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Table of contents  Search manual |
The Oregon Trail card makes benefits electronically available to cash and SNAP clients by using a plastic debit card at point-of-sale (POS) devices and at most automated teller machines (ATMs – cash only). For age 65 and older and SSI disabled card holders in the cash-out demonstration area (Clackamas, Columbia, Multnomah and Washington counties), SNAP benefits will be deposited to a cash account and are available at both POS devices and ATMs.
New clients may be issued an Oregon Trail card and select a personal identification number (PIN) before their eligibility is determined. The PIN is a 4-digit number known only to the card holder (payee). When benefits are issued, they will be deposited to the card holders EBT account.
EBT operates under a partnership between a contractor-eFunds and DHS. eFunds is responsible for maintaining EBT accounts. DHS is responsible for eligibility and benefit issuance.
All numbers are toll free.
Case Manager/Worker Responsibilities
Support Staff Responsibilities:
Client Training. Each local office or district will designate staff to provide Oregon Trail card training to new clients and their alternate payees. Depending on local resources and needs, the training could be given in a group setting, as part of an orientation or on a one-on-one basis. The training may consist of two parts.
Each local office or district has a video that can be played continuously or at selected training times.
The second part of the training is the MSC 0208 (How to Use your Oregon Trail Card) brochure. The MSC 0208 is available through Distribution Services. Go over the brochure with the client to ensure they are familiar with the process. Some clients may need more individualized training.
Authority to Order Oregon Trail Cards. The DHS Office of Forms and Document Management - Distribution Services Center maintains a list of individuals authorized to order Oregon Trail card stock and/or pick up shipments at the DHS Distribution Services Center, located at 550 Airport Road, Salem, OR 97310.
AFS 285 - Authorization & Signature Card for Negotiable Documents.
A completed AFS 285 lists those individuals authorized to receive and/or order Oregon Trail cards. Send the completed form to DHS Distribution Services Center (do not send copies). The card has two purposes:
Ordering Oregon Trail Cards/Sleeves. Each card issuance site should order their own supply of cards. Field offices should order a 3-4 month supply. Order a new supply when the stock on hand is down to a one month supply.
Cards are ordered by completing an AFS 289 (Request for and Transmittal of Forms Receipt). With one (1) day's notice, Oregon Trail Cards may be picked up at DHS Distribution Services by an authorized person.
Card sleeves do not have a separate form number. They can be requested by noting on the AFS 289 for the card order or by e-mailing the DHS Distribution Center.
Receiving Oregon Trail Cards. The field office, on receipt of Oregon Trail cards, compares card numbers with the numbers listed on the AFS 289 and AFS 248 Oregon Trail Card Issuance Log to make sure they agree. The Oregon Trail Card Issuance Log will be prenumbered to include serial numbers of cards transmitted to the field office.
The Manager becomes fully accountable after Oregon Trail cards have been received and the AFS 289 signed. Discrepancies must be reported to the appropriate Manager who will report them to the DHS Distribution Center.
Add the card numbers and total cards received by the field office to the AFS 249 Stock Control Log. Update the running balance.
A physical inventory must be done at least once a month on a random date by a person not responsible for issuing cards, or with a witness.
The main supply of Oregon Trail cards must be stored in a locking safe or bar lock file cabinet. A daily supply can be logged out to the card issuer on an DHS 249 and kept in a locking supply cabinet, file cabinet or desk drawer at all times.
Oregon Trail cards logged out which remain unused will be logged back in on the DHS 249 at the end of the day. The daily supply must be kept secure during the day--Oregon Trail cards must not be left unattended.
A physical inventory (count) shall be done once a month on a random date.
The physical inventory must be done by someone not authorized to issue Oregon Trail cards. If this is impossible due to field office size, the physical count must be completed by two persons and the DHS 249 initialed or signed by both.
Record date of physical inventory, actual number of Oregon Trail cards and signature or initials of person(s) responsible for count on log.
If there is a discrepancy, other than an addition/subtraction error, report it immediately to the appropriate Manager who will in turn report the discrepancy to the appropriate personnel in Human Resources.
The Manager will determine which staff will be responsible for issuing Oregon Trail cards. They, or their designee, will assign each card issuer two ID numbers and instruct them on PIN selection. The Manager, or their designee, will be responsible for adding, removing, and changing ID numbers. A log documenting ID number, person, date assigned or date removed will be maintained and reviewed annually. Follow instructions in the "State PIN Select Terminal Manuals."
Any change in authorized personnel requires deleting the previous user. RACF access must also be adjusted to reflect change in authorized personnel.
Form AFS 248 the Oregon Trail Card Issuance Log is used at the time a card holder is given an Oregon Trail card and selects a PIN. The card issuer completes all areas, including the check digit, on the AFS 248 except the card holders signature and the card number. The card number will be preprinted on the AFS 248 form.
