This section describes how the department issues benefits, requirements to endorse warrants, how and when the department provides benefits, the allowable use of cash and food assistance benefits, and the replacement of benefits and Electronic Benefits Transfer (EBT) cards.
Revised November 21, 2023
This section describes how the department issues benefits, requirements to endorse warrants, how and when the department provides benefits, the allowable use of cash and food assistance benefits, and the replacement of benefits.
1. Use of Cash and Food Assistance Checklist
a. Review the 'Your DSHS Cash or Food Benefits' form 14-520' with clients during the interview process at application and eligibility review to ensure that the household understands:
i. The allowable use of DSHS benefits;
ii. The illegal uses, including the purchase of marijuana and/or marijuana-based products with EBT cards or cash from the EBT cards; and
iii. The penalties for illegal use of benefits.
b. Request that the head of household or authorized representative sign the 14-520 and send the document as file only for the client's electronic case record (ECR).
If the client refuses to sign the form or fails to return the signed form, don't deny the application or terminate assistance. Signing the form isn't a condition of eligibility.
2. Referrals to the Office of Fraud and Accountability (OFA)
Refer allegations of reported misuse of cash or food assistance benefits to OFA utilizing the Barcode referral for FRED.
When a worker receives the DSHS-FRED form from OFA identifying use in a prohibited location, review the ECR for prior offenses (document type FR)
If there is a prior offense, a protective payee must be assigned.
The worker will:
Notify Social Services Specialists through Barcode tickle to @SOC
The Social Services Specialist will:
Assign a protective payee (see Payees on Benefit Issuances - Protective Payees)
Input a -COMM tickle to 900@FIN for input of protective payee information into ACES
The worker who receives the tickle will:
Input the Authorized Representative information under Contact Information in ACES 3G
Revised March 25, 2011
Subtract the date of application from 31 and divide the result by 30. Multiply the result by a full month benefit amount.Round down to the nearest dollar.
Revised March 25, 2011
The Office of Accounting Services (OAS) holds funds from cash benefits issued to someone in the form of a state warrant (check). Warrants are stale-dated at the 180 days from issuance based on the statute of limitations.
The DSHS Office of Financial Recovery automatically uses expunged Basic Food benefits to reduce a recipient's outstanding overpayment balance.
Normally we require the US Postal Service (USPS) to return DSHS mail if the post office knows that the client doesn't live at the residence. However, if a household requests USPS to hold their mail due to a temporary absence (i.e., vacation or hospital stay), the post office may hold mail that we send.
Clients may have their cash assistance deposited directly into a checking or savings account by completing the Direct Deposit Enrollment - DSHS 14-432 and returning the completed form to the address on page 2 of the form, along with a pre-printed voided check, pre-printed deposit slip, or a printout from the financial institution, as this is required to complete the enrollment process.
A client who wants another person to have access to their benefits must authorize the person to be an alternate card holder.
If a responsible member of the AU cannot access the benefits for the AU because the head of household cannot complete and sign the Alternate Card Holder Authorization due to incapacity or other circumstances, document the circumstances in the case record and authorize the issuance of a Quest card for the responsible member as an alternate card holder.
If a recipient contacts you about wanting to stop receiving their benefits through EFT (Direct Deposit), you have two options to assist the client. You may delete the banking information on the EFTR screen in ACES main-frame, or you may inform the client to call the toll free number at 1-888-235-2954.
Checks for cash benefits can be mailed to a Post Office box or the CSO when a payee meets WAC 388-412-0025(1)(c) and makes this request in writing. If a recipient requests that checks be mailed to an address other than their residence address:
See Issuances
Reported loss:
Redeemed warrants and affidavits of forged endorsement: If the department learns the original warrant that was replaced is redeemed, request a copy of the signed warrant from DFFR for the payee to examine.
Office of Accounting Services
Central Operations, SOL Desk
PO Box 45845
MS: 45845
Olympia, WA 98405-5845
Replacing Out-of-Date SSP Warrants
1. If a payee reports an out-of-date warrant, do not replace the warrant.
2. Ask the payee to sign a DSHS 07-008(X) Affidavit of Lost, Stolen, or Destroyed Warrant.
3. Send the notarized affidavit along with the warrant and a note asking to replace the warrant to OAS. Follow the instructions on the form.
Requesting Copies of Warrants:
WAC 388-412-0040 Can I get my benefits replaced?
Replace the amount of food destroyed up to the amount of the household's monthly allotment. Use the client's statement when considering the amount of benefits to replace. If the client's statement is questionable, consider when the client received benefits, when the food was destroyed, and the day of the month of the disaster;
Congress passed the Consolidated Appropriations Act, 2023, which allows state agencies to use federal funds to replace SNAP benefits stolen between October 1, 2022, and September 30, 2024 via card skimming, card cloning, and other similar methods. Some provisions apply.
The department also received state funds to replace TANF, SFA, RCA, PWA and ABD cash benefits stolen July 1, 2024, or later via card skimming, card cloning, and other similar methods.
Benefits stolen via card skimming, card cloning and other similar fraudulent methods
EXAMPLES: