TERM DEFINITION
American Bankers Association (ABA)
An industry trade group and professional association representing the United States' banking industry. The association lobbies to influence federal legislative and regulatory activities, legal action, communication and
consumer education, research, and products and services that promote, educate, train, inform and support members.
Abeyance File An electronic file that contains records from a batch update file that were rejected due to failure to meet edit criteria. Records in each Abeyance file are corrected and the file is then
resubmitted for re-processing in the same manner as the original batch file.
Acceptance Testing The process of testing system components and system
functionality to determine whether the system conforms to and operates in accordance with all applicable specifications, requirements and documentation and is ready for
implementation. This process includes: functional requirements testing; error condition testing; destructive, stress, and capacity testing; and regression testing to ensure testing deficiencies are resolved without new deficiencies.
ACF (Administration for Children and Families)
A federal agency within the Department of Health and Human Services (HHS) responsible for the supervision of the
Temporary Assistance for Needy Families (TANF) Program.
ACH (Automated Clearing House)
Electronic clearing and settlement system for exchanging electronic transactions among participating depository institutions; such electronic transactions are substitutes for paper checks and are typically used to make recurring payments such as payroll or loan payments. The Federal Reserve Banks operate an automated clearinghouse, as do some private-sector firms.
TERM DEFINITION
Acquirer The institution that establishes an account with a merchant and processes payment card authorizations and payments.
Active Case An EBT Account where a benefit authorization has been made available to the client within the reporting month. Reporting months will follow the HHSC TIERS cutoff schedule and a new reporting month begins on the day following the TIERS EBT cutoff.
Adjustment A financial transaction that corrects the amount of a previous financial transaction and results in a debit or credit to the client/retailer’s account. Adjustments are manually initiated to correct a problem and are subject to audit and special controls.
Administrative Terminal (AT) application
An internet browser-based application program that runs on a computing device (usually a personal computer) and is used by state, federal and Contractor staff to access data in the EBT system. Depending on their access security priviledges, authorized users may add data, change data and/or perform specific business functions such as account setup for fraud investigators through the AT.
ALERT (Anti-Fraud Locator of EBT Retailer Transactions)
The USDA FNS subsystem that utilizes data provided by the EBT Contractor to identify and investigate suspected fraudulent retailer activity.
AMA (Account Management Agent)
An automated application that supports the activities of the Federal Reserve Bank of Richmond in providing Automated Standard Application for Payments (ASAP) account
management activities to the Food and Nutrition Service (FNS) for EBT SNAP.
ANSI (American National Standards Institute)
The United States government body responsible for approving U.S. standards in many areas, including computers and communications. ANSI is a member of ISO.
APD (Advanced Planning Document)
A request for Federal Financial Participation (FFP) for a specific project that either exceeds the cost thresholds as set forth in federal regulations or is eligible for enhanced funding.
TERM DEFINITION
Applicant A person who represents a prospective Eligibility Determination Group (EDG) and has completed an application for benefits from the SNAP or TANF program.
ASAP (Automated Standard Application for Payments)
An all-electronic payment and information system developed jointly by the Financial Management Service (FMS) and the Federal Reserve Bank of Richmond. The latter, in its capacity as the United StatesTreasury's fiscal agent, operates the system. ASAP is a system through which grantee
organizations receiving federal funds can draw from accounts pre-authorized by federal agencies.
ATM (Automated Teller Machine)
A device used by bank customers to process account transactions. Typically, a user inserts into the ATM a special plastic card that is encoded with information on a magnetic strip. The strip contains an identification code that is transmitted to the bank's central computer by modem. To prevent unauthorized transactions, a personal identification number (PIN) must also be entered by the user using a keypad. The computer then permits the ATM to complete the transaction. Most machines can dispense cash, accept
deposits, and provide information on account balances. Banks have formed cooperative, nationwide networks so that a customer of one bank can use an ATM of another for cash access. Some ATMs will also accept credit cards for cash advances.
