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Interview - Group 3 Screens

Revised June 11, 2008

Purpose:

(EARN) - Earned Income Screen (EQU3) - Equal access plan (EDOC) - Enhanced Documentation Screen (EQU4) - Equal access plan (EQU1) -Equal access plan   (ERRO) - Consolidated Errors Screen (EQU2) - Equal access plan (MEDX ) - Medical Expense Deduction Screen

(EARN) – Earned Income Screen The (EARN) screen is used to record information about a client’s earned income including job quits. (EARN) follows (TRAN) in the regular screen flow. Employment termination data cannot be entered through Option O - Interview. Enter information about a client’s employment that has ended through Option P - Process Application Months, or Option R – Interim / Hist Change. When there is an END DT (end date), voluntary quit information must also be entered. Because employment information is used in interfaces and cross matches make sure that the employer name entered is the same as the one reported to ESD.

EXAMPLE Some 7-Eleven stores are part of the Southland Corporation and the wage stub reflects Southland Corporation as the employer rather than 7-Eleven. Enter Southland Corporation as the employer on the (EARN).

If the employer’s federal identification number is available enter it in the Federal ID field. How the income is computed and budgeted depends on the valid values entered in the Inc Mthd and Freq fields. The valid values for these fields directly correspond to policy and how income must be anticipated based on prospective budgeting rules.  See EA-Z Manual Income Budgeting. Each (EARN) screen has space to record four (4) income amounts with corresponding hours and verification plus one (1) extra check. Amt (Gross Amount) field:  The amounts entered in the four Amt fields are added together and a monthly amount calculated based on the income method and frequency. Extra field: If an amount is entered in the Extra field it is added in its entirely to the calculated income amount. The extra income is not converted or averaged even if the user specifies this as the income method. The amount entered in the Extra field will be used to determine if, based on policy, a case with income exceeding the standard for that month can be suspended rather than terminated.  See WAC 388-450-0245. If the extra income results in suspension, ACES automatically removes the extra income for the following month before issuance runs. If the user records extra income two months in a row and this income causes the AU to be ineligible for a second month the AU will close. Calc Inc (Calculate Income) field: This field displays the amount that will be used to calculate the client’s benefit. When all information on the (EARN) has been entered, <TRANSMIT> and Edit Message 1950 - Review Calculated Income Amount for Accuracy displays. Press <F4> to confirm the calculated benefit amount and continue on to the (EARN) for the next client. Exp (Expense), Amt (Amount), and V (Verification) fields: These fields are used to enter work expenses that are valid deductions for certain types of income. Work expenses entered here are not deducted from the Calc Inc amount but are subtracted when eligibility is calculated and are reflected in the Gross Earned Income amount on the(CAFI) and/or (FSFI). Voluntary Quit field: Voluntary quit information affects eligibility for Basic Food. Enter information in the Voluntary Quit field when a client is no longer employed and has quit a job within the timeframes that eligibility for assistance may be affected.  See WAC 388-444-0060. When an employment end date is entered voluntary quit information is mandatory. Boarder/ Roomer field: When the income type is boarder and/or roomer income and the client is applying for a program that boarders and/or roomers may affect eligibility entries in the Boarder / Roomer section of the screen becomes mandatory. Based on policy the system uses information entered here to determine if a portion of the boarder or roomer income is countable in determining eligibility for benefits.  See WAC 388-450-0080. Sep Prpty (Separate Property) field: Policy states that in some cases income can be considered as separate income and only available to that individual person. Enter [Y] in the Sep Prpty field if, based on policy, the income is considered separate and not available to the remainder of the assistance unit. If policy supports this, the income will be budgeted accordingly. If policy does not support this for the program and income type entered, the Y in the Sep Prpty field will have no affect on the income calculation.  See WAC 388-450-0005 . (EARN)  Function Keys When the user presses This happens: F20 - lmen Update and / or inquire about (IEVS) discrepancy - BENDEX, Employment Security Wages, and Unemployment Compensation.  F23 - alau The (ALAU) and AU pending and archived alerts are displayed. F24 - del Enter [Y] in the DEL field and press <F24> to delete the wage and associated information on (EARN).

(EDOC) – Enhanced Documentation Screen (EDOC) screen is used to document a client’s pay information and should support the choice of budgeting method as indicated in the Inc Mthd field. The (EDOC ) is a conditional screen that will not appear in the regular screen flow unless there is data entered on it and there is data entered on the (EARN).   Client name and ID, employer name, address and ID will auto-fill from data entered on the (EARN).

