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Library: Policy

340:40-10-1. Electronic benefit transfer (EBT) system for child care

Revised 9-15-20

(a) The EBT system used for child care tracks time and attendance for a child receiving subsidized child care and processes provider child care payments.This system involves use of an EBT card by a client or authorized representative to document attendance by swiping the card through a point-of-service (POS) machine at the child care facility.The client swipes real-time attendance or enters previous in and out times for up to 10-calendar days, the current day and nine previous days.The system works best when all or most of the client's swipes are completed real time.

(b) The county EBT specialist issues an EBT card to a child care applicant at the time he or she applies for a child care benefit and views an EBT training video.  • 1

(c) Only two EBT cards are issued per Adult and Family Services child care case; one card for the parent or caretaker and one for an authorized representative.The authorized representative can be the other parent or someone else who helps the client take the child to or pick the child up from the child care facility.The client is responsible for all swipes made by the authorized representative.  • 2 The authorized representative must never be the child care provider or anyone who is employed by the child care provider.  • 3

(d) Two EBT cards can be issued per child in a Child Welfare case when each child in the case is residing with different foster parents.  • 4

Revised 9-15-20

1.The worker must put the Family Assistance/Client Services (FACS) Eligibility Notebook, Child Care tab in application status before an electronic benefit transfer (EBT) card can be issued.Prior to issuing an EBT card, the client must watch an EBT client training video.Refer to Oklahoma Administrative Code 340:40-3-1 for initial application information.

2.In two-parent households, the other parent must be added as the authorized representative and issued his or her own EBT card when he or she plans to take the child to or pick the child up from the child care facility and swipe attendance.

3.(a) The worker must enter information about the authorized representative in the Information Management System (IMS) using the computer transaction EBTU before an EBT card is issued to an authorized representative.Instructions on how to complete an EBTU transaction are located on Quest in the article Adding Authorized Representatives in IMS (EBTU).

(b) When the client wants to change authorized representatives, the current authorized representative must be deactivated on EBTU before the new authorized representative can be entered.The new authorized representative must watch the EBT training video before receiving the EBT card.

4.Prior to issuing an EBT card to a foster parent, the worker must enter information about that foster parent in IMS using the EBTU transaction.Instructions on how to complete an EBTU transaction are located on Quest in the article Adding Authorized Representatives in IMS (EBTU).

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