Authorization An affirmative response by, or on behalf of, the Host to a request to permit an EBT Card to be used in a transaction.
Authorized Representative A person or agent authorized through TIERS to receive and expend benefits on behalf of an EBT household or eligibility determination group. When an Authorized Representative is designated for an EBT Case, he or she becomes the Primary Cardholder for the associated EBT Account and for all other EBT Cases that are linked to the Account.
TERM DEFINITION
Authorized Retailer Any merchant who has been approved by the FNS to accept SNAP benefits as payment for eligible food items and has completed a Retailer Agreement. Authorized retailers include, but are not limited to, retail grocery stores, food chains, farmers markets, roadside vendors, delivery services, and
cooperatives; or
any merchant who meets state requirements (see TANF Retailer) and has been approved to accept TANF benefits as payment for goods and services or cash withdrawals and has completed a Retailer Agreement.
Awarded Vendor See Contractor.
Backup System System capable of performing the same functions as primary system. Backup systems are activated when primary systems are rendered inoperable.
Balance Inquiry A non-financial transaction that permits a Client to obtain available balance information.
Banking Holiday A holiday observed by the Federal Reserve Board and its members.
Batch File/Batch Update An electronic file that is used to insert and/or update data in a database or automated file system. Batch files are typically created with a specific record structure or format and may include summary information about the file in separate records at the beginning and/or the end of the file.
Benefit Aid authorized by the State according to the program’s requirements.
Benefit Program A government-sponsored program that allows qualified
individuals individuals or groups to apply for and received food or cash benefits. For the purposes of this RFP, the benefit programs are SNAP and TANF and the benefits are made available based on Eligibility Determination Groups (EDG).
TERM DEFINITION BIN (Bank Identification
Number)
The first six digits of a credit card, debit card, charge card, etc. These digits identify which network the card belongs to as well the card issuer. These numbers are carefully controlled and appear on the card and in every transaction (including EBT transactions) involving the card.
BRSB (Benefit Redemption Systems Branch)
An FNS branch
Business Day Any day of the week except Saturday, Sunday, or a Banking Holiday.
Cancel The termination of a Transaction prior to Authorization of the Transaction request.
Cardholder An individual who is authorized to access benefits in the EBT system and has been issued a Lone Star card to facilitate such access at authorized EBT Retailers. (see also Primary
Cardholder and Secondary Cardholder)
Cash Back The disbursement of funds from a Cash Benefit Account transacted through a POS terminal.
Check Digit The final digit of a series of numbers that may be used to test the validity of the series.
Client Portal A website provided by the Awarded Vendor that gives Texas SNAP and TANF clients the ability to check their EBT
balances, view EBT transactions specific to their case, and perform other functions. The Client Portal is also known as the Texas EBT Web Portal
Client/EBT Client Any person who receives TANF or SNAP benefits in accordance with the applicable program eligibility requirements.
Concentrator Bank A financial institution or other entity approved by the Federal Reserve Board, designated by the EBT Vendor for settlement via the ACH network.
TERM DEFINITION
Contract Execution The performance of all acts necessary to render a contract complete and legally binding between two or more parties.
Contract Management Contract management is a core function that involves the continual monitoring of a Contractor’s performance to ensure its compliance with terms and conditions of a contract.
Contractor The vendor selected and awarded a contract to provide the services contained in this RFP and as contracted.
Contractor Project Manager The individual chosen by the Awarded Vendor having project management responsibilities for the Awarded Vendor.
Conversion The process whereby the state’s EBT system is tranferred from a current EBT-3 Contractor to the EBT-4 Awarded Vendor.
Conversion Plan Plan containing all of the actions and steps needed for the new/replacement Contractor to take over EBT services and operations from the incumbent Contractor(s). The plan must be approved by the HHSC and FNS. The actions required for EBT-4 are detailed in this RFP.
Correction A credit or debit transaction intended to rectify an error in connection with a prior transaction that covers all or part of the amount of such prior transaction.
CPCM (cost per case month) The fixed fees described in Attachment A to the RFP, as contracted.
