The electronic issuance of benefits through EBT helps make sure that recipients receive their benefits on the scheduled payment date. If an EBT card is lost or stolen, the recipient can protect his or her EBT benefits by calling the Xerox customer service number at 1-888-328-7366 and canceling the cards. The recipient may get benefits remaining in the account after getting a replacement EBT card from Xerox Customer Service or his or her CAO. 7 CFR § 274.12(g)(5)(iv)
The following are the only situation in which the CAO may issue replacement benefits to the household:
The EBT system returned benefits because the account was inactive.
The household lost food in a disaster.
The $2.50 ACCESS card replacement fee was deducted from the recipient's EBT account in error.
There are no other times when replacement SNAP benefits may be issued. 7 CFR § 274.12(g)(5)(v) and 7 CFR § 274.6(a)
There is no deadline or expiration date for EBT SNAP benefits. Benefits may accumulate in the recipient’s EBT account as long as the recipient keeps the account active by making at least one debit transaction every 180 days. If there is no debit activity for 180 days (180 days for cash), the EBT account becomes inactive and the account benefits return to DHS. Posting returned benefits on eCIS suspends the case.
At the request of the recipient or at renewal, the CAO may replace only the "returned" benefits posted in the CIS benefit history. The CAO must use code 125 for a partial benefit return and code 126 for a full benefit return.
The replacement is for the exact amount of dollars and cents returned. If there is an overpayment or change in the amount the household is eligible to receive, the replacement can be in a lesser amount. If the overpayment is established in RMS, the CAO must remove or change the overpayment through the Automated Restitution Referral and Computation System (ARRC), using the ARCCHG screen. The replacement authorization will post to the recipient's EBT account the next day. The CAO must document the circumstances for these actions.
The time limit for replacement of returned benefits is one year from the date of original issuance. After this period, CIS prevents replacement. 7 CFR § 274.12(g)(7)
PFS15802580 Replacement SNAP Benefits for Food Lost in a Household Misfortune Revised June 25, 2015
The CAO may replace food destroyed in a household misfortune or disaster if all of the following conditions are met: 7 CFR § 274.6(a)
The CAO determines that food was destroyed in a household misfortune or disaster, such as a fire or flood. 7 CFR § 274.6(6)(ii)
The food was bought with SNAP benefits.
The CAO verifies the household misfortune or disaster through a collateral contact, documentation from a community agency, a home visit ,newspaper articles, Pennsylvania Emergency Management Agency (PEMA) websites, and power company websites. The CAO should call the recipient’s power company to verify that the household was without power. If the CAO has made every attempt to verify the recipient was without power but unsuccessfully, they may take the client’s statement. 7 CFR § 274.6(a)(6)
The household requests the replacement orally or in writing within 10 days of the disaster and completes an Affidavit for Replacement of Food Destroyed in a Household Disaster (PA 1896 English/ PA 1896-S Spanish) within 10 days of the reported food loss. 7 CFR § 274.6(a)(3) and 7 CFR § 274.6(a)(4)
NOTE: The replacement amount is limited to a maximum of one month’s benefit, unless the issuance includes restored benefits which can also be replaced up to their full value.
Reminder: There is no limit to the number of replacements for food lost because of a household misfortune or disaster. The CAO must use reason code 168 for replacement of food destroyed in a household misfortune or disaster. 7 CFR § 274.6(a)(3)(ii)
NOTE: A presidential or federal disaster declaration is not required to replace food lost in a household misfortune or disaster. 7 CFR § 274.6(a)(3)
Recipients may request a replacement for a lost, stolen, or damaged EBT ACCESS card. When the new card is issued, the EBT system deducts a card-replacement fee of $2.50 from the recipient’s cash account or, if there is no cash balance, from the recipient’s SNAP account. The CAO may waive the fee. 7 CFR § 274.12(g)(5)(v)
If the fee is deducted in error, the CAO may authorize a replacement using reason code 183. CIS limits this authorization to no more than $10.00.
Reissued February 1, 2013 ,Replacing November 14, 2012