RFP_Attachment_J_-_ALERT_AMA_REDE_STARS_File_Formats.pdf

Revised ALERT EBT Submission File Specifications v02.00 (2019)

United States Department of Agriculture (USDA)

Food and Nutrition Services (FNS)

Anti-Fraud Locator using Electronic Benefits Transfer Retailer Transactions (ALERT)

ALERT EBT

Submission File Specifications v 2.00

Document Version 1.71

October 17, 2019

REVISION HISTORY

Date Document

Version # Summary of Changes

03/07/2016 1.0 Initial Submittal of Submission File Specifications v02.00

11/21/2016 1.1 Changed Transaction Method values

01/30/2017 1.2

Changed field references in Header/Trailer Example (section 5.1)

Corrected example in Comment column of Available Balance

Prior to Transaction (section 6)

Added note that “S7 is a new code (App A Table 1)

Updated Processor Code from Xerox to Conduent.

Finalized this version of the document for use with EBT processors. Updated document date and removed Draft watermark.

4/5/2017 1.3 Corrected EBT Card Number bit reference from 3 to 2 “X9.58 bit

2 pass-through for POS transactions” (Section 6)

5/16/17 1.4

Clarified the following descriptions:

POS Terminal ID – comments section

Transaction Type – updated code 53

Approval Code – clarified Voucher definitions

2/12/2019 1.5 Updated last position in Header/Trailer and Transaction record to length 1

2/19/2019 1.6 Updated last position in Header/Trailer and Transaction record to length 0

9/25/2019 1.7 Updated Zip File naming convention

10/17/2019 1.71 Corrected Zip file naming convention

1. Introduction

2. Background

2.1. Food Nutrition Services (FNS)

2.2. The ALERT System

3. Compressed Files

4. State Submission Files

4.1. Submission File Record Sequence

4.2. Submission File Record Content – Benefit Type

4.3. Submission File Record Content – Date Range

5. EBT Submission Header and Trailer Record Specification

5.1. Header/Trailer Record Contextual Requirements

6. EBT Transaction Record Specification

Appendix A: Valid Codes

Table 1 – Valid Response Code Combinations

Table 2 – Valid Terminal Type Codes

Table 3 – Valid Merchant Type Codes

1. Introduction The U.S. Department of Agriculture, Food and Nutrition Service, Supplemental Nutrition Assistance Program (SNAP) Retailer Administration Branch (RAB) is responsible for the management and maintenance of the Anti-fraud Locator using Electronic Benefits Transfer (EBT) Retailer Transactions (ALERT) system. This document details the Version 2.0 data specifications for the EBT daily transaction files submitted by the EBT Processors.

2. Background

2.1. Food Nutrition Services (FNS)

The USDA Food and Nutrition Service (FNS) administers the nutrition assistance programs of the U.S. Department of Agriculture. The mission of FNS is to provide children and needy families better access to food and a more healthful diet through its food assistance programs and comprehensive nutrition education efforts. In addition to providing access to nutritious food, FNS also works to empower program participants with knowledge of the link between diet and health.

2.2. The ALERT System

The Anti-fraud Locator using Electronic Benefits Transfer (EBT) Retailer Transactions (ALERT) System is a fraud detection, decision support system designed to monitor and track electronically conducted transactions completed by SNAP recipients in authorized meal program and food retailer locations. The ALERT System facilitates management of the program by providing transaction-level information to Federal personnel charged with the responsibility of SNAP retailer management and compliance activities.

3. Compressed Files For each daily submission, the Processor will submit one compressed file containing all state submission files the processor is responsible for and formatted as follows:

1. File format: ZIP

2. ASCII Encoded

3. File Naming Standards:

<EBT Processor Code>_CCYYMMDD[R#].ZIP

Code Symbol Code Description Comments

<EBT

Processor Code>

Code of Processor sending submissions (see header record specification for values).

Code used here must match Header/Trailer value of all files in the compressed ZIP file Version 2.0 and greater, must be 3 characters

Code Symbol Code Description Comments

CCYY Four digit year

MM Two Digit Month with leading zeroes (01 – 12)

DD Two digit Day with leading zeroes (01 – 31)

[R#] Replacement Indicator, where # = a sequential numeric value for each replacement (1 – 9)

Mandatory when the file is a replacement for a previously provided submission file – Not used for original submission

Examples:

XYZ_20160901.ZIP

XYZ_20160901R1.ZIP (Example of replacement compressed file)

File contents will consist of all recipient state file submissions generated by the EBT processor.

Examples:

Processor Code: ABC Date of Submission: 01/09/2016

ABC_20160109.ZIP would contain the following:

DC20160109v02.00.DAT (Version 2.00 data format) MD20160109.DAT (Version 1.00 data format) VA20160109v02.00.DAT (Version 2.00 data format)

ABC_20160109R1.ZIP would contain only the state files being re-submitted:

VA20160109v02.00R1.DAT (Revised submission of VA20160109v02.00.DAT)

4. State Submission Files The compressed file will contain the state submission files from the processor.

1. File Format: Fixed Record Length; Fixed Column width; records Delimited by Carriage Return (Hex “0D”) Linefeed (Hex “0A”) characters

2. ASCII Encoded

3. File Naming Standards:

<Recipient State><CCYYMMDD>v<##,##>[R#].DAT

Code Symbol Code Description Comments

<Recipient State>

State Abbreviation of State, Territory, or District of Columbia

CCYY Four digit year

MM Two Digit Month with leading zeroes (01 – 12)

DD Two digit Day with leading zeroes (01 – 31) v##.## Version number of Submission file

For V2.0 and later.

DO NOT include for V1.0 Submissions

R# Replacement Indicator, where # = a sequential numeric value for each replacement (1 – 9)

Mandatory when the file is a replacement for a previously provided submission file – Not used for original submission

Examples:

MD20190109v02.00.DAT

PA20190109.DAT

VA20190109v02.00R1.DAT (Example of V2 replacement submission file) NY20190109R1.DAT (Example of V1 replacement submission file)

4.1. Submission File Record Sequence

Header Record Detail Transaction Record 1 Detail Transaction Record 2 Detail Transaction Record 3 Detail Transaction Record n

Trailer Record

4.2. Submission File Record Content – Benefit Type

The Food and Nutrition Act of 2008 (the Act) provides authority to the Food and Nutrition Service to disqualify retailers for a variety of offenses described therein.

However, the only transactions which may be considered in making disqualification decisions are those authorized by the Act, namely those funded through either the Federal or State SNAP Programs. Programs funded by any other sources and/or legislation may not be considered in those decisions.

Therefore it is essential to filter out such benefit transactions from the ALERT file, and if that is not possible, identify such transactions so that FNS can filter them.

EBT processors should:

1. Include the following benefit transaction types in the ALERT file and code them as 00-Program Type = SNAP:

a. All Federal SNAP benefits funded through the federal SNAP LOC, including those issued for disasters and undercover investigators.

b. All State SNAP Program benefits, regardless of whether they are funded through the FNS SNAP LOC or a State-owned account.

2. Filter out, or specially code, all other Non-SNAP benefit transaction types, including those funded through other FNS programs (e.g., Child Nutrition Program for Summer Feeding and Childhood Hunger projects) as well as those funded by other government or non-government entities:

a. If Non-SNAP benefits are all maintained in separate accounts from SNAP benefits, those accounts should be ignored while when creating the ALERT file.

b. If some or all Non-SNAP benefits are maintained in the same accounts as SNAP benefits, code all transactions in accordance with instructions in the Detail Record specification chart.

4.3. Submission File Record Content – Date Range

While the individual records in the submission file shall show the date and time that the reported transaction occurred in the EBT processor’s host system (converted to Greenwich Mean Time), the file for each given reporting day will contain only those records which meet the following conditions:

1. For all settling transactions, the file shall contain those transactions that were credited to or debited from the retailer during the switch settlement day reported in the submission file header record. As a result, the total value of all of the settling transactions, as reported in the Completed Transaction Amount field, should1 match to the value of both:

a. The Daily Total Record (Record Identifier = “C”) reported in the STARS

Net Retailer Credit (NRC) file for the same settlement date.

b. The amount of funds drawn from the FNS LOC for the same settlement date.

2. For non-settling transactions (i.e., balance inquiries, voucher authorizations and voucher expirations), the file shall contain those transactions for which the host system date and time fall within the switch settlement day period reported in the submission file header record (this will depend on the EBT processor’s switch cutoff time for the State).

5. EBT Submission Header and Trailer Record Specification

Description Start Pos

Len Type Comments Update Status

Recipient State 1 2 Alpha Alphabetic Abbreviation (e.g., VA) of state providing benefits to enclosed households

No Change

Settlement Date 3 8 Date Date that retailer will be paid; CCYYMMDD format

New

Number of transactions included

11 9 Numeric Number of transaction records included (does not include header/trailer records in count). “Header Record” may contain a value of zero, but Trailer Record MUST contain valid count

No Change

EBT Processor Code

20 3 Alphanumeric FIS - Fidelity National Information Services JPM - JP Morgan Electronic Financial Services SOL - Solutran CON - Conduent

New – changed from Vendor Name

File generation date

23 8 Date Date file generated in CCYYMMDD format No Change

1 Variances may result for States where the EBT Food account includes other non-SNAP benefits and/or run a State

SNAP program for which funds are drawn directly from a State-owned account rather than the FNS LOC.

Description Start Pos

Len Type Comments Update Status

File Version 31 5 Numeric Major version of the data file format;

should match version number of submission file name value “##.##”;

required

New

Record Delimiter 36 0 CrLf Carriage Return ASCII Hex Value 0D Linefeed ASCII Hex Value 0A

Updated length

5.1. Header/Trailer Record Contextual Requirements

1. Header Record must be first record in submission file

2. Trailer Record must be last record in submission file

3. Trailer Record must have the number of transactions enclosed in submission file (count does not include number of Header/Trailer Records)

4. Example (Daily Submission Header and Trailer):

Description Value

Recipient State DC

Settlement Date 20190104

Number of transactions included

0123456782

EBT Processor Code XYZ

File generation date 20190105

File Version 02.00

Record Delimiter Hex 0D0A

2 The Header record may have 000000000 for number of transactions included because total may not be known till the end of the routine.

6. EBT Transaction Record Specification

Description Start Pos. Len Type

Required?

M-Mandatory C-Conditional O-Optional Source Comments

Update Status

FNS Retailer ID Number

1 7 Numeric M for all transactions

X9.58 bit 111-3 (EB) pass-through for POS transactions; EBT system for all others

Valid FNS Number identifying retailer

No change

Retailer State Location

8 2 Alpha (fill with spaces if informatio n not available)

M for POS unless X9 message blank

C for all others if data is available in transaction record

X9.58 bit 43-3 pass-through for POS transactions;

State Abbreviation for retailer location

No change

POS Terminal

ID

10 8 Alpha-numeric

M for all transactions unless X9 message blank

X9.58 bit 41 pass-though for all POS transactions, including POS voucher clears; EBT system for all others

POS Terminal ID (unique within retailer) For non-POS transactions:

ARU – ARU/IVR (e.g. most Voucher Authorizations) BATCH – Transactions entered or created in EBT system by a batch operation, (e.g. Direct Debit, Voucher Expires, some Adjustments) PORTAL – Retailer portal (e.g. voucher clear) ADMIN – for all other transaction types

Definition change; new codes

Start Pos. Len Type

Required?

M-Mandatory C-Conditional O-Optional Source Comments

Update Status

Left justify and pad with trailing spaces

State-assigned Client/ Household Number

18 20 Alpha-numeric

M for all transactions

State certification/ EBT system

Unique, consistent, single identifier (preferably client number of head of HH if available, otherwise the case number) assigned by the State's certification system that identifies the household owning the account3.

