/secondary cardholder may

represent. When employers such as those employing seasonal farm workers or migrants are

named as representatives or when a single representative has access to a large number of

Electronic Benefits Transfer (EBT) cards, caution should be exercised to ensure the following:

1. that the payee or spouse freely requested the representative/secondary cardholder,

2. that the individual's situation is correctly represented,

3. that the representative/secondary cardholder is receiving the correct amount of benefits,

and

4. that the representative/secondary cardholder is using the benefits properly.

3210.0106.02 Evidence of Misrepresentation (FS)

When evidence is obtained that an authorized representative/secondary cardholder has

misrepresented an individual's circumstances and has knowingly provided false information or

has improperly used food stamps, the representative may be disqualified from participating as an

authorized representative/secondary cardholder. This disqualification may be for a period of up

to one year.

A written notice must be sent to the individual(s) and the authorized representative/secondary

cardholder 30 days prior to the date of disqualification. This notification will include:

1. the proposed action,

2. the reason for the action,

3. the individual's right to request a fair hearing,

4. the telephone number of the office, and

5. the name of the eligibility specialist to contact for more information.

Disqualification of representatives/secondary cardholders does not apply in the case of drug and

alcoholic treatment centers and those group facilities which act as authorized

representatives/secondary cardholders for their residents. In these instances, the facility is liable

for any over-issuance which may occur.

3210.0107 Special Circumstances (FS)

Special provisions exist for authorized representatives/secondary cardholders for residents of

drug or alcohol rehabilitation centers, residents of facilities for the blind and disabled, and

residents of shelters for battered persons.

3210.0108 Drug/Alcohol Treatment Center Representative (FS)

The resident in the facility is prohibited from applying on his own behalf.

The employee of an organization or institution will apply on behalf of the resident, and is

authorized to receive and spend the allotment received by its residents.

3210.0109 Blind/Disabled Group Home Representative (FS)

Residents in these facilities may apply on their own behalf or through an authorized

representative/secondary cardholder. The group facility must ensure that each resident's food

stamps are used for meals intended for that resident, regardless of whether the facility purchases

Chapter: 3200 Benefit Issuance Program: FS

and prepares food consumed by eligible residents or if the residents purchase and prepare food

for home consumption.

3210.0110 Use of Food Stamps by Facilities for Blind/Disabled (FS)

If the resident applies for food stamps and the facility is acting as the authorized

representative/secondary cardholder, the facility may obtain and use the food stamps for food

prepared by and/or served to the residents, or the facility may allow the resident to use all or any

portion of the benefits on their own behalf.

If the resident is certified on his own behalf, the food stamps may be:

1. returned to the facility to be used to purchase food for meals served either communally or

individually,

2. used by eligible residents to purchase and prepare food for their own consumption, or

3. used to purchase meals prepared and served by the facility.

3210.0111.01 Food Stamps Used in Shelter for Battered Persons (FS)

Food stamp benefits may be used by shelter residents in any one of the following ways:

1. shelter residents may use the food stamps to purchase meals prepared specifically for

them at the shelter,

2. a shelter resident may designate the shelter as a secondary cardholder so that the

shelter can purchase food for meals served to the resident, or

3. shelter residents may use the food stamps to purchase food for their own consumption.

3210.0111.02 Return of FS Benefits When Resident Leaves Facility (FS)

Once the individual leaves the facility, the facility is no longer allowed to act as that individual's

authorized representative or secondary cardholder. This applies to both drug and alcohol

treatment centers and group homes for the blind/disabled. Remove the facility’s authorized

representative on FLORIDA immediately, unless the facility needs the authorized representative’s

card to return unused benefits or a refund to the customer. Once the process to return the

benefits or the refund is complete, remove the drug and alcohol treatment center or group home

authorized representative as soon as possible.

Electronic Benefits Transfer (EBT) cards being held by the facility must be returned to the

individual within 5 days of the individual’s departure from the facility. If the resident leaves

without obtaining the EBT card, the center is to return the card within 5 calendar days to FIS

Fidelity National Information Systems at the address below. These cards will have their status

changed to “62” (card returned - other), which will deactivate the card(s). Should a resident later

inquire about accessing their benefits, they should be referred to EBT Customer Service to

request a replacement card.

Mailing address:

ACCESS EBT Card

P.O. Box 290

Milwaukee, WI. 53201-0290

The facility must return a prorated amount of the monthly allotment back to the individual’s EBT

account based on the number of days in the month the individual resided at the facility. If the

facility did not spend any benefits on behalf of the individual, the facility must return the full value

of any benefits already debited from the individual’s current monthly allotment back into their EBT

account at the time the individual leaves the facility.

Chapter: 3200 Benefit Issuance Program: FS

The facility must not debit accounts under any circumstances after the individual has left the

facility. For example: If there is a delay in the facility receiving the EBT card, and the individual

has left the facility when the card arrives, the facility may not swipe the card for payment for

meals eaten while the individual was at the facility. The facility must notify the Department when

the individual leaves the facility. Benefits are returned to the individual's account by the facility

performing a food stamp credit (or refund) transaction.

