Step

Responsible Party

Action

1.

Requesting Office

Signature Cards

The Supervisor of the unit requesting stock will:

• Assign a minimum of 2 employees from each office to order and receive EBT Cards and Revolving Fund Checks. In offices with 6 or fewer staff, Financial Services may authorize certain staff to perform both functions.
• Complete form DHS 285, Authorization and Signature Card for Negotiable Documents for the assigned staff.
• Maintain a copy of the DHS 285 in requestor's office and send a second copy to the SDA Office, if appropriate.
• Send Original DHS 285 to DHS Distribution Center for processing orders.

Ordering Stock

Staff authorized to order stock will:

• Use form DHS 289, Request For And Transmittal of Forms Receipt to order check stock and EBT cards.
• Send the DHS 289 form to the DHS Distribution Center
• The person designated to receive the order must be identified on the DHS 285.

2.

OCR

Staff at the OCR Distribution Center will:

• File and maintain original DHS 285 Signature Card.
• Compare signatures on negotiable document orders (DHS 289) with authorization card signatures (DHS 285).
• Compare name of person ordering with person receiving to confirm they are not the same person.
• Return incorrect or incomplete authorizations to the office ordering the stock.
• Orders without a DHS 285 signature form on file for the person ordering can not be filled. Return the order and instruct the office on policy.