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EFT – Electronic Funds Transfer

Revised April 29, 2008

aces.online Users can view EFTR information on the Assistance Unit >> Demographics >> Electronic Funds Transfer Registration page.    EFT is an optional program for clients receiving cash assistance benefits from DSHS. Currently, clients receiving assistance from the following programs can have EFT: AF ( TANF ), EA ( CEAP ), GA (General Assistance), and RF (Refugee). Certain authorized representative payees for these assistance units are also allowed to participate in EFT. These types are: CG – Court Ordered Guardian GC - Cash / MA Payee Group Home IP – ADATSA Inpatient Treatment Protective Payee NA – Other NW – Other PP – Protective Payee RP - Representative Payee for SSI / SSA Payments SP – Spouse Payee TN – Teen Parent Payee EFT enrollment information displays on the (EFTM) screen and (EFTR) screen. The (EFTM) screen is access through Option 1 - EFT Registration - from the (AMEN). The (EFTR) with detailed information about the client is accessed through the (EFTM) or from the (STAT), (AREP), or (RES1) when in a case. The two field staff available options on the (EFTM) are:  Option A - EFT Pre-note Inquiry  Option C - EFT Pre-note Delete Inquiry on historical information is possible using AS OF DATE inquiry on the (EFTM). On the (EFTR) the AU #, Client ID, and HOH Name fields are pre-filled. The Payee Name and Rep Type fields are also pre-filled if the (AREP) shows a payee receiving CASH benefits on the client‘s behalf. The Prenote Sent Date field is filled the day after central office inputs information on the (EFTR). Once an AU is active and an (EFTR) has been completed, a pre-note is generated in nightly processing. The pre-note is sent to the client's financial institution to confirm that the account number, routing number, and account type are valid for that institution. If ACES does not receive a Return from the financial institution within ten banking days from the pre-note input date, EFTR STATUS flips from PP (Pre-note Pending) to PS (Pre-note Successful). Once a pre-note is successfully processed the first EFT deposit will be made the first of the month following the ongoing month at the time the pre-note is completed.

EXAMPLE Pre-note is sent on 8/15. The ongoing month is September. The first EFT month will be October. The monthly issuance for October will be EFT and any daily issuance made after monthly issuance for October will be EFT. Pre-note is sent on 8/27. The ongoing month is October. The first EFT month will be November. The monthly issuance for November will be EFT and any daily issuance made after monthly issuance for November will be EFT.

When an account number and account type are entered on the EFTR, ACES checks to see if these two elements exactly match those on  RES1. If not, Edit 1961 - ACCOUNT NUMBER DOES NOT MATCH EFT ACCOUNT NUMBER AND TYPE displays. Alert 075  - EFT / RES1 BANK ACCOUNT MISMATCH - COMPARE EFTR / RES1 is generated in batch the same day. The purpose of the alert is to make the user aware of the discrepancy in account information between  EFTR and RES1, which may be an eligibility factor. Edit 1961 is also displayed when and "active" EFT account number is being deleted off of the RES1. The purpose of the edit in this situation is to make the user aware of the fact they are about to delete an account that ACES is depositing funds to. The issuance method on the STAT changes before monthly issuance runs for the first month that will be issued as EFT. Until the EFT is successfully transmitted households will continue to receive benefits issued as EBT or warrants. When payments are made by EFT, the money is not available immediately. It takes time for the files to reach the financial institution and be processed for deposit into accounts. For daily issuances, funds are available after 9:00 a.m. on the third banking day from the issuance date. Saturdays, Sundays and federal holidays do not count as banking days.

EXAMPLE Worker processes a supplemental issuance on Friday 10/8. In this case, 10/9 is a Saturday, 10/10 is a Sunday and 10/11 is a federal holiday (Columbus Day). The three day count starts on 10/8. The funds would be available in the account after 9:00 a.m. on 10/13. Worker processes a supplemental issuance on 10/12. In this case, 10/12 is a Monday. The three-day count starts on 10/12. The funds would be available on 10/14 at 9:00 a.m. At monthly issuance, funds are available on the first banking day of the month. If 1/3 is the first banking day of the month, the funds would be available that day, not 1/1.

Once an EFT benefit has been placed in an account, it cannot be voided or cancelled. This is true even if the benefit is not yet available to the client. In some instances, a financial institution may return a payment. See Returns Process for specific reasons.  See  Issuance - Return Process. The issuance type code on the BENL indicates if the payment has been made by EFT. Most EFT replacements will be system generated. In two specific instances, the user will be required to generate replacements. Authorized representatives will be notified by letter 0038-02 (Cash Assistance Payee Remittance) each time an EFT benefit is generated for the AU in which they are the payee. Letter 0039-01 (Reject Pre-Note / Direct Deposit) is used to notify the client of a return.

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Modification Date: April 29, 2008

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