3210.0111.03 Liabilities and Penalties of Facilities (FS)

Facilities will be held responsible for any misrepresentation or fraud committed in the certification

of facility residents. As an authorized representative or secondary cardholder, the facility must be

knowledgeable about the individual's circumstances and should carefully review those

circumstances with residents prior to applying on their behalf.

In addition, facilities will be held liable for all losses or misuse of food stamps held on behalf of

residents and for any over-issuances which occur while the individual is a resident of the facility.

A benefit recovery referral will be filed against the facility for any over-issuance of food stamps.

Note: Residents of blind/disabled living arrangements may apply for food stamps on their own

behalf. If this occurs and the facility did not act as an authorized representative/secondary

cardholder, the facility will not be penalized.

If there is reason to believe a facility has misappropriated or used food stamps for purchases that

did not contribute to an entitled individual's meals, the Region or Circuit will promptly notify

Headquarters, who will notify USDA. USDA may disqualify a facility as an authorized retail food

store and may suspend the facility's authorized representative status for the same period.

If the facility loses its authorization from USDA (whereby the facility can no longer act as the

authorized representative) or, if the facility loses its certification from USDA, the facility is no

longer exempt as an institution. As a result, residents of the center are no longer eligible to

participate.

3210.0112 Payee (FS)

The assistance group (AG) may select an adult living in the household to be the payee/head of

the food stamp AG, provided all adults in the food stamp AG agree to the selection. The AG can

select the payee/head of the food stamp AG at each application, recertification, or change in AG

composition. If the food stamp AG does not name the payee/head of the food stamp AG, name

the principal wage earner as the payee/head of the food stamp AG.

For purposes of failure to comply with work requirements or voluntary quit/reduction of hours of

employment, the principal wage earner is the household member (including excluded members)

who has the largest amount of earned income in the two months prior to the month of the

noncompliance, quit, or reduction or hours. If there is no principal source of earned income, the

individual selected at the last application, recertification, or household composition change is the

payee/head of household.

The Department cannot require that the payee/head of the food stamp AG complete the interview

or make application for benefits. A responsible member of the food stamp AG may make

application and complete the interview.

The AG cannot name or change the AG member who is the payee/head the food stamp AG to

avoid FSET requirements or penalties.

3210.0200 PAYMENTS (FS)

This section addresses benefit issuance and payments.

Chapter: 3200 Benefit Issuance Program: FS

3210.0201 Electronic Benefits Transfer (EBT) (FS)

Food stamps will be automatically placed in the recipients' Electronic Benefits Transfer (EBT)

account on a designated day for access at their convenience. There are separate accounts for

food stamp and cash benefits, both accessible by one card.

The EBT card is the means by which participants (our recipients and their secondary payees)

access their benefits. EBT cards are distributed by mail; therefore, it is extremely important that

the correct and current mailing address be entered onto the FLORIDA system. Now, more than

ever, it becomes necessary for address changes to be reported as soon as possible to prevent

the EBT card from being returned due to an incorrect address, possibly delaying access to

benefits.

Assistance group information is electronically transmitted from the FLORIDA system to the EBT

Administrative System. The information passed through this interface will set up and maintain

EBT accounts for FLORIDA assistance groups. The assistance category to be included from

FLORIDA to EBT is FS.

Account Setup records are transmitted to provide the EBT system with the demographic

information needed to establish an EBT account, and create and mail an EBT card. Account

Setup records are used to build customer accounts on the EBT system and provide information

necessary for card issuance. Benefit authorization records tell the EBT system the value of each

cardholder’s benefits. Benefit Authorization records that cannot be matched to an EBT account

remain in the Benefit Pending file for 90 days, after which they will be purged, if a corresponding

account was not found. Benefit Authorization records for recurring benefits are not posted into

the EBT account until the benefit availability date, but may be viewed in the Benefit Pending file

until their benefit availability date arrives.

ACCOUNT SETUP RECORDS

The demographic records sent to the EBT system to establish accounts and create EBT cards

are called "Account Setup Records" and "Benefit Records." Account setup records are

composed of the following case/participant information:

1. FLORIDA Account Number - Case/Short List Member Number of the primary payee

designated on AGPY. The case/short list member number is the state case identifier on

the Client Search screen on the EBT system. Assistance groups with designated

protective payees will have an additional suffix of "P" and designated legal guardians will

have an additional suffix of "L" on the EBT system.

2. Primary/Alternate Indicator - FLORIDA system generated based on primary payee

designation on AGPY or secondary payee information on AGAR.

3. Card Access Indicator - FLORIDA system generated based on the cardholder's

designation to have access to food stamps only, Temporary Cash Assistance benefits

only, or access to both.

4. Last Name - Primary payee information on AIID or secondary payee information on

AGAR.

5. First Name - Primary payee information on AIID or secondary payee information on

AGAR.

6. Middle Initial - Primary payee information on AIID or secondary payee information on

AGAR.