Increased field size;

Name and definition change

EBT Card Number

38 19 Alpha-numeric

M for all transactions

X9.58 bit 2 pass-through for POS transactions; EBT system for all others; for adjustments use card number of original transaction; for card replacement fees use new replacement card number

Card number used in transaction. Left justify and pad with trailing spaces

Name and definition change

Host Transaction Date

57 8 Date M for all transactions

EBT system host value Host system date transaction completed in CCYYMMDD format (converted by EBT processor to GMT)

Name change

Host Transaction Time

65 6 Time M for all transactions

EBT system host value Host system time in HHMMSS 24 hour format (converted by EBT processor to GMT)

Name change

3 During conversions, the new contractor must use the same identifier for each case as the previous contractor. Left justify and pad with trailing spaces

Start Pos. Len Type

Required?

M-Mandatory C-Conditional O-Optional Source Comments

Update Status

Requested Transaction Amount

71 7 Numeric M for all transactions

X9.58 bit 4 inbound value for POS transactions;

Amount keyed by retailer or CSR for manual voucher authorization; EBT system for all others

Requested transaction amount in 99999V99 (assumed 2 decimal places) [i.e., 1234567 to represent $12,345.67]; right justify and pad with leading spaces.

Increased field size;

name and definition change.

Transaction Amount Sign

78 1 + or - M for all transactions

X9.58 bit 3-1 for POS transaction; EBT system for all others

+ to designate credit to recipient

- to designate debit to recipient Ignored (blank space) for balance inquiry type transactions

Name change

Start Pos. Len Type

Required?

M-Mandatory C-Conditional O-Optional Source Comments

Update Status

EBT Program 79 2 Numeric M for all transactions

State certification/ EBT system - If multiple benefit types (both SNAP and non- SNAP) used for approved transaction, ALERT should contain two transaction records, one coded "03" and the other "04"; all data elements will be the same except EBT Program and Completed Transaction Amount

00 – SNAP

01 – [Reserved] 02 – Non-SNAP* 03 – Partial SNAP 04 – Partial Non-SNAP* Codes 02-04 to be used only for States that mix SNAP and other -Non- SNAP benefits in the same account.

NOTE: See Completed Transaction Amount for additional instructions on splitting the value between the two transaction records.

* Non-SNAP currently includes Summer Feeding, Childhood Hunger Demo and/or FINI funded benefits, but may be expanded in the future.

FSP

changed to SNAP, and existing Non-

SNAP EBT

codes and definitions added

Transaction Type

81 2 Numeric M for all transactions

Combination of X9.58 bit 3- 1, 111-3 (VN) and EBT system

10 – POS Purchase 20 – POS Refund 30 – System Reversal/Void 40 – Balance Inquiry 51 – Voucher Authorization 52 – Voucher Clear 53 – Voucher Expire/Release 60 – Adjustment 70 – Card Replacement Fee

New codes and defini-tions added

Start Pos. Len Type

Required?

M-Mandatory C-Conditional O-Optional Source Comments

Update Status

Transaction Method

83 1 Numeric M for all transactions

Combination of X9.58 bit 3- 1, 22-1, 22-2, and 111-3

(VN)

0 – Electronic Swipe 1 – Manual/Key Entered 2 – Paper Voucher 3 – RFID/Pay by Touch 4 – Reserved 5 – Internet 6 – Direct Debit Code 2 always used for transaction types 51, 52 and 53

New codes added

Store & Forward Indicator

84 1 Numeric M for all transactions

Combination of X9.58 bit 39 and 111-3 (SF)

0 – Not a store & forward 1 – Is a store & forward

Codes revised

Response Code

85 2 Alpha-numeric

M for all transactions

X9.58 bit 39 outbound value for POS transactions; EBT system others

Indicator for accepted or rejected transactions (see Table 1 for valid entries)

Enhanced for

ANSI X9.58 -

2013;

decreased field size from 3

Available Balance Prior to Transaction

87 8 Numeric M for all transactions

EBT system Balance amount available to client (ledger value minus holds) in 999999V99 (assumed 2 decimal places) [i.e., 12345678 to represent $123,456.78; right justify and pad with leading spaces

Increased field size;

definition change

Start Pos. Len Type

Required?

M-Mandatory C-Conditional O-Optional Source Comments

Update Status

Completed Transaction Amount

95 7 Numeric M for all transactions

X9.58 bit 4 outbound value** for approved POS transactions; amount authorized by EBT system for manual voucher authorization; EBT system for other non-POS transactions; $0 for all denied transactions (i.e., Response Code not "00" or "10")

Completed transaction amount in 99999V99 (assumed 2 decimal places) [i.e., 1234567 to represent $12,345.67]; right justify and pad with leading spaces.

**If both SNAP and non- SNAP benefits are used (see EBT Program) the value is split between the two transaction records; the "03" record should contain the subtotal of funds drawn from SNAP benefits and the "04" record the subtotal drawn from non-SNAP benefits. The sum of this value from the two records equals the amount described in the Source column.

New field

Settlement Date

102 8 Date M for all transactions

X9.58 bit 15 outbound value for approved POS transactions; EBT system for all others

Date when the transaction has been included in the ACH and STARS files for all settling transactions; current switch date for all others, in CCYYMMDD format

New field

Start Pos. Len Type

Required?