EQU1 - Equal Access Plan   What is the EQU1 screen? How do I complete the EQU1 screen?     What is the EQU1 screen?   ·        The EQU1 screen is a client level screen used to document if a client (age 16 years or older) needs extra help in obtaining or keeping benefits and what type of extra help is needed.  It is required to screen the HOH for Equal Access and optional for others 16 years of age and older.   ·        The EQU1 screen displays if the DEM2 Response to EA Question is marked [Y] - Yes or [D] – Declined to answer.      How do I complete the EQU1 screen?   ·        Please refer to the <F1> help for the appropriate valid values to complete each of the following fields:   1.      Help filling out DSHS forms field:  Enter the code to indicate if the client needs help.     o   When [Y] -Yes is entered, the system will default with the following freeform text        that workers can modify as needed:              Someone in our office will help you fill out our forms.   2.      Arrange for assistive listening devices, sign language, interpreters, or communication aids field:    o       When [Y] – Yes  is entered, the system will default with the following freeform text that workers can modify as needed:            We will arrange for assistive listening devices, sign language interpreters, or other communication aids.   3.      Send forms and letters in large print, electronic or other format field:    o      When [Y] – Yes is entered, the system will default with the following freeform text that workers can modify as needed:             We will send you forms and letters in large print or read them to you.   4.      Read or explain letters or forms we send  field:    o       When [Y] – Yes is entered, the system will default with the following freeform text that workers can modify as needed:              We will read or explain letters and forms we send.

EQU2 - Equal Access Plan What is the EQU2 screen? How do I complete the EQU2 screen?   What is the EQU2 screen?   ·        The EQU2 screen is a client level screen used to document if a client (age 16 years or older) needs extra help in obtaining or keeping benefits and what type of extra help is needed.  It is required to screen the HOH for Equal Access and optional for others 16 years of age and older.   ·        The EQU2 screen is page 2 of the client’s Equal Access Plan and displays after the EQU1 screen when the DEM2 Response to EA Question is marked [Y] - Yes or [D] – Declined to answer.      How do I complete the EQU2 screen?   ·        Please refer to the <F1> help for the appropriate valid values to complete each of the following fields:   5.      Help you get information we need by the date we need it field:   o       When [Y] – Yes is entered, the system will default with the following freeform text         that workers can modify as needed:         We will help you get information to us by the date we need it.   6.      Send copies of letters to or contact someone who helps you field:   o       When [Y] – Yes is entered, the system will default with the following freeform text         that workers can modify as needed:               We will contact or send copies of letters to the person who is helping you.   7.      Allow someone you choose to be in charge of your cash, food and/or medical benefits field:   o       When [Y] – Yes is entered, the system will default with the following freeform text         that workers can modify as needed:                Allow someone you choose to be in charge of your cash, food, and/or medical         benefits.                                    8.      Give extra time to respond to us or get us information field:    o       When [Y] – Yes is entered, the system will default with the following freeform text          that workers can modify as needed:               We will give you extra time to respond to us or get us information.

EQU3 - Equal Access Plan What is the EQU3 screen? How do I complete the EQU3 screen?     What is the EQU3 screen?   ·        The EQU3 screen is a client level screen used to document if a client (age 16 years or older) needs extra help in obtaining or keeping benefits and what type of extra help is needed.  It is required to screen the HOH for Equal Access and optional for others 16 years of age and older.   ·        The EQU3 screen is page 3 of the client’s Equal Access Plan and displays after the EQU2 screen when the DEM2 Response to EA Question is marked [Y] - Yes or [D] – Declined to answer.       How do I complete the EQU3 screen?   ·        Please refer to the <F1> help for the appropriate valid values to complete each of the following fields   9.      Call instead of having you come to the office field:    o       When [Y] – Yes is entered, the system will default with the following freeform text        that workers can modify as needed:          We will call instead of having you come to the office.   10.      Meet with you in a room free of distractions field:   o       When [Y] – Yes is entered, the system will default with the following freeform text        that workers can modify as needed:                We will meet in a room free of distractions.   11.      Call you before we deny, stop, or reduce your benefits and, if you disagree          with our decision, help you ask for a hearing and/or request continued benefits          field:    o       When [Y] – Yes is entered, the system will default with the following freeform text        that workers can modify as needed:                We will call before we deny, stop, or reduce benefits and, if you disagree with        our decision, help ask for a hearing and/or request continued benefits.   12.      Remind you of appointments field:    o       When [Y] – Yes is entered, the system will default with the following freeform text        that workers can modify as needed:         We will remind you or the person who helps you a couple of days before your  appointment.