7. Date of Birth - Primary payee information on AIID.

8. Social Security Number - Primary payee information on AIID.

9. Mailing Address - Primary payee information on AICI/AGAM (using current FLORIDA

address hierarchy) or AGAR/AICI for legal guardians and protective payees depending

on the mail address designation on AGAR.

10. City - Primary payee information on AICI/AGAM.

11. State - Primary payee information on AICI/AGAM.

Chapter: 3200 Benefit Issuance Program: FS

12. Zip Code - Primary payee information on AICI/AGAM (zip + four characters).

13. Language Indicator - Primary payee information on AICI or secondary payee information

from AGAR if member = 99.

14. Card Issuance Indicator - FLORIDA generated.

15. Drop Ship Indicator - INACTIVE (from DROP SHIP field on AGBI).

16. Issuance Service Site Number - Issuance Service Site designation on AGBI (5 digit

county/site number).

BENEFIT AUTHORIZATION RECORDS

Once an account is established, then benefits may be added to the account. Benefit

Authorization records contain the following data fields:

1. FLORIDA Account Number - Case/Short List Member Number of the primary payee

designated on AGPY. The case/short list member number is the state case identifier on

the Client Search screen on the EBT system. Protective payees will have an additional

suffix of "P" and legal guardians will have an additional suffix of "L" on the EBT system.

2. Action Code - FLORIDA generated for benefit add or benefit void (intercept).

3. Category/Sequence - The category of assistance and assistance group sequence

number from FLORIDA.

4. Credit/Debit Indicator - FLORIDA generated based on an internal action code.

5. Benefit Identifier - The unique benefit number assigned by FLORIDA for each benefit

type and indicated on IQCH and IQFS (warrant number and food stamp benefit number)

and the benefit period (MM/DD/YY).

6. Benefit Amount - The net benefit amount after recoupment as indicated on IQCH and

IQFS.

7. Benefit Availability Date - The benefit availability date specified on the cash (TSCI) and

food stamp (TFSQ) staggered issuance tables.

8. Benefit Month and Year - The benefit month and year indicated on IQCH and IQFS.

9. Issuance Service Site Number - Issuance Service Site designation on AGBI (five digit

county/site number).

There are only two types of benefit records on the EBT system, benefit add and benefit void.

Benefit add will add new benefits to an account. Benefit void is a benefit interception. Benefits

cannot be deleted from nor "held" on the EBT system. If benefits were authorized in error, they

must be intercepted prior to their benefit availability date and replaced with the correct benefits. If

unable to intercept, the eligibility specialist should examine the case for over-issuance or under-

issuance.

3210.0202 Staggered Issuance (FS)

Electronic Benefits Transfer (EBT) food stamps are issued over the first 15 calendar days of each

month, including weekends and holidays. Assistance groups are assigned benefit availability

dates based on the eighth and ninth digit of their FLORIDA case number. The FLORIDA system

excludes expedited service approvals and new case approvals from the staggered issuance

tables for the initial month of the certification period.

3210.0203.01 Expunged Status (FS)

Expunged accounts are accounts that have not been accessed or had a debit transaction

performed in the preceding 365 days (one year).

When an account reaches expunged status any benefits contained in the account will begin to

expunge individually as each benefit reaches 365 days of age from the date the last debit

transaction was performed or from the date of deposit, if no debit transactions were performed

against the benefit.

Chapter: 3200 Benefit Issuance Program: FS

Due to expunged status accounts, an inquiry should be performed on all FLORIDA applications

after a break in eligibility to determine if the person has an established account on the Electronic

Benefits Transfer (EBT) system. If an account already exists in the EBT system for the person,

the eligibility determination process should be completed in such a manner to direct any newly

approved benefits to the account already on the EBT system. This is accomplished by approving

the person using the same FLORIDA case/RFA number and short list member for the account

already on the EBT system.

Note: Benefits deposited into expunged status accounts automatically reactivate the account. It

is not necessary to manually reactivate an expunged account if a new benefit is being authorized

for the account.

Exception: Very old accounts (pre 2003) may need to be manually reactivated using the

account reactivation function on the EBT Administrative System if a new benefit deposit fails to

reactivate the account.

3210.0203.02 EBT for Individuals Relocating to Another State (FS)

An individual can, but is not required to, use their Florida food stamps prior to relocating to

another state.

Food stamp recipients that relocate may use their Electronic Benefits Transfer (EBT) food stamps

at any retail store that displays the QUEST logo or at any local retainer that also does business in

the state of Florida (e.g. – Albertson’s, Food Lion, Publix, Winn-Dixie, Walgreens, K-Mart, etc.).

3210.0204 Aggregate Issuance (FS)

NONEXPEDITED APPLICATIONS

Assistance groups that meet certain eligibility criteria will receive both their initial month's prorated

benefits and their first full month's benefits at the same time. This is called an aggregate

issuance.

The eligibility criteria for aggregate issuance for non-expedited applications are:

1. the assistance group applied after the 15th calendar day of the month;

2. the assistance group has completed the application process and provided all required

verification within 30 days following the date of application; and

3. the assistance group is eligible to receive benefits for the month of application and the

following month.