M-Mandatory C-Conditional O-Optional Source Comments

Update Status

Terminal Type Code

110 2 Numeric M for POS unless X9 message blank;

C for all others if data is available in transaction record

X9.58 bit 58-4 pass-through for POS transactions; EBT system for all others

Code to identify terminal type Position 9-10 of bit 58 (see Table 2 for valid entries)

New field

Merchant Type

112 4 Alpha-numeric (fill with spaces if informa-tion not available)

M for POS transactions unless X9 message blank;

C for all others if data is available

X9.58 bit 18 pass-through for POS transactions; EBT system for all others

Classification of the merchant’s type of business product or service (see Table 3 for most common values)

New field

Card Acceptor Name

116 25 Alpha-numeric (fill with spaces if informa-tion not available)

M for POS transactions unless X9 message blank;

C for all others if data is available

X9.58 bit 48 pass-through for POS transactions; EBT system for all others

Name of the retailer where the POS terminal is located (from the transaction message)

New field

Card Acceptor Address

141 23 Alpha-numeric (fill with spaces if informa-tion not available)

M for POS transactions unless X9 message blank;

C for all others if data is available

X9.58 bit 43-1 pass-through for POS-transaction; EBT system for all others

Retailer's street address (from the transaction message)

Start Pos. Len Type

Required?

M-Mandatory C-Conditional O-Optional Source Comments

Update Status

Card Acceptor City

164 13 Alpha-numeric (fill with spaces if informa-tion not available)

M for POS transactions unless X9 message blank;

C for all others if data is available

X9.58 bit 43-2 pass-through for POS transactions; EBT system for all others

Retailer's city (from the transaction message)

New field

Card Acceptor ZIP Code

177 9 Numeric (fill with spaces if informa-tion not available)

M for POS transactions unless X9 message blank;

C for all others if data is available

X9.58 bit 43-5 pass-through for POS transactions; EBT system for all others

Retailer's ZIP code and extended zip code (from the transaction message);

New field

Card Acceptor ID

186 15 Alpha-numeric (fill with spaces if informa-tion not available)

M for POS transactions unless X9 message blank;

C for all others if data is available

X9.58 bit 42 pass-through for POS transactions; EBT system for all others

Code assigned to the retail location by the terminal acquirer

New field

Acquiring Institution Identification Code

201 11 Numeric (fill with spaces if informa-tion not available)

M for POS transactions;

C for all others if data is available

X9.58 bit 32 pass-through for all original (type 2xx) transactions; X9.58 bit 90-4 pass-through for all reversal (type 4xx) transactions;

EBT system for all others

Code assigned to the acquiring financial institution by the American Banking Association

Start Pos. Len Type

Required?

M-Mandatory C-Conditional O-Optional Source Comments

Update Status

Forwarding Institution Identification Code

212 11 Numeric (fill with spaces if informa-tion not available)

M for POS transactions;

C for all others if data is available

X9.58 bit 33 pass-through for all original (type 2xx) transactions; X9.58 bit 90-5 pass-through for all reversal (type 4xx) transactions;

EBT system for all others

Code assigned by the EBT processor, or its gateway, to the most recent institution before the gateway forwarding the request to the EBT system

New field

System Trace Audit Number

223 6 Numeric (fill with spaces if informa-tion not available)

M for POS transactions unless X9 message is blank;

C for all others if data is available

X9.58 bit 11 pass-through for all original (type 2xx) transactions; X9.58 bit 90-2 pass-through for all reversal (type 4xx) transactions;

EBT system for all others

Number assigned by the retailer or acquirer to uniquely identify a transaction

New field

Transmission Date/ Time

229 10 Numeric (fill with spaces if informa-tion not available)

M for POS transactions;

C for all others if data is available

X9.58 bit 7 pass-through for all original (type 2xx) transactions; X9.58 bit 90-3 pass-through for all reversal (type 4xx) transactions;

EBT system for all others

Terminal time and date in MMDDHHMMSS format (original value is in GMT)

New field

Local Terminal Date

239 4 Date (fill with spaces if informa-tion not available)

M for POS transactions unless X9 message is blank;

C for all others if data is available

X9.58 bit 13 pass-through for all POS transactions;

EBT system for all others

Date transaction completed in MMDD format (original value is not in GMT)

New field

Local Terminal Time

243 6 Time (fill with spaces if

M for POS transactions unless X9

X9.58 bit 12 pass-through for all POS transactions;

EBT system for all others

Time in HHMMSS 24 hour (original value not in GMT)

Start Pos. Len Type

Required?

M-Mandatory C-Conditional O-Optional Source Comments

Update Status informa-tion not available) message is blank;

C for all others if data is available

Reversal Reason Code

249 1 Numeric M for all transactions

If X9.58 bit 60-6 equals "8" code as 2 (Clerk); if bit 60-6 greater than "0" and less than "8" code as 1 (System); code all other POS and non-POS transactions as 0 (Not reversal).

0 - Not a Reversal 1 - System Reversal 2 - Clerk Initiated Reversal (void) NOTE: If Transaction Type equals “30”, this field must be coded as 1 or 2; if Transaction Type equals anything but “30”, this field must be coded as 0

New field

Approval Code

250 6 Alpha-numeric (fill with spaces if informa-tion not available)

M for approved transactions, Voucher Authorizations, Voucher Clears and their Reversals, and Voucher Expires/Releas es;

O for other transactions

X9.58 bit 38 outbound value for approved POS transactions except for Voucher Clears and their related Reversals

The code assigned by the EBT processor identifying the approval action; for all Voucher related transactions, the approval code assigned to the original Voucher Authorization

Start Pos. Len Type

Required?

M-Mandatory C-Conditional O-Optional Source Comments

Update Status

Voucher Number

256 15 Alpha-numeric (fill with spaces if informa-tion not available)

M for Voucher Authorizations, Voucher Clears and Voucher Releases

X9.58 bit 111-3 (VN) pass-through for POS voucher clears; EBT system for all others

Preprinted number from a manual voucher form

New field

EBT Account Number

271 20 Alpha-numeric

M for all transactions

EBT system Unique account number assigned to the household's SNAP account by the EBT processor. Left justify and pad with trailing spaces

New field

Internet Shipping/ Delivery Address

291 28 Alpha-numeric (fill with spaces if informa-tion not available)

M for all internet transactions

X9.58 bit 111-3 (IT) pass-through for all internet transactions

Street address portion (positions 1-28) of the cardholder shipping/ delivery address required for all internet transactions;

left justified

New field

Internet Shipping/ Delivery ZIP Code

319 9 Numeric (fill with spaces if informa-tion not available)

M for all internet transactions

X9.58 bit 111-3 (IT) pass-through for all internet transactions

ZIP code portion (positions 29-37) of the cardholder shipping/ delivery address required for all internet transactions

New field

Record Delimiter

328 0 CrLf N/A N/A Carriage Return ASCII Value 0D Linefeed ASCII Value 0A

Updated length

Appendix A: Valid Codes

Table 1 – Valid Response Code Combinations X9.58-2013

(bit 039) Description

Comments (elimination of leading character a given and not repeated)

00 Approved Description revised to agree with X9.58

02 Bad FNS status for merchant

03 Invalid merchant

05 General denial

06 Invalid transaction

10 Partial approval New code added to X9.58-2013 for use with S&F transactions when retailer receives less than the requested amount.