Cards are issued in a first in-first out (FIFO) sequence. To the extent possible all of a previous shipment should be issued before any of the new supply is used.
Each office will maintain a level of internal control where the person issuing the Oregon Trail card is not the same person who requests that they be issued.
After the Case Manager/Worker has set up a pending CMS or FSMIS case, a screen print or other similar document will be given to the field office card issuer.
The card issuer must positively identify the client before issuing an Oregon Trail card. Positive identification means the branch has no doubt about the identity of the client. Verification may include a picture ID, work or school ID card, identification for health benefits or another social service program, voter registration card, wage stubs, birth certificate or other such document that establishes identity. Photo ID is not required. When no other documents are available, use a collateral contact. Obtain the collateral contact from as reliable a source as possible. This may include branch office staff. If no other source is available, the issuer must use an alternative means such as asking the client to identify case-specific information that he or she should know, or comparing signatures from the case record.
The card issuer enters the card number on the card issuance screen (EBCRD) and changes the "valid PIN" to "N".
The card issuer follows instructions in the "State PIN Select Terminal Manual" for the card holder to select their PIN. Make sure that the card holder is able to enter the PIN without the selection being in view of other people.
During PIN selection emphasize to the card holder the need to keep the PIN number that they select secret. Also tell them of the need to call the eFund Card Holder Help Desk when their card is missing or they have compromised their PIN. Emphasize the need to call the Help Desk and not the local office. If a card holder calls the local office to report a lost or stolen card, direct them to the Help Desk immediately. The Help Desk is available twenty-four hours a day, seven days a week. It is important that the card holder understands the need to report a lost or stolen card immediately.
After the card holder has successfully selected the PIN, perform a balance inquiry with the card holder to verify that the card and PIN are working properly. Follow the instructions in the State PIN Select Terminal Manual. Check the receipt for balance inquiry information.
The balance inquiry will show: (1) the balance of cash and SNAP benefits, (2) a denial code of "No Funds Available", or (3) an error message. If no funds are available, verify the benefit case is still pending or benefits have not been issued yet. If the problem is an incorrect PIN, try again. If the problem is another denial reason, call the eFunds Staff Help Desk.
Once the balance inquiry has been successfully completed, have the card holder sign, in ink, the back of the Oregon Trail card and the Oregon Trail Card Issuance Log. Cards must not be released without the signature of the card holder.
When DHS/AAA clients and/or their alternate payees are unable to come to the office to obtain their Oregon Trail card, a home visit can be made by the Case Manager/Worker or Human Resource Specialist . An explanation of the EBT process, including how to use the EBT card, will be made using visual aids and written material. Upon returning to the office the following procedure should be followed in order to ensure the confidentiality of the clients PIN number.
The Case Manager/Human Resource Specialist enters the case information on FSMIS for SNAPs. A copy of the screen print is provided to the support staff person designated to prepare address labels.
The designated support staff person types (2) address labels and places the print and labels in the "cards to be issued" bucket.
Once per day at a prescribed time the card issuer and the PIN proxy issuer will process the requests that have been placed in the bucket as follows:
Card holders must call the eFunds Card Holder Help Desk to report a lost or stolen card before a replacement card can be issued. If the card holder calls the local office, refer them to the eFunds Card Holder Help Desk. When a card holder has reported a card lost or stolen the eFunds Card Holder Help Desk will change the status of the card. This will prevent anyone from using the card to obtain benefits. Once the status has been changed a new card must be issued. The eFunds Card Holder Help Desk staff will direct the card holder to contact their local office for a replacement card.
The Oregon Trail card can be used to access SNAP and cash benefits in almost all locations in the U.S. When a client leaves the state with benefits remaining they will need to locate a retailer or ATM that accepts the Oregon Trail card.
See Secretary of State Archives
The following forms are to be retained for a period of 4 years:
AFS 248 (Oregon Trail Card Issuance Log)
DHS 249 (Control Log)
AFS 285 (Authorization and Signature Card for Negotiable Documents)
AFS 289 (Transmittal of Forms Receipt)
SDS 246 (Proxy PIN Selection)
SDS 247 (PIN number request)
The following forms are to be used with EBT:
AFS 231 - Designation of Authorized Representative or Alternate Payee
AFS 248 - (Name) Oregon Trail Card Issuance Log
DHS 249 - Control Log
AFS 285 - Authorization and Signature Card for Negotiable Documents
AFS 289 - Transmittal of Forms Receipt
DHS 245 - Authorization for Office Issuance of an Oregon Trail Card
SDS 246 - Form Letter (to be used for Proxy PIN Selection)
SDS 247 - Request for Oregon Trail Card PIN Number
