Protective Payee Process

This business process flow shows the high level steps utilized to identify a Protective Payee.

Business Process Diagram

Business Process Steps

When a Protective Payee is required, the consumer needs to complete the P3: Protective Payee Agreement form found in KEESM. The form must be signed in front of a DCF notary. Follow the steps below after determining the selected person meets Protective Payee guidelines:

Clerical Staff

• Add the Protective Payee to ebtEDGE as an Alternate Payee for Cash Assistance. The Protective Payee is assigned either Alt1 or Alt2 depending on whether another alternate payee exists on the EBT case.

  NOTE: The ‘Primary’ designation for any benefit type is only used for the primary cardholder.

• Restrict access on ebtEDGE for the Primary Applicant, and other adult in the household, and any other Alternate Payees by changing access to ‘None’ for Cash Assistance.

Eligibility Worker

• Indicate ‘Yes’ in the Protective Payee field on the TANF Detail page.

  NOTE: It is important to update ebtEDGE prior to updating the TANF Person Detail page so that consumer information is sent correctly from KEES to ebtEDGE.

• When ‘Yes’ is indicated, KEES sends a file to ebtEDGE indicating the consumer as ‘PF’ (Primary for Payee for Food Assistance Only) as the ‘Client Type’.

• Run EDBC for any unpaid months.

• If the Protective Payee is not already an Authorized Representative on the case, print all notifications locally from KEES and manually send them using the address provided on the P3: Protective Payee Agreement form.

• Journal all case action.

• Scan the P3: Protective Payee Agreement form to yourself with a Multi-Function Device.

• Use IN Printer to image and index the form to the ‘Correspondence’ document type in the Case-No Task basket.

• Place the form in the retention basket to be filed in the 60-day file retention area by support staff.

Key Process Considerations

• Removing a Protective Payee:

• • Remove the Protective Payee from ebtEDGE.

  • Change the cash status from ‘None’ to ‘Primary’ for the primary cardholder.

  • When the Protected Payee is no longer requested by the primary cardholder, cancel the Protective Payee’s card on the card tab using the Card Status ‘Payee Changed’. This will cancel the card and remove the Protective Payee automatically.

  • Change the Protective Payee field on the TANF Detail page to ‘No’.

    NOTE: When ‘No’ is indicated, KEES sends a file to ebtEDGE indicating the consumer as ‘P’ (Primary Payee) as the ‘Client Type’.

• Use the Negative Action Reason of ‘Requested Information Not Received’ to deny or discontinue a program for failing to provide a Protective Payee for cases found guilty of fraud. See Deny or Discontinue Using Negative Action for detailed steps.