12 Invalid transaction type

13 Invalid amount field

14 Invalid card number

19 Re-enter transaction

23 Unacceptable transaction fee

30 Format error

31 Card has invalid ISO prefix

40 Function not available

41 Lost card

42 No Account

43 Lost/stolen card

51 Insufficient funds

52 No account on file

X9.58-2013 (bit 039)

Description Comments (elimination of leading character a given and not repeated)

54 Expired card

55 Invalid PIN Replaces Code S5 (PIN Not Selected) removed from X9.58-2013 as non-applicable.

56 Card number not found

57 Transaction not permitted to cardholder

58 Invalid transaction

59 Fraud (return card)

61 Return exceeds benefit authorization

62 Restricted card

75 PIN tries exceeded

76 Key synchronization error

80 Voucher expired

86 Invalid security code

89 CVV verification failed, no pick up

New code added to X9.58-2013.

90 Processor not logged on

91 Authorizer not available (time-out)

Description revised to agree with X9.58.

92 Transaction destination cannot be found for routing

96 System malfunction

A1 Invalid voucher ID Description revised to agree with X9.58.

X9.58-2013 (bit 039)

Description Comments (elimination of leading character a given and not repeated)

A2 Approval code doesn't match voice approval code

A3 Amount greater than original voice authorization

A4 Original voice authorization not found for cardholder

A5 FNS number does not match original voice authorization

A6 Item already cleared

FF Invalid HIP amount New code added to X9.58-2013.

S7 Unmatched voucher information

Code added back it to X9.58-2013.

Table 2 – Valid Terminal Type Codes

Source Code Type Description

X9.58 bit 58 Positions 9-10:

00 Administrative Terminal

01 POS terminal

04 Electronic cash register (ECR)

05 Dial terminal

08 Scrip machine

25 Internet

Table 3 – Valid Merchant Type Codes

Class Description Code Merchant Type

Agricultural services 0763 Agricultural co-operatives

Retail Outlets 5300 Wholesale clubs

5310 Discount shops

5311 Department stores

5331 Variety stores

5399 Miscellaneous general merchandise

5411 Groceries and supermarkets

5422 Freezer and locker meat provisioners

5441 Candy, nut and confectionery shops

5451 Dairies

5462 Bakeries

5499 Miscellaneous food shops — convenience and specialty retail outlets

Automobiles and vehicles

5541 Service stations (with or without ancillary services)

Miscellaneous outlets 5812 Eating places and restaurants

5814 Fast food restaurants

5912 Drug stores and pharmacies

5921 Package shops — beer, wine and liquor

5994 Newsagents and news-stands

5999 Miscellaneous and specialty retail outlets

Service providers 7278 Buying and shopping services and clubs

AMA File Formats AMA – Record Format for Batch Issuance File from Processor

File Formats (INCOMING) Each batch issuance file received by Account Management Agent (AMA) must be in the format specified below in order for data to be successfully processed.

Issuance Files Processors may send batch files that contain issuance data. Each file is required to have a File Header Record and a File Trailer Record. If the file contains only a File Header Record and File Trailer Record, then the file trailer’s File-Record-Count must be 000002 and the file will be treated as an “empty” file.

If the file is not “empty” it must contain at least one project header record, at least one effective date detail record for each project header record, one to five unique detail transaction records for each effective date record, and a project trailer record for each project header. The records should be sequenced in the following manner:

• Project Header Records should appear in ascending order based on the combination of Agency-Location-Code, Region-Code, Recipient-Organization- ID, Program-Year-Code, and Letter-Of-Credit-Code.

• Detail Effective Date Records should appear in ascending order within each project based on Effective-Date.

• Detail Transaction Code Records should appear in ascending order within each effective date based on Transaction-Code.

The following depicts the format of this file:

• File is fixed block

• Record size is 80 characters

File Header Record Field Length/Type Value/Description

Record Type PIC X (02) ‘FH’ Processor ID PIC 9(08) Number which uniquely identifies a processor; FRB Operations will provide this number to each processor before the processor begins transmitting issuance files

File Number PIC 9(06) Begins at 000001 and incremented by 1 for each new file **

File Creation Date PIC 9(08) ‘CCYYMMDD’ format File Creation Time PIC 9(06) ‘HHMMSS’ format Filler PIC X(50) SPACES ** If a processor handles more than one state, the beginning file number may vary.

