340:40-10-2. Client, worker, and provider electronic benefit transfer (EBT) responsibilities
(a) Client EBT responsibilities. Client EBT responsibilities include:
(1) viewing the client training video;
(2) recording correct attendance days and times with his or her EBT card through the provider's point-of-service (POS) machine or using the ECC Connect mobile app within 10-calendar days, current day and previous nine days;
(3) checking the message on the POS machine or the ECC Connect mobile app after each attendance entry to see if it is approved, denied, pending, or pending different provider. When the message shows denied or pending different provider, the client is responsible for reporting the problem to the worker right away; • 1
(4) not recording attendance for any day the child does not attend child care;
(5) not giving the EBT card or personal identification number (PIN) to anyone else, including the child care provider; and
(6) paying for care Oklahoma Human Services (OKDHS) does not pay because:
(A) the client did not record attendance timely for days and times his or her child attended child care;
(B) attendance entries were denied and the client did not correct attendance within 10-calendar days; or
(C) the provider loses the absent day payment for a weekly authorization because the client did not record correct attendance for every day that the child attended care for a given month.
(b) Worker EBT responsibilities. Worker EBT responsibilities include:
(1) ensuring that clients read and state they understand the EBT responsibilities shown on the application;
(2) arranging for clients to receive their EBT cards and view the training video as soon as possible after the child care request is submitted;
(3) arranging for authorized representatives to receive their EBT cards and view the training video as soon as possible;
(4) acting on attendance errors as soon as the client reports them; • 1
(5) acting on EBT card misuse reports as soon as they are reported, per Oklahoma Administrative Code 340:40-10-3.
(c) Child care provider EBT responsibilities. Child care provider responsibilities include:
(1) never possessing a client's EBT card or recording a child's attendance using the POS machine or the ECC Connect mobile app;
(2) never moving the POS machine to another location or submitting electronic child care claims from another location without receiving prior approval from OKDHS Adult and Family Services Child Care Subsidy Unit staff;
(3) requiring clients to record attendance as child care is used;
(4) never asking or requiring a client to record attendance for a day the child does not attend; and
(5) ensuring claimed attendance submitted via the EBT system is correct and voiding any incorrect transactions within the 10-calendar day swipe limit, current day and previous nine days.
1. (a) Messages that appear on the point-of-service machine or the ECC Connect mobile app include:
(1) an approved message that means the Electronic Payment Processing Information Control (EPPIC) system accepted the attendance entry for payment processing;
(2) a pending message that appears when the client enters a previous in or out attendance entry and is accepted for payment processing;
(3) a pending different provider message that appears when the client records attendance at a child care provider not currently approved on the system for the child. The EPPIC system saves the attendance entry for possible future payment when care is authorized with the child care provider within 90-calendar days; and
(4) a denied message appears when care is not authorized or was not sent to EPPIC. The EPPIC system does not save the denied attendance entries and it can never be paid electronically. When care is authorized or a problem is resolved, the client must record correct attendance for any denied time within 10-calendar days to receive an approved message.
(b) When the client reports denied or pending error messages, the worker checks the EPPIC system to see what error occurred, because different error codes involve different solutions. Information about how to use the EPPIC system, what error codes mean, and how to resolve error messages are located on Quest in the article Error Codes For EPPIC.
(c) When a problem is not resolved within the 10-calendar day limit, refer to Oklahoma Administrative Code 340:40-10-4 for manual claim procedures.