Assistance groups whose initial month's benefit is less than $10.00 (i.e., prorates to zero), are not

entitled to receive a benefit for the initial month.

EXPEDITED APPLICATIONS

Assistance groups that are eligible for expedited services are entitled to receive aggregate

issuance if they applied after the 15th day of the month. Assistance groups that are eligible for

expedited services including those required to provide postponed verification are entitled to

receive aggregate issuance of their initial month's benefit and the second month's full benefit

within the five day expedited service time frame. Assistance groups that must provide postponed

verification are not eligible to receive any benefits beyond the first two months of eligibility until

they provide the verification(s) that was postponed or are certified under non-expedited criteria.

Refer to 0610.0102 for expedited service criteria.

Chapter: 3200 Benefit Issuance Program: FS

3210.0205 Recurring and Auxiliary Benefits (FS)

Around the 20th of each month FLORIDA executes the recurring benefit pulldown. This function

creates the regular monthly benefits for the next month for each eligible assistance group. A

monthly file is created and transmitted to the Electronic Benefits Transfer (EBT) system to post to

the recipient's accounts in the benefit month.

Food stamps authorized for reasons other than the regular recurring monthly benefit are auxiliary

benefits. Auxiliary benefits may be automatically generated by the FLORIDA system or created

by the eligibility specialist.

FLORIDA creates auxiliary benefits for the initial month of application's prorated benefits, the

month of application and any month prior to the recurring month.

The eligibility specialist may create auxiliary benefits for the following reasons:

1. casualty loss replacements;

2. supplements;

3. restoration of lost benefits;

4. special issuances when the system erroneously indicates that an assistance group has

already received benefits for the month; or

5. benefits to be issued when an assistance group is formed from an existing assistance

group due to a battered individual situation. Refer to 0810.0508.

All eligibility specialist generated auxiliaries must be authorized by the supervisor. The supervisor

can approve, hold or cancel any auxiliary request. The eligibility specialist can cancel an auxiliary

request prior to supervisory approval; however, once the auxiliary has been approved by the

supervisor, it cannot be canceled. Auxiliaries that have been approved in error must be

intercepted to prevent issuance.

3210.0206 Restoring Lost Benefits (FS)

The Department must restore lost benefits when a determination is made that benefits were lost

because all or part of the assistance group's food stamps were denied, delayed, or terminated

due to administrative error or due to identity theft.

Identity theft occurs when someone obtains the demographic information of another individual,

uses the information to get an EBT or Medicaid card in the name of the other individual through

an application approval or a replacement card, and receives (steals) the other individual’s

benefits. In situations of identity theft confirmed through an Inspector General or Public Benefits

Integrity investigation and committed by an individual employed by the Department of Children

and Families, restore the stolen benefits of an individual or household only if they were originally

eligible for the benefits.

Benefits will be restored to the assistance group for not more than 12 months prior to whichever

of the following occurred first:

1. the date the Department was notified by the assistance group or by another individual or

agency in writing or orally of the possibility of lost benefits; or

2. the date the Department discovered that a loss of assistance group benefits occurred.

Benefits must be restored even if the assistance group is currently ineligible.

Exception: Benefits must be restored when over-recoupment has occurred, without regard of

the 12 month time frame.

Chapter: 3200 Benefit Issuance Program: FS

3210.0207 Payment of Benefits Wrongly Withheld (FS)

The Department will restore an assistance group's benefits which, were found by any judicial

action to have been wrongfully withheld.

If the judicial action is the first action the individual has taken to obtain restoration of lost benefits,

benefits will be restored for a period of not more than 12 months from the date the court action

was initiated.

If the judicial action is a review of the Department's action, the benefits will be restored for a

period of not more than 12 months from whichever of the following dates occurred first:

1. the date the Department receives a request for restoration, or

2. the date fair hearing action was initiated.

Benefits will not be restored for any period more than one year from when the Department is

notified of, or discovers, the loss.

3210.0208 Errors Discovered by the Department (FS)

If the Department determines that a food stamp (FS) assistance group is entitled to restoration of

lost benefits, the Department must:

1. take action to restore benefits,

2. inform the payee that an error was made that requires a restoration of benefits, and

3. indicate the amount to be restored.

If the amount of a prior over-issuance claim was deducted from the amount to be restored, the

Department must provide an explanation of:

1. the way in which benefits will be restored, and

2. the payee's right to appeal through the fair hearing process if any aspect of the proposed

lost benefit restoration is not acceptable.

3210.0209 Disputed Benefits (FS)

If an assistance group believes it is entitled to restoration of lost benefits, but the supervisor, after

reviewing the case information, does not agree, the assistance group has 90 days from the date

of the determination by the Department to request a fair hearing. The Department must restore

lost benefits to the assistance group only if the fair hearing decision is favorable to the assistance

group.

Benefits lost more than 12 months prior to the date the Department was initially informed of the

assistance group's possible entitlement will not be restored.

If the assistance group disagrees with the amount to be restored as calculated by the Department

or any other action taken by the Department to restore lost benefits, the assistance group may

request a fair hearing within 90 days of the date the assistance group is notified of its entitlement.

If the fair hearing decision is favorable to the assistance group, the Department must restore any

lost benefits in addition to those previously restored, in accordance with that decision.

3210.0210.01 Computing the Amount to be Restored (FS)

After correcting the error to prevent future losses and excluding those months for which benefits

may have been lost prior to the 12 month time limit, the eligibility specialist must determine the

months affected and calculate the amount to be restored.

Chapter: 3200 Benefit Issuance Program: FS

3210.0210.02 Determining the Months Affected (FS)

If the assistance group (AG) was eligible but received an incorrect benefit, the loss of benefits

must be calculated only for those months the AG participated.

If the loss was caused by an incorrect delay, denial, or termination of benefits, the months

affected by the loss must be calculated as follows:

1. for loss due to erroneous denial, the month the loss initially occurred will be the month of

application;

2. for an eligible AG filing a timely reapplication, the month following the expiration of its

certification period will be the month of application;

3. for loss due to erroneous determination of client delay, the months for which benefits may

have been lost due to the Department's delay must be calculated; and

4. for loss due to erroneous termination, the month the loss initially occurred will be the first

month benefits were not received as a result of the erroneous action.

3210.0210.03 Calculation of Lost Benefits (FS)

The eligibility specialist must then calculate the loss for each month subsequent to the date the

loss initially occurred until either the first month the error was corrected or the first month the

assistance group is found ineligible.

Documentation must establish the assistance group's eligibility for each month affected by the

loss. If information is not available that verifies the assistance group's eligibility, the Department

must advise the assistance group of the information that must be provided to determine eligibility

for those months. For each month the assistance group cannot provide the necessary

information to demonstrate its eligibility, the assistance group must be considered ineligible.

3210.0210.04 Determining Amount to be Restored (FS)

The amount of restoration of lost benefits due an assistance group is to be based on the issuance

tables that were in effect at the time of the incorrect issuance. If the assistance group received a

smaller benefit than it was eligible to receive, the difference between the actual and correct

benefit equals the amount to be restored.

3210.0211 Lost Benefits - Intentional Program Violation (FS)

If the decision of disqualification for intentional program violation (IPV) is subsequently reversed,

the individual is entitled to restoration of benefits lost during the period of disqualification not to

exceed two months prior to the date of the Department's notification.

An individual would not be entitled to restoration of lost benefits for the period of disqualification

based solely on the fact that a criminal conviction could not be obtained, unless the individual

successfully challenged the disqualification period imposed by an administrative disqualification in

a separate court action.

The amount to be restored must be determined by comparing the benefit the assistance group

received with the benefit the assistance group would have received had the disqualified member

been allowed to participate.

Chapter: 3200 Benefit Issuance Program: FS

3210.0212 Method of Restoration (FS)

Regardless of current eligibility, the Department must restore lost benefits by issuing benefits

equal to the amount of benefits that were lost minus any offsets when an outstanding benefit

recovery claim exists.

For eligible assistance groups, the total amount to be restored must be issued in addition to the

current benefit. For ineligible assistance groups, the amount to be restored must be issued in a

lump sum.

The Department must honor reasonable requests by assistance groups to restore lost benefits in

monthly installments, if, for example, the amount restored is more than it can use in a reasonable

amount of time.

Whenever lost benefits are due an assistance group and the assistance group's composition has

changed, lost benefits must be restored to the assistance group containing a majority of the

individuals who were assistance group members at the time the loss occurred. If the Department

cannot locate or determine the assistance group which contains the majority, benefits must be

restored to the assistance group containing the payee at the time the loss occurred.

3210.0213.01 Replacement Issuances (FS)

Replacement issuances shall be provided to assistance groups when the assistance group

reports that food purchased with their food stamps was destroyed in a household misfortune or

disaster, such as fire, flood or hurricane.

A mechanical breakdown is not considered a disaster or household misfortune. It is not the intent

of this policy to replace food losses every time an assistance group's electricity is off and the food

in the refrigerator is spoiled.

Replacement issuances must not be provided to assistance groups when the Electronic Benefit

Transfer (EBT) card is lost, stolen or misplaced after receipt. Benefits shall not be replaced if lost

after receipt by any method other than a disaster or household misfortune. EBT issued benefits

are not replaced if they are lost, stolen or misused, including misuse by an authorized

representative. The primary payee/cardholder has sole responsibility for the security and

safeguarding of the EBT card and PIN.

Replacement issuances are provided only if an assistance group timely reports the loss and

provides a statement attesting to the loss of food purchased with food stamps. Losses may be

reported verbally or in writing. The loss of food purchased with food stamps destroyed in a

household misfortune is considered timely reported if it is reported to the Department within 10

days of the loss.

There is no limit on the number of replacements made for food purchased with food stamps which

were destroyed in a household misfortune.

Replacement issuances are to be for the amount of the loss, up to the total amount of the benefit

issued for the month. If multiple benefits were issued at the same time, the replacement must not

exceed the total amount of the benefits issued.