Project Header Record

Record Type PIC X(02) ‘PH’ Agency Location Code PIC X(08) ‘12350001’ Region Code PIC X(02) ‘09’ Recipient Organization ID PIC 9(07) Recipient Organization ID for the project Program Year Code PIC X(04) ‘0080’ Letter of Credit Code PIC X(04) Letter of Credit Code for the project Index Code PIC X(12) ‘9S6008’ Filler PIC X(41) SPACES

Detail Record – Effective Date

Record Type PIC X(02) ‘PD’ Detail Type PIC X(02) ‘ED’ Effective Date PIC 9(08) ‘CCYYMMDD’ Filler PIC X(68) SPACES

Detail Record – Transaction Code

Record Type PIC X(02) ‘PD’ Detail Type PIC X(02) ‘PB’ Transaction Code PIC X(02) ‘IO’ (issuance other)

‘IS’ (issuance) ‘RC’ (return coupon) ‘RE’ (return expungement) ‘RO’ (return other)

Transaction Amount PIC 9(12 V(02) Filler PIC X(60) SPACES

Project Trailer Record

Record Type PIC X(02) ‘PT’ Agency Location Code PIC X(08) ‘12350001’ Region Code PIC X(02) ‘09’ Recipient Organization Code PIC 9(07) Must match the Project

Header Record Program Year Code PIC X(04) ‘0080’ Letter of Credit Code PIC X(04) Must match the Project

Header Record Index Code PIC X(12) ‘9S6008’ Filler PIC X(06) SPACES Project Total Amount PIC 9(12) V(02) Sum of all transaction amounts for current project (will be positive number since each transaction amount is positive)

Project Record Count PIC 9(06) Count of all records for current project including Project Header and Project Trailer records

Filler PIC X(15) SPACES

File Trailer Record

Record Type PIC X(02) ‘FT’ Processor ID PIC 9(08) Must match File Header

Record File Number PIC 9(06) Must match File Header

Record File Creation Date PIC 9(08) Must match File Header

Record File Creation Time PIC 9(06) Must match File Header

Record File Record Count PIC 9(06) Count of all records in file including File Header and File Trailer records

Filler PIC X(44) SPACES

Sample File

***************************************Top of Data***************************************

FHXXXXXXX00000010000229003710

PH1235000109NNNNNNN0080YYYY9S6008

PDED20000228

PDPBIS00000000255055

PDED20000229

PDPBIS00000003006507

PT1235000109NNNNNNN0080YYYY9S6008 0000000321562000006

FTXXXXXXXX00000010000229003710000008

**************************************Bottom of Data*************************************

XXXXXXXX - Processor ID NNNNNNN - Recipient Organization (RO)-ID YYYY - Letter of Credit Code for the Project

In support of Electronic Benefit Transfer (EBT) implementation, the Food and Nutrition Service (FNS) determined that an automated process was required to notify the EBT Processors, contracted by each state (and possibly by each county), of any changes to the data for the Supplemental Nutrition Assistance Program (SNAP) retailers to which they provide service.

FNS has established requirements that the automated process will:

A. Provide Detailed State Retailer Data for State EBT Processors. FNS will provide a file of data for each retailer within a state to EBT processors. An EBT processor may request a file for multiple states. Changes to this retailer file, which contains additions and deletions of retailers, as well as changes to the basic information, will be provided on a daily basis, Monday through Friday. A full file of the retailer data for each state will be provided on a monthly basis. This full file will allow the EBT processor to verify that no retailer changes have been missed.

B. Provide National Retailer Data for Interoperability Between States. FNS will initially provide, to each EBT processor, a file of limited data for each authorized retailer in the SNAP. This file will be used to allow for the inter-operability between states and EBT processors for the EBT redemption process. Changes to this file (additions and deletions of retailers) will be provided on a daily basis, Monday through Friday. A complete file of the limited retailer data for the entire SNAP will be provided on a monthly basis. The complete file will allow the EBT processor to verify that no retailer changes have been missed.

The Retailer Electronic Data Exchange (REDE) interface was developed to facilitate the exchange of retailer data between FNS and the EBT processors. REDE replaced the manual process which required a field office to fax the changes for a store to the EBT processor. It has helped to reduce the EBT processors’ submission of incorrect authorization numbers with redemption data which must then be manually researched by FNS staff at the Benefit Redemption Systems Branch (BRSB), and at FNS regional offices and field offices. It can also be made available to Third Party Processors to limit input errors.

The most critical exchange is FNS’ notification of EBT processors concerning newly authorized EBT retailers and EBT retailers who have been withdrawn or disqualified as participants in the SNAP. The EBT processor is responsible for promptly setting up a newly authorized EBT retailer to participate in the EBT redemption process, generally within 2 weeks of this notification. The EBT processor is also responsible for removing a withdrawn or disqualified retailer from the EBT redemption process within 2 days of notification from

FNS.

The REDE Subsystem supports interoperability, which allows a SNAP recipient from one state’s program to make EBT purchases in another state. Interoperability is supported through the notification of all EBT processors concerning changes in any SNAP retailer’s authorization status. The REDE Subsystem provides this data not only to the state and/or county EBT processors, but also to organizations that may provide Gateway services to multiple EBT processors and/or to any other FNS-approved organizations. The data provided on each store authorized to accept SNAP EBT transactions is limited to only that data which allows the basic identification of the store as an authorized retailer.

Operations

REDE processing includes standard (regularly scheduled) nightly and monthly operations and ad hoc operations. Both types of REDE operations are performed at the Benefit Redemption Systems Branch (BRSB) in Minneapolis, MN. The standard nightly operations are performed nightly, Monday through Friday, and create the state and national retailer data update files. The standard monthly operations are performed monthly (on the first Saturday of the calendar month) and create the full state and national retailer data files. The state retailer data update files are used to update the Retailer EBT Data Exchange (REDE) database. Ad hoc operations are performed as requested when a State Agency and/or EBT processor requests a start-up copy of a state or national retailer update file.

The REDE Subsystem will create state retailer data update files and a national retailer data update file on a nightly basis, Monday through Friday. The exceptions to this are federal holidays that fall on a weekday. A full state retailer data file and national data file, which contain authorized stores, will be created on a monthly basis during the first full weekend of a calendar month. These files will be readied for transmission to authorized recipients of each state’s file and the national file who will be given the choice of accessing these files using either a Connect Direct process through the USDA Computer Center in Kansas City or a VPN internet solution.

