EBT Specialists Form 10SC002E in the county offices are responsible for the day-to-day client training, card issuance, and problem solving for recipients and social workers. They work closely with the Electronic Payment Services Office. The Administrative Assistant is responsible for ensuring the following monthly reports are completed and submitted to EPS timely as well as ensure cards are kept secured at all times.

Monthly Reports

• • 10EB001E
    

• • 10EB002E
    

• • 10EB008E
    

Card Inventory Procedures

All cards must be kept in a locked secure location. Daily inventory forms must be completed and stored nightly with the card inventory.

10EB001E – Daily Card Count

10EB002E – Daily Card Issuance

NOTE: When cards are received from Conduent they must be counted to ensure the correct number of cards has been received. Cards may then be bundled in amounts easier to inventory (amounts of 25, 50, etc.) and the box resealed until they are needed. They should be counted and recorded on Form 10EB008E, Bulk Electronic Benefit Transfer (EBT) Monthly Inventory Reconciliation Report.

• Conduent will no longer send a verification memo. County offices should keep their emails as a record of their order along with the confirmation reply.

Card Storage and Inventory

Per Section 274.4(a)(1)(i) of Title 7 of the Code of Federal Regulations (CFR)“State Agencies shall reconcile their issuances daily using daily tally sheets, cashiers’ daily reports, tapes or printouts. In reconciliation systems where a record-for-issuance is used, all issuances authorized for the month shall be compared with the master issuance file.”

NOTE: The respective County Director is the designated security officer for card receipt and issuance. The cards are to be inventoried at the time of receipt and kept locked in the County Director’s office, or another secure office location, where access is restricted to designated staff.

• As cards are needed, they must be noted on Form 10EB001E, Daily Card Count, and Form 10EB008E, Bulk Electronic Benefit Transfer (EBT) Monthly Inventory Reconciliation Report, signed for by the EBT Specialists, and initialed by the County Director or designee. These cards will be kept under control of the EBT Specialist at all times. At the end of each day, the unused cards will be returned to inventory, signed in by the EBT Specialist, and initialed by the County Director or designee.
• The Form 10EB008E, Bulk Electronic Benefit Transfer (EBT) Monthly Inventory Reconciliation Report MUST be scanned and emailed to state office on a monthly basis.
  ebtdaycare3@okdhs.org

Semi-annual EBT Audit Checklist / Form Number 10EB007ESemi-annually, Administrative Assistant (AAII) are required to audit the current EBT procedures for county offices not in their district. The AAII reports any discrepancy from required procedures to the County Director and EPS. When a discrepancy is noted, EPS staff conducts a follow-up visit to monitor progress and provide training within 60 calendar days. If the issued is not resolved, EPS staff notifies the regional director, county director, and AAII of unresolved issues. The AAII conducts a follow-up audit within 60 calendar days of the EPS notification. The AAII notifies the AFS Operations Deputy Director of any unresolved issues noted at the follow-up audit.

For complete detailed instruction, please refer to the current EBT Handbook.