Chapter: 3200 Benefit Issuance Program: FS

3210.0213.02 Nonreceipt Affidavit/Replacement Authorization (FS)

A statement attesting to the assistance group's (AG’s) loss in a household misfortune or disaster

must be obtained prior to issuance of the replacement benefit. Form CF-ES 3515, Nonreceipt

Affidavit/Replacement Authorization, can be used for this purpose. The form can either be mailed

to the AG or completed in person at an ACCESS service center. The signed form must be

returned to the Department within 10 days of the date of the report of the loss or no replacement

will be made. If the 10th day falls on a weekend or holiday, it will be considered timely if received

the next work day after the weekend or holiday. The supervisor must verify the information on the

form for completeness and accuracy. The statement must then be signed by the supervisor and

retained in the case file.

3210.0213.03 Time Limits for Making Replacements (FS)

Replacement issuances must be provided to assistance groups within 10 days after the report of

non-delivery or loss or within two working days of receiving the signed affidavit (CF-ES 3515),

whichever is later.

Replacement requests are to be denied if available documentation indicates that the assistance

group's request appears to be fraudulent. The assistance group must be informed of its right to a

fair hearing for denial or delay of replacement benefits. Replacements must not be made while

the denial or delay is in the appeal process.

3210.0213.04 Special Requirements - Food Destroyed (FS)

Prior to replacing food purchased with food stamps that was destroyed in a household misfortune

or disaster; the eligibility specialist must establish that the loss did in fact occur in a disaster

situation such as fire, flood or hurricane. Verification of the misfortune or disaster will be made by

collateral contact to a community agency such as the fire department, police department, Red

Cross or by home visit.

The replacement will be made for the actual amount of the loss, not to exceed the amount of the

original benefit issued.

3210.0217 Stolen Benefits (FS)

Stolen or misused Electronic Benefits Transfer (EBT) food stamps are not replaced unless there

is evidence of negligence on the part of the Department or EBT Customer Service where the

individual reported their card lost or stolen and immediate action was not taken to deactivate the

card.

If a cardholder reports loss of benefits after they reported their card lost or stolen to EBT

Customer Service or to the Department, please notify the EBT Project Office in Tallahassee for

investigation.

Benefits are not replaced if they are stolen or misused by an authorized representative, alternate

payee, legal guardian, protective payee or other person who was given access to the card and

PIN by the primary payee.

Benefits are also not replaced if they are used prior to the individual notifying EBT Customer

Service of the loss or theft of the card.

Theft and misuse of benefits is a criminal matter and the cardholder should be instructed to

contact local law enforcement if this occurs.

3210.0300 IDENTIFICATION CARDS (FS)

This section addresses access to benefits.

Chapter: 3200 Benefit Issuance Program: FS

3210.0301 Electronic Benefits Transfer Cards (FS)

An Electronic Benefits Transfer (EBT) card is issued to each assistance group to be able to

access any food stamps they are eligible for. The EBT card must be presented upon request at

authorized retailers. The cardholder must immediately report loss or theft of the EBT card, as

liability for its misuse is solely the responsibility of the cardholder.

The primary payee or primary cardholder will receive an EBT card. If the primary payee receives

both food stamp and cash benefits, their one card will access both accounts. Cards will also be

issued to each secondary cardholder, one for any food stamp authorized representative and one

for any cash alternate payee. If the food stamp authorized representative and the cash alternate

payee are the same person, two cards will be issued, one for each of the account types.

The EBT cards are good as long as there is an account on the EBT system. Account status does

not affect card status and card status does not affect account status. If an expunged account is

reactivated, the card that was previously used to access the account will still be able to access

the account as long as the card was not reported lost, stolen or damaged.

Chapter: 3200 Benefit Issuance Program: TCA

3220.0000 Temporary Cash Assistance

This chapter presents policy regarding benefit issuance.

3220.0100 REPRESENTATIVES AND PAYEES (TCA)

Individuals may designate a non-assistance group or assistance group member to make

application and/or receive benefits on behalf of the assistance group.

3220.0101 Authorized Representative/Secondary Cardholder (TCA)

When the payee, spouse, or a responsible assistance group member cannot apply for benefits

they may be eligible for, an authorized representative may be designated to make application on

behalf of the assistance group. An authorized representative must be designated when food

stamps and Temporary Cash Assistance (TCA) are continued for children under age 16 in a TCA

food stamp assistance group penalized for noncompliance with work activities. Cash alternate

payees may be designated by the primary payee of an assistance group as a secondary

cardholder to receive an Electronic Benefits Transfer (EBT) card and to be able to access the

primary payee’s cash account.

Authorized representatives/secondary cardholders must be designated according to the following

requirements:

1. the authorized representative/secondary cardholder must be designated in writing by the

payee, spouse, or another responsible member of the assistance group;

2. the authorized representative/secondary cardholder should generally be designated prior

to determining eligibility of the assistance group, however, the assistance group can also

name an authorized representative/secondary cardholder at any time during the review

period;

3. the authorized representative/secondary cardholder must be an individual who is familiar

with the current circumstances of the assistance group; and

4. if it becomes obvious that the authorized representative/secondary cardholder is not

aware of the current assistance group circumstances, the eligibility specialist must record

this information and immediately request in writing that the assistance group designate

another authorized representative/secondary cardholder.