Creating State Retailer Data Update Files

Each night, the REDE Subsystem will utilize the current and prior night’s Retailer Extract File to create the state retailer data update files for those states that the State Agencies and/or EBT processors have included in a file of requested states. The state retailer data update files contain the retailer data update transactions for each state’s retailers. These transactions identify when a retailer has been added to, removed from, or re-activated into the Supplemental Nutrition Assistance Program and identify if certain key retailer data has changed. If a state incurs no changes to its retailers’ data, a file will still be created for that state and will contain a header record and trailer record which identify that no detail records were included in the file. The creation of a file for each of the requested states will improve security and integrity as the authorized data files recipients from each state will always get a file, even when it does not contain any updates.

Creating National Retailer Data Update Files

The national retailer data update files are also created by REDE on a nightly basis and will be readied for access in the same manner as the state retailer data update files. Each file will identify if a retailer has been removed from, or added to, the set of retailers authorized to perform EBT processing for the SNAP. While additions and deletions are the primary types of transactions, there is also a modify transaction that identifies whether the first ten characters of the retailer name have changed, or whether the state within which the retailer resides, has been changed or whether the business type has been changed. Ideally, the state change should occur only if someone miskeys the information into the primary retailer database and then later corrects it.

The national retailer update file may be sent to entities other than the state EBT processors;

for example, it may also be provided to some independent processors that support a national EBT retailer database for the state EBT processors. As with the state file, if there are no changes to any retailers in the nation, a file containing a header record and a trailer record will be created which identify that no detail records were included in the file. This will ensure that all authorized recipients are aware that there were no changes to the nation’s retailers for that period.

Creating Full State and National Retailer Data Files

On a monthly basis, the REDE Subsystem will create a full file of all of the state retailer data files and the national retailer data file using the most current Retailer Extract File. These files will be readied for access in the same manner as the update files. The primary purpose of these files is to ensure that updates have not been missed and that all updates were received by the authorized recipients of each file.

Creation of Start-up State and National Retailer Data Files

When requested by a newly implemented EBT state or that state’s EBT processor, the REDE Subsystem will create a set of start-up files consisting of a full state retailer data file and/or full national retailer data file. The files will be created using the most current Retailer Extract File and will be readied for access in the same manner as the standard monthly files. These start-up files are provided for a state and an EBT processor to use when the state’s EBT implementation does not coincide with the creation and transmission of the standard monthly Full State Retailer Data Files and National Retailer Data File.

EXPANDED REDE STATE RETAILER FILE FORMAT

Header Record

FIELD DESCRIPTION

FIELD

TYPE

FIELD

WIDTH

FIELD

POSITION COMMENTS

Transaction Type Code Char 1 1 Blank

State Code Char 2 2 - 3 Alphabetic state code where stores are located

Date Range Date range for effective dates of retailer update transactions

Beginning Date Char 8 4 - 11 For the daily update file, the beginning date of date range in CCYYMMDD format. For the monthly file, the date the file is produced.

Ending Date Char 8 12 - 19 For the daily file, the ending date of date range in CCYYMMDD format. For the monthly file, the date the file is produced

Transaction Count Num 7 20 - 26 Count of detail records in the file

Filler Char 395 27 - 421 Blanks (mainframe files only)

Trailer Record

TYPE

FIELD

WIDTH

FIELD

POSITION COMMENTS

Transaction Type Code Char 1 1 ‘T’ - Trailer record

State Code Char 2 2 - 3 Alphabetic state code where stores are located

Date Range Date range for effective dates of retailer update transactions

Beginning Date Char 8 4 - 11 For the daily update file, the beginning date of date range in CCYYMMDD format. For the monthly file, the date the file is produced.

Ending Date Char 8 12 - 19 For the daily file, the ending date of date range in CCYYMMDD format. For the monthly file, the date the file is produced.

Transaction Count Num 7 20 - 26 Count of detail records in the file

Add Transaction Record Count Num 7 27 - 33 Count of “add” transaction records in the file

Delete Transaction Record Count

Num 7 34 - 40 Count of “delete” transaction records in the file

Modify Transaction Record Count

Num 7 41 - 47 Count of “modify” transaction records in the file

Re-activate Transaction Record Count

Num 7 48 - 54 Count of “re-activate” transaction records in the file

Hash Count Num 8 55 - 62 Numeric hash count for backwards compatibility

Filler Char 359 63 - 421 Blanks (mainframe files only)

Detail Records

TYPE

FIELD

WIDTH

FIELD

POSITION COMMENTS

Transaction Type Code Char 1 1 'A' if a new store was added; ‘R’ if a previously authorized store was reinstated (Auth status 01, Reason Code 02); 'M' if an existing store was modified; ‘D’ if an existing store was removed from the program.

State Abbreviation Char 2 2-3 Alphabetic State Code

Store Number Num 7 4-10 STARS Authorization Number

Store Name Char 50 11-60 Full name of store

Primary Telephone Number Num 10 61-70 Full telephone number with area code

Alternate Telephone Number Num 10 71-80 Telephone number to use in case Primary Telephone Number is unavailable.

Open 24 Hours Indicator Char 1 81 'Y' if open 24 hours; otherwise 'N'

Registers Count Num 5 82-86 Total number of check-out registers in store

County Code Char 3 87-89 Code indicating county within state where store resides

Business Type Code Char 2 90-91 Code indicating type of store -see Figure 1

Address Number Char 8 92-99 Address number on street where store is located

Street Name Char 40 100-139 Full name of street where store is located

Additional Address Info Char 40 140-179 Supplemental address information that is not contained in the street name (e.g. Suite Number)

City Name Char 30 180-209 Full name of city where store is located

TYPE

FIELD

WIDTH

FIELD

POSITION COMMENTS

State Code Char 2 210-211 Alphabetic state code where store is located.

Zip Code Num 5 212-216 5 digit zip code where store is located.

Zip 4 Code Num 4 217-220 4 digit zip code suffix where store is located

Authorization Status Code Char 2 221-222 Code indicating current authorization status of store -see Figure 2.

Authorization Status Date Num 8 223-230 Effective date of current authorization status in CCYYMMDD format.

