9093.1 Maintaining EBT Card Stock

Statutory Authority 7 CFR 274.1 (h)(2); 7 CFR 274.5; 7 CFR 274.8 (b)(3)(i) Delaware Health and Social Services (DHSS) is responsible for maintaining the inventory of Electronic Benefit Transfer (EBT) card stock used at the State's EBT card sites. 1. The Office of the Secretary - Administration (OSEC-ADMIN) is responsible for: A. Ordering and receiving EBT card stock from Delaware's EBT vendor. B. Maintaining bulk inventory of EBT card stock for statewide distribution. C. Storing EBT card stock in a secure, locked area with restricted access. i. EBT card stock must be stored in a secure location in a locked storage room, file cabinet, desk, safe, or vault. ii. Keys to the locked storage room, file cabinet, desk, safe, or vault must be kept in a separate secure location. iii. Access to EBT card stock must be limited to only staff responsible for EBT card duties. iv. EBT staff must always be present when EBT cards are not in secure storage. D. Issuing EBT card stock to the State's EBT card sites when requested by a card site. i. EBT cards are issued in sequential order by card number. ii. OSEC-ADMIN EBT staff will verify that EBT card stock is securely stored at the card site when new card stock is delivered. E. Reviewing the EBT card sites' inventory reconciliation logs monthly. F. Identifying and resolving discrepancies and compliance issues for the EBT card sites' inventory reconciliation logs. G. Counting, reconciling, and logging EBT card bulk inventory when new card stock is received, when card stock is removed, and on a monthly basis. H. Dividing EBT card inventory, reconciliation, and issuance responsibilities between at least 2 staff members. i. A second party must be involved in counting, reconciling, and logging EBT card bulk inventory when new card stock is received, when card stock is removed, and on a monthly basis. ii. EBT card logs for inventory, reconciliation, and issuance must be reviewed and signed by the staff member completing the log and by the staff member performing the secondary review. I. Reporting EBT reconciliation discrepancies or missing inventory immediately to EBT administrative staff. J. Submitting EBT card logs for program reviews or audits as requested. K. Maintaining EBT card logs in a secure place for 3 years or until audit and litigation requirements are fulfilled, if applicable. i. EBT card logs will be shredded after the 3-year retention period. 2. The Division of State Service Centers (DSSC) is responsible for: A. Requesting EBT card stock from OSEC-ADMIN EBT staff as needed. B. Storing EBT card stock in a secure, locked area with restricted access at each EBT card site. i. EBT card stock must be stored in a secure location in a locked storage room, file cabinet, desk, safe, or vault. ii. Keys to the locked storage room, file cabinet, desk, safe, or vault must be kept in a separate secure location. iii. Access to EBT card stock must be limited to only staff responsible for EBT card duties. iv. Access to EBT card bulk inventory must be limited to management staff only or a designee. v. Staff responsible for issuing cards from the daily inventory should not have access to the bulk inventory. vi. EBT staff must always be present when EBT cards are not in secure storage. C. Issuing EBT cards to households receiving food benefits in accordance with DSSM 9093.11. i. EBT cards are issued in sequential order by card number. D. Recording cards that are issued at the card site on the EBT card issuance log. E. Recording cards that are destroyed at the card site on the EBT card destruction log. F. Counting, reconciling, and logging EBT card bulk inventory when new card stock is received, when card stock is removed, and on a monthly basis. G. Counting, reconciling, and logging EBT card daily inventory each business day. H. Dividing EBT card inventory, reconciliation, and issuance responsibilities between at least 2 staff members. i. Staff responsible for issuing cards from the daily inventory should not be responsible for counting, reconciling, and logging EBT card bulk inventory. ii. A second party must be involved in counting, reconciling, and logging EBT card bulk inventory when new card stock is received, when card stock is removed, and on a monthly basis. iii. A second party must be involved in counting, reconciling, and logging EBT card daily inventory each business day. iv. EBT card logs for inventory, reconciliation, and issuance must be reviewed and signed by the staff member completing the log and by the staff member performing the secondary review. I. Reporting EBT reconciliation discrepancies or missing inventory immediately to EBT administrative staff. J. Submitting EBT card inventory reconciliation logs to OSEC-ADMIN EBT staff monthly. K. Submitting EBT card logs for program reviews or audits as requested. L. Maintaining EBT card logs in a secure place for 3 years or until audit and litigation requirements are fulfilled, if applicable. i. EBT card logs will be shredded after the 3-year retention period. 3. The Division of Social Services (DSS) and Division of Medicaid and Medical Assistance (DMMA) are responsible for certifying food benefits and are excluded from maintaining EBT card stock. 12 DE Reg. 1092 (02/01/09) 15 DE Reg. 1030 (01/01/12) 27 DE Reg. 111 (08/01/23)