The authorized representative/secondary cardholder may be:

1. authorized on the application;

2. designated in writing using the form CF-ES 3010, Authorized Representative Form; or

3. designated for the interview only or the interview, receipt, and use of cash benefits.

Designations of authorized representatives/secondary cardholders are valid for the current review

period only.

Payees of assistance groups who are not able to shop for themselves should be encouraged to

designate a cash alternate payee as a secondary cardholder for benefit usage.

To ensure recipient understanding of the changes associated with EBT, the following must be

discussed with recipients at application and at each review:

1. Recipients may continue to designate authorized representatives to apply and be

interviewed on their behalf.

2. Recipients may continue to designate cash alternate payees, when appropriate, to

receive and use benefits in addition to the recipient's own benefit access.

Chapter: 3200 Benefit Issuance Program: TCA

3. Recipients may designate only one secondary cardholder per assistance group.

FLORIDA accepts one secondary payee per payee type.

4. Cash alternate payees will receive a separate EBT card with their name on it. They must

select their own personal identification number (PIN).

5. The cash alternate payee will have access to all the cash in the EBT cash account.

6. If a primary payee for both a cash and food stamp assistance group has the same person

designated as both the food stamp authorized representative and cash alternate payee,

that person will be issued two EBT cards; one to access the food stamp benefit account,

and one to access the cash benefit account.

7. EBT benefits are not replaced if they are lost, stolen or misused, including misuse by a

cash alternate payee. Refer to 3220.0217 for more information on stolen benefits.

8. The secondary cardholder’s EBT cards are mailed to the primary cardholder.

Note: The applicant can authorize a representative on their application, but form CF-ES- 3010 or

a written request must be completed when designating the representative to respond on their

behalf.

3220.0105 Restrictions on Representatives (TCA)

The following restrictions apply to authorized representatives/secondary cardholders:

1. ACCESS staff and food stamp retailers authorized to accept food stamps cannot act as

authorized representatives/secondary cardholders unless no other individual is available

to act on behalf of the individual;

a. written approval at each designation must be provided by the Region or Circuit

Program Office, and

b. Region or Circuit Program Office approval must be documented;

2. individuals disqualified for fraud cannot act as authorized representatives/secondary

cardholders during the period of disqualification, unless the disqualified individual is the

only adult member of the assistance group able to act on the assistance group's behalf;

and

3. providers of meals for the homeless may not act as authorized representatives for

homeless individuals.

The Region or Circuit Program Office must make a determination as to whether these individuals

are needed as authorized representatives/secondary cardholders.

3220.0112 Payee (TCA)

The payee is the caretaker relative with whom the child lives and who assumes primary

responsibility for the daily care, supervision, and control of the child. Usually, this relative is the

parent who lives in the home with the child on a continuing basis. When the parent fails to

assume primary responsibility for the child's care due to causes such as physical illness or

handicap, mental or emotional illness, personal instability, poor adjustment, or other personal

problems, the specified relative in the home who does assume primary responsibility for the child

must be the payee.

The payee is the primary cardholder for the Electronic Benefits Transfer (EBT) card.

The payee of a TCA benefit may not receive more than one TCA benefit at a time, regardless of

the number or relationship of the children for whom responsible.

Chapter: 3200 Benefit Issuance Program: TCA

Exception: Relative payees may receive one or more TCA benefits for Relative Caregiver

eligible children as well as a TCA benefit for other children who are not Relative Caregiver

eligible.

3220.0113.01 Age of Payee (TCA)

Teen parents can be appointed as payee only if they meet one of the exceptions in Chapter 1400.

Specified relatives who are not the child's parent must be 18 or over to be payee, unless the

specified relative is married or has had the "disability of non-age" removed by the Circuit Court.

3220.0113.02 Selection of Payee (TCA)

Legal custody of the child is not necessarily a factor in determining who will be the payee. The

eligibility specialist must determine who is to be payee when more than one person claims

responsibility for the child. The following policies apply to the assignment of payee when legal

custody is an issue:

1. When the parent is only temporarily (less than 60 consecutive days) residing with the

child and the caretaker relative, the caretaker relative must be payee unless the parent

plans to immediately assume daily care, control, and supervision of the child.

2. When a specified relative has legal custody of the child and the parent and specified

relative both reside with the child, the relative must be payee until the parent regains

custody and assumes care and control of the child, or removes the child from the home.

3. When the individual who has legal custody of the child and the parent or specified relative

who has physical possession of the child do not live together, the parent or specified

relative with whom the child resides must be payee.

4. When a guardian is appointed by the court for the caretaker relative, the legal guardian

must be payee rather than the caretaker relative.

5. When there is a legal guardian or a person holding power of attorney for the caretaker

relative, two certified copies of the appointment papers must be obtained (one copy must

be retained and one copy must be transmitted to the office of financial support).