Authorization Withdrawal Reason Code

Char 2 231-232 Reason for authorization or withdrawal - see Figure 3

Re-certification Status Date Num 8 233-240 Date in CCYYMMDD format the store was re-certified (re-authorized) as authorized under FNS regulations based on updated data supplied by the retailer.

Ownership Type Code Char 1 241 ‘1' if sole proprietorship or ‘2' if partnership or ‘3' if privately-held corporation or ‘4' if publicly owned corporation or ‘5' if cooperative or ‘6' if government or ‘7’ if limited liability company or ‘8’ if limited liability partnership

Owner’s Name Format Char 1 242 ‘1' if a person’s name or ‘2’ if an organization’s name (corporation, company, government, etc.)

Owner’s Name Char 50 243-292 Organization or primary person that owns the retailer (if person’s name, the first 15 characters contain the first name, the second 15 characters the middle name or initial, and the last 20 characters contain the last name)

TYPE

FIELD

WIDTH

FIELD

POSITION COMMENTS

Mailing Address Number Char 8 293-300 Address number on street on store mailing address.

Mailing Street Name Char 40 301-340 Full name of street on store mailing address.

Mailing Additional Address Info Char 40 341-380 Supplemental mailing address information that is not contained in the street name (e.g. Suite Number)

Mailing City Name Char 30 381-410 Full name of city on store mailing address.

Mailing State Code Char 2 411-412 Alphabetic state code on store mailing address.

Mailing Zip Code Num 5 413-417 5 digit zip code on store mailing address.

Mailing Zip 4 Code Num 4 418-421 4 digit zip code extension on store mailing address.

NATIONAL RETAILER FILE

FIELD DESCRIPTION

FIELD

TYPE

FIELD

WIDTH

FIELD

POSITION COMMENTS

Transaction Type Code Char 1 1 Blank

Creation Date Char 8 2 - 9 Date this file was created in CCYYMMDD format.

File Type Char 1 10 - 10 File type indicator where ‘D’ = daily change file, ‘F’ = full replacement file.

Transaction Count Num 7 11 - 17 Count of detail records in the file

Filler Char 18 18 - 35 Blanks

Trailer Record

FIELD DESCRIPTION

FIELD

TYPE

FIELD

WIDTH

FIELD

POSITION COMMENTS

Transaction Type Code Char 1 1 ‘T’ - Trailer record

Creation Date Char 8 2 - 9 Date this file was created in CCYYMMDD format.

File Type Char 1 10 - 10 File type indicator where ‘D’ = daily change file,’F’ = full replacement file.

Add Transaction Count Num 7 11 - 17 Count of “add” detail records in the file

Delete Transaction Count Num 7 18 - 24 Count of “delete” detail records in the file

Modify Transaction Count Num 7 25 - 31 Count of “modify” detail records in the file

Filler Char 4 32 - 35 Blanks

Detail Record

TYPE

FIELD

WIDTH

FIELD

POSITION COMMENTS

Transaction Type Code Char 1 1 ‘A’ if store was added or ‘D’ if store was deleted or ‘M’ if state code, first ten characters of store name or business type code were modified

Store Identification Num 7 2 - 8 STARS Authorization Number

State Code Char 2 9 - 10 Alphabetic state code where store is located

Store Name Char 10 11 - 20 First ten characters of the store name

Business Type Code Char 2 21 - 22 Code indicating type of store

Filler Char 13 23 - 35 Blanks

Code Definitions for Business Type, Authorization Status and State Code/Abbreviation

The values for the Business Type; Authorization Status; Status Reason and State Abbreviation codes used in the record layouts are listed in the Figures 1, 2, 3 and 4 below:

Business Type Code

Description Store or Meal Service

AD Drug and/or Alcohol Treatment Program Meal Service BB Bakery Specialty Store BC Non-profit Food Buying Co-op Store BW Shelter for Battered Women and Children Meal Service CA Community Supported Agriculture

Organization Store

CD Communal Dining Facility Meal Service CO Combination Grocery/Other Store CS Convenience Store Store DR Delivery Route Store DF Direct Marketing Farmer Store FM Farmers’ Market Store FV Fruits/Vegetable Specialty Store GL Group Living Arrangement Meal Service HP Homeless Meal Provider Meal Service IR Internet Retailer Store LG Large Grocery Store Store MC Military Commissary Store MD Meal Delivery Service Meal Service ME Meat/Poultry Specialty Store MG Medium Grocery Store Store RE Private Restaurant/Meal Delivery Meal Service SC Senior Citizens’ Center/Residential

Building Meal Service

SE Seafood Specialty Store SG Small Grocery Store Store SM Supermarket Store SS Super Store Store WH Wholesaler Store

Figure 1

Business Type Code List

Authorization Status Codes Code Status

01 Authorized 03 Withdrawn 04 Disqualified 07 Permanent Disqualification 10 Permanently Withdrawn

Figure 2

Authorization Status Codes

Status Reason Codes Status (Status Code) Code Reason Authorized (01) 01 Initial Authorization Authorized (01) 02 Reinstated

Withdrawn (03) 01 Voluntary Withdrawal Withdrawn (03) 02 Involuntary – Other Withdrawn (03) 03 Involuntary - Withdrawn Withdrawn (03) 04 Involuntary – Does not meet Criteria A or Criteria

B Withdrawn (03) 05 Involuntary – Not a Retail Food Store Withdrawn (03) 06 Involuntary – Failure to Cooperate Withdrawn (03) 07 Involuntary – Failure to Pay Withdrawn (03) 08 Involuntary – Business Integrity Withdrawn (03) 09 Involuntary – Non-Redeemer Withdrawn (03) 10* Involuntary – No State Contract* Withdrawn (03) 11 Involuntary – Failure to Cooperate with

Reauthorization Process

Disqualified (04) 01 SNAP Violation Disqualified (04) 02 WIC Program Violation Disqualified (04) 03 Failure to Pay

Permanently Disqualified (07)

01 SNAP Violation

Permanently Disqualified (07)

02 WIC Program Violation

Permanently Disqualified (07)

03…