Child Care Subsidy: Error Codes For EPPIC

When a client contacts you because he or she is receiving denied or pending messages when swiping the EBT card at the child care facility, you need to ask what error code or message is displayed.

  • If the client knows the error code or message, see the chart below to determine what action is needed.
  • If the client does not know the error code, you need to look on the EPPIC system to find the code.
    1. Log in to the EPPIC system (if you do not have a password for this system, see Child Care Subsidy – EPPIC for instructions on obtaining a password.) 
    2. Roll your cursor over the Inquiries tab on the taskbar and click on the submenu Case Inquiry.
    3. Enter the case number on this screen and click on Search.
    4. The Case Search Results screen will show the cardholders. Click on details for either cardholder to get the Case Profile screen.
    5. On this screen, click on Transaction and the Case Transaction Search window will appear.
    6. Enter the start and end dates for the time period in question and click on Search.  The Case Transaction Report will be displayed.
    7. This report will show you the date swipes occurred, for which person code, which cardholder made the swipe, and what kind of error code is being displayed.
    8. See the chart below to determine what action is needed.

 
There are two types of error codes:

  1. If a "pending" message (B4, EA, E4, or E5) is received, EPPIC will save the swipes for possible future payment for up to 90 days. For payment to occur, the authorization number and dates must be the same as the authorization that is approved.
  2. If a "denied" message is received, the system will not make any future payment. When the problem is fixed, the client must make previous in and out swipes for the time period swipes were denied. This must be done within 10 days of the denied swipes. If the client is unable to make previous in and out swipes within 10 days, the provider must file an ADM-12-S Manual Claim Form in order to be paid. 

The information below can help you decide what action must be taken to correct the problem.

Error Code

Message

Description

Action Needed

A1 All DAYS USED
(DENIED)
  1. All full and/or part-time days authorized have been used.
  2. Full-time days not coded first.
  1. Increase number of days on the authorization. If the client is not eligible for additional days, advise the client to pay provider for denied days.
  2. Correct the coding.
A4 CARD NOT ACTIVE
(DENIED)
  1. Client does not have open child care benefits.
  2. Client used the wrong card or the card has not been linked.
  1. Open child care benefits if the client is eligible.
  2. Refer client to the EBT Specialist to obtain the correct card or have the card linked.
BA BEFORE AUTH EFFECTIVE DATE
(DENIED)
  1. Client is checking in a child for a date before the first date authorized.
  1. Determine if the child care authorization should have an earlier date. If the client is not eligible, advise the client to pay the provider for ineligible days. If client is eligible, enter a new authorization to cover the eligible period.
B4 DIFF PROVIDER
(PENDING)
  1. The client is certified with a different provider.
  1. Close the authorization at the wrong provider and open a new authorization with the current provider.
B9 AUTH EXPIRED
(DENIED)
  1. Child is not authorized for care.
  2. Child is authorized for care but is not showing on the EPPIC system.
  1. Enter the authorization on the system for the child if eligible.
  2. Submit a Remedy Ticket to have the authorization "pushed" across to EPPIC.
DA INVALID PERSON NUMBER
(DENIED)
  1. The client entered an incorrect person code.
  1. Tell the client the correct person code to enter.
DB PERSON NOT AUTHORIZED
(DENIED)
  1. The client entered an incorrect person code.
  2. The child is not authorized for care.
  3. The child is authorized for care but not on the EPPIC system.
  1. Tell the client the correct person code to enter.
  2. Enter the authorization on the system for the child if eligible.
  3. Submit a Remedy Ticket to have the authorization "pushed" across to EPPIC.
DD MUST CHECK IN BEFORE CHECK OUT
(DENIED)
  1. A swipe must be made to record a check-in time for the child before a check-out swipe can be recorded.
  2. This sometimes happens when a "previous swipe in" is entered at the same time as a regular swipe out is recorded.
  1. The client should swipe the card to record a check-in time for the child.
  2. If you can see the "previous swipe in" was approved, the client needs to enter the swipe out again.
D6 NOT A CHILD CARE CARD
(DENIED)
  1. The parent is trying to use a card other than their EBT card.
  1. The parent must use the correct EBT card.
EA AUTH PEND PROVIDER DIFF
(PENDING)
  1. The authorization is pending with a different provider.
  1. Enter the authorization at the correct provider when eligibility is determined.
E4 AUTH PENDING FOR PROVIDER
(PENDING)
  1. The child care authorization is pending.
  1. Enter the authorization for the correct provider when eligibility is determined.
E5 AUTH PENDING – NO PROVIDER
(PENDING)
  1. No provider is shown on the pending authorization.
  1. Enter the authorization for the correct provider when eligibility is determined.
00 SWIPE APPROVED
  1. No problem. Swipe was approved.

No Action Needed

43 CALL PROVIDER HELP DESK
(DENIED)
 

  1. PIN tries were exceeded, the card is deactivated or the card has been reported lost or stolen.
  1. Go to the county office to get a replacement card.
55 INVALID PIN/PIN NOT SELECTED
(DENIED)
  1. The client incorrectly entered PIN.
  1. The client should verify PIN and re-enter. If more than 3 attempts are made in the same day, the client must re-PIN the card at the county office.
75 PIN TRIES EXCEEDED
(DENIED)
  1. The client incorrectly entered the PIN more than 3 times.
  1. The client must re-PIN the card at the county office.

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