3220.0113.03 Nonrelative as Payee (TCA)

A nonrelative may be payee in the following situations:

1. when a payee is sanctioned, a nonrelative may be the protective payee (protective

payees may remain payee per policy provided in passage 3220.0114.01); and

2. when an emergency situation arises in an active case preventing the relative payee from

caring for the child, a nonrelative may be payee to avoid placing the child in foster care or

to provide time to make other arrangements for the child's care (an emergency

nonrelative payee may be payee only for 90 days).

3220.0114.01 Protective Payee (TCA)

The protective payee is an individual approved by the eligibility specialist to receive benefits on

behalf of the assistance group (AG) when the payee is penalized due to failure to meet work

requirements and requests TCA for children under age 16.

The individual selected to act as protective payee must be a responsible person, who evidences

concern for the well-being of the AG. It is the protective payee's responsibility to ensure that

benefits are used for the AG.

3220.0114.02 When Protective Payee Must be Selected (TCA)

An individual must be selected to act as protective payee when the parent or caretaker relative

fails to comply with work activity requirements without good cause or is disqualified for TCA fraud.

Chapter: 3200 Benefit Issuance Program: TCA

The other instance when a protective payee must be selected is for any case containing a teen

parent.

For penalties due to noncompliance with work activities and disqualified for TCA fraud, the payee

of the penalized AG is responsible for assisting the eligibility specialist with the selection of the

protective payee. In the event it is not possible to designate a qualified protective payee or

authorized representative/secondary cardholder, TCA payments cannot be issued.

Staff will discontinue the protective payee selection process for work penalties when any one of

the following conditions exists:

1. A hearing is requested,

2. The individual becomes exempt for TCA work activities, or

3. The individual demonstrates compliance as determined by Regional Workforce Board

(RWB) /contract provider.

For disqualification penalties due to TCA fraud, staff will not select a protective payee for a two

parent TCA household when only one parent has been disqualified. Designate the non-

disqualified parent as the payee of the benefit. Staff must discontinue the protective payee

requirement for the children’s benefit once the individual has served their TCA disqualification

penalty.

3220.0114.03 Who Can Be Protective Payee (TCA)

An individual may receive benefits in his own right and be protective payee for another AG. The

protective payee will not receive remuneration for services rendered in this capacity, either by the

AG or by the Department of Children and Families.

The following individuals may be considered for protective payee:

1. An adult relative (includes a family member whose needs are not included in the AG);

2. An adult friend/neighbor;

3. A member of the clergy; or

4. A member of a community service group, social agency, or volunteer agency.

The following individuals are not considered suitable protective payees:

1. An individual in a sanctioned AG,

2. Landlords, grocers, and other vendors who give services to the AG;

3. Department of Children and Families employees who are directly responsible for

determining eligibility for TCA or food stamps for the AG;and

4. An individual disqualified for TCA fraud.

3220.0114.04 Role and Responsibility of the Protective Payee (TCA)

The eligibility specialist must explain to the protective payee the following roles and

responsibilities. The protective payee:

1. must agree to see that the benefit is used expressly for the benefit of the members of the

AG by supervising the use of the benefit or directly spending the benefit on behalf of the

AG, including paying the recipient's portion of subsidized child care;

2. must agree to be accountable to the Department of Children and Families for

expenditures of the funds;

3. must sign a new Protective Payee Agreement every 12 months;

4. must understand how the benefit is budgeted and whose needs are included in the AG;

5. must understand the law on Misuse of Child Support Funds and the protective payee's

liability under this law; and

Chapter: 3200 Benefit Issuance Program: TCA

6. may voluntarily withdraw from the agreement at any time.

The following policies apply to protective payees:

1. It is the protective payee's responsibility to report any changes in the status of the AG to

the eligibility specialist. This does not negate the responsibility of the parent or relative to

report changes as they occur.

2. It is not the protective payee's responsibility to participate in the eligibility review process.

The parent or relative must complete the required forms and be interviewed. The

protective payee may be requested to supply information needed by the eligibility

specialist to complete the process.

3220.0200 PAYMENTS (TCA)

This section addresses benefit issuance and payments.

3220.0201 Electronic Benefits Transfer (EBT) (TCA)

Cash benefits will be automatically placed in a recipients' Electronic Benefits Transfer (EBT)

account on a designated day for access at their convenience. There are separate accounts for

food stamp and cash benefits, both accessible by one card.

The EBT card is the means by which participants (our recipients and their secondary payees)

access their benefits. EBT cards are distributed by mail; therefore, it is extremely important that

the correct and current mailing address be entered onto the FLORIDA system. Now, more than

ever, it becomes necessary for address changes to be reported as soon as possible to prevent

the EBT card from being returned due to an incorrect address, possibly delaying access to

benefits.

Assistance group information is electronically transmitted from the FLORIDA system to the EBT

Administrative System. The information passed through this interface will set up and maintain

EBT accounts for FLORIDA assistance groups. The assistance categories to be included from

FLORIDA to EBT are TCA (ADCR, ADCU, ADCI).