Credit Transaction A transaction that places funds into an account (a credit can be made to the cardholder account or retailer account).
CSA (Customer Service Associate)
A live person who provides assistance to an EBT client or retailer, via a dial-up to a Call Center. Examples of assistance include access to account information, action on reports of lost or stolen cards, and PIN packet requests, as well as voice authorization of manual vouchers.
TERM DEFINITION
Cure Period Time period following notification of a deficiency when the Contractor implements a correction.
Cutoff The time of day established for the EBT system in which a Business Day is established for Settlement and Reconciliation.
Cutover Cutover is the period during which the EBT-3 system is shut down, final data is loaded onto the EBT-4 system, and transaction processing begins on the EBT-4 system.
Debit Transaction A transaction that removes funds from an account (a debit can be made to the cardholder account or retailer account).
DES (Data Encryption Standard)
An ANSI-approved algorithm promulgated by the National Bureau of Standards, for encryption of data to allow secure transmission of information between points. The standard employs a 56-bit key, PIN, and Primary Account Number (PAN).
Debit Card A card that resembles a Credit Card but which debits an account, usually a checking account, with transfer occurring simultaneously with the cardholder’s purchase. A debit card may be machine readable, allowing for the activation of an ATM, POS, or other automated payments equipment.
Decline The denial of a transaction by the Host.
Deficiency, Deficiencies A failure of a deliverable or service, or an omission, defect, error, or inadequacy in a deliverable or service, causing it not to conform to applicable Specifications.
DIR (Department of Information Resources)
The State agency responsible for the procurement of all data processing equipment and services in Texas.
Dormant Account An EBT account that has not been accessed by the Cardholder for a specified period of time.
TERM DEFINITION
Downtime The interval during which an EBT functional component or the EBT system is unavailable to users and/or stakeholders, due to a failure or maintenance.
EBT (Electronic Benefit Transfer)
An electronic payments system that uses electronic funds transfer, automated teller machines, and point-of-sale technology for the delivery and control of public assistance benefits.
EBT-3 The current generation of EBT services that uses a multi- vendor benefit delivery approach.
EBT-4 The single vendor benefit delivery approach that Texas plans for the fourth generation of EBT services.
EBT Account Used to associate SNAP and TANF EBT Cases that are linked to a single Primary Cardholder in the EBT System. A single EBT Account can be associated with one or more EBT Cases (TANF and/or SNAP). A maximum of one (optional)
Authorized Represenative and up to two Secondary
Cardholders may also be associated with an EBT Account in the EBT-4 database. If there are two Secondary Cardholders associated with a single EBT Account, one must be associated with all SNAP program Cases and the second with all TANF program cases.
EBT Card A plastic card issued to Primary Cardholders and Secondary Cardholders, which allows them access to benefits in the EBT system.
TERM DEFINITION
EBT Case One or more eligible individuals usually sharing family
household membership and eligibility classification, such as, a mother and child. For the TANF and SNAP benefit programs, an EBT Case can include eligible adult(s) and child(ren). There is a one-to-one relationship between a TIERS Eligibility Determination Group (EDG) and an EBT Case. An EBT Case is can be associated with one and only one EBT Account, while an EBT Account can be associated with multiple SNAP and/or TANF EBT Cases. Only one EBT Case can be associated with a each of the two EBT Program Types (SNAP and TANF) at any given point in time.
EBT Case Number The unique nine (9)-digit number stored in the EBT system that is assigned by the HHSC eligibility system to each TANF and SNAP case. (see also EDG Number)
EBT Contract Management The process by which the covenants and agreements contained in the EBT vendor contract(s) are monitored and evaluated to ensure they are met.
EBT Contract Manager The HHSC staff person assigned to manage EBT contracts.
EBT-only Retailer A retailer that uses state-supplied POS devices and uses the Awarded Vendor as its EBT transaction processor. (See also State-supported Retailer.)
EBT Project Director The person assigned by HHSC with overall responsibility for managing Lone Star Business Services (LSBS). Is the primary contact with executive management, other agencies, and EBT stakeholders.
EBT Project Manager The person assigned by HHSC with overall responsibility for leading the transition from EBT-3 to EBT-4 and managing day- to-day EBT operations. Is the primary technical liaison
TERM DEFINITION
EBT Project Team State staff charged with developing and implementing EBT-4 including defining functional requirements and developing relevant policies, standards, and operational guidelines. Responsible for planning, organizing, directing, and controlling all activities that are required to implement EBT-4.
EDG (Eligiblity Determination Group) Number
The unique nine (9)-digit number created by and assigned by the HHSC eligibility system (TIERS) to each TANF and SNAP case. (see also EBT Case Number and Eligibility
Determination Group)
EFT (Electronic Funds Transfer)
The electronic exchange or transfer of money from one
account to another, either within a single financial institution or across multiple institutions, through computer-based systems. The term is used for a number of different concepts:
• Direct deposit payroll payments for a business to its employees, possibly via a payroll service bureau • Cardholder-initiated transactions, where a cardholder
makes use of a payment card
• Direct debit payments, sometimes called electronic checks, for which a business debits the consumer's bank accounts for payment for goods or services
• Electronic bill payment in online banking, which may be delivered by EFT or paper check
• Transactions involving stored value of electronic money, possibly in a private currency
• Wire transfer via an international banking network (generally carries a higher fee)
• Electronic Benefit Transfer
Eligibility Determination Group One or more individuals living in a single household that are considered as a unit for the purpose of determining
qualification for the SNAP and/or TANF EBT Program, and if qualified, determining the amount of benefits that are
appropriate.
TERM DEFINITION
EMV The EMV name comes from Europay, MasterCard and Visa, the companies that in 1994 initiated development of the EMV Specifications.
EMVCo, owned by American Express, JCB, China UnionPay, MasterCard and Visa, manages, maintains and enhances the EMV®1 Integrated Circuit Card Specifications to ensure global interoperability of chip-based payment cards with acceptance devices including point of sale terminals and ATMs. EMVCo also administers a testing and approval process, and oversees the procedures for confirming compliance with the EMV
standards.
1EMV is a registered trademark in the U.S. and other countries,
and is an unregistered trademark in other countries, owned by EMVCo.
Electronic Voucher Clear The electronic submission of a Manual Voucher. Voice Authorization must be obtained with respect to each Manual Voucher.
Encryption A data security technique used to protect information from unauthorized inspection or alteration. Information is encoded so that data appears as a meaningless string of letters and symbols during delivery or transmission. Upon receipt, the information is decoded using an encryption key.
Expungement The process of removing funds from a SNAP EBT account after a year of account inactivity.
TANF benefits are removed from the EBT account 1) after one year of inactivity; or 2) two state fiscal years after the benefit was issued (regardless of activity).
Fair Hearing A meeting conducted by HHSC staff with any applicant or Client who disagrees with and wishes to appeal some action taken on his or her case.
Financial Management System (FMS)
TERM DEFINITION FNS (Food and Nutrition
Service)
Federal agency within the United States Department of
Agriculture (USDA) that has responsibility for providing children and low income people with access to food, a healthful diet, and nutrition. FNS administers SNAP and the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) programs among others.
FNS Authorization Number The seven digit number assigned by FNS to a retailer who is certified to participate in SNAP.
FNS Regulations The final rules and regulations as published by the FNS.
FRB (Federal Reserve Bank) The central bank of the United States, created by Congress and made up of a seven (7) member Board of Governors in Washington D.C., twelve (12) regional Federal Reserve Banks, and their twenty-five (25) branches. The Richmond, Virginia, branch of FRB has been delegated by FNS to perform as an Account Management Agent for federal SNAP funding accounts.
FTP (File Transfer Protocol) Protocol for TCP/IP environment.
HHS (Health and Human Services System)
In 2003, the Texas Legislature mandated a transformation of the state's health and human services system to create an