EQU4 - Equal Access Plan What is the EQU4 screen? How do I complete the EQU4 screen?   What is the EQU4 screen?   ·        The EQU4 screen is a client level screen used to document if a client (age 16 years or older) needs extra help in obtaining or keeping benefits and what type of extra help is needed.  It is required to screen the HOH for Equal Access and optional for others 16 years of age and older.   ·        The EQU4 screen is page 4 of the client’s Equal Access Plan and displays after the EQU3 screen when the DEM2 Response to EA Question is marked [Y] - Yes or [D] – Declined to answer.        How do I complete the EQU4 screen?   ·        Please refer to the <F1> help for the appropriate valid values to complete each of the following fields   13.      Contact you if you miss an appointment or due date field:    o       When [Y] – Yes is entered, the system will default with the following freeform text         that workers can modify as needed:        We will contact you if you miss an appointment or due date.   14.      Review decisions to stop or reduce benefits to make sure we followed your          Extra Help plan field:    o       When [Y] – Yes is entered, the system will default with the following freeform text         that workers can modify as needed:         We will review decisions to stop or reduce your benefits to make sure we   followed your Equal Access plan.                                          15.      Is there anything else that would help you use or keep our services? field:    o       When [Y] – Yes is entered, the system will default with the following freeform text        that workers can modify as needed:         We will also provide the extra help described below:

(ERRO) – Consolidated Errors Screen ACES does a validation check for outstanding errors before data is committed to the database. If mandatory data is not entered the (ERRO) screen displays.  Final edits on case and client data consist of those edits that may have been missed during the data collection process. Final Edits displays the omissions on the (ERRO) so that the problem can be corrected before proceeding. ACES does a validation check for outstanding errors before data is committed to the database. If mandatory data is not entered the (ERRO) displays. This screen displays errors in data entered as follows: Error code Short name of screen with error AU or client pointer associated with the error. To view the error text for a displayed code:  Enter the [error code displayed in the CODE field] in the Display Error Text For This Code field, press <TRANSMIT> and ACES displays the error text at the bottom of the screen. To correct each error code displayed on the (ERRO): Enter the [four-letter screen identifier] including the client or AU pointer in the upper right hand corner of the screen for with a screen identifier displayed in the Screen ID field. <TRANSMIT> and error data will be highlighted in yellow. Correct the data and call [DONE]. If any outstanding error remain the (ERRO) displays again and must be corrected before the data can be committed to the database.

(MEDX) – Food Stamp Medical Expenses Screen What is the MEDX screen? How are one-time non-recurring medical expenses calculated? How do I enter a one-time non-recurring medical expense? How are averaged one-time non-recurring medical expenses calculated? How do I enter a one-time medical expense to be averaged? How do I code changes reported during a certification period? How are existing averaged one-time non-recurring medical expenses deleted?

What is the MEDX Screen? The MEDX screen is used to enter medical expenses that can be used as income deduction for the following programs: Basic Food.  See EA-Z Manual WAC 388-450-0200 Income E – Effect of Income on Eligibility and Benefit Level. MN Medicaid medical coverage groups F99, G95, G99, P99, S95 and S99.  See EA-Z Manual WAC 388-519-0100 Eligibility for the medically needy program. How are one-time non-recurring medical expenses calculated? For all one-time non-recurring medical expenses, the system subtracts any amount the user indicates is paid by a third party to be budgeted for the month in which it is entered. The monthly remaining amount of this expense is added to any one-time averaged and/or recurring expenses entered to determine the total medical expenses for the month. The system calculates the excess medical expense deduction by subtracting $35.00 from the total medical expenses for the month. How do I enter a one-time non-recurring medical expense? To enter a one-time non-recurring medical expense, take the following steps: From the AMEN screen, access the AU via Option R – Interim/Hist Change in the month the expense is to be allowed as a deduction. On the MEDX screen, complete the following fields as follows: Enter the appropriate non-recurring medical expense type code in the Type field. See <F1> Help. Enter an end date of the month the one-time expense is to be allowed in the End Date field. Enter the amount of the one-time medical expense in the Amt field. Enter the appropriate valid value in the V (verification) field. See <F1> Help. Enter the amount of the medical expense paid by a third party in the TPL Amt field. Enter the provider name in the Provider Name field. How are averaged one-time non-recurring medical expenses calculated? For all averaged one-time medical expenses, the system subtracts any amount the user indicates is paid by a third party. The averaged expense amount is calculated by the system and is determined by dividing the total amount by the number of months between the begin date and end date on the MEDX screen. The monthly amount of this average is added to any one-time expenses the client chooses not to average and to any recurring medical expenses entered to determine the total medical expenses for the month. The system calculates the excess medical expense deduction by subtracting $35.00 from the total medical expenses for the month. How do I enter a one-time medical expense to be averaged? At application: To enter a one-time non-recurring medical expense to be averaged at application, take the following steps: From the AMEN, access the AU via Option O – Interview. On the MEDX screen, complete the following fields as follows: Enter the appropriate non-recurring medical expense type code in the Type field. See <F1> Help. Enter a [Y] in the Avg Exp field. Enter an end date in the End Date field. The Begin Date field will be system generated with the date of application. Enter the amount of the one-time medical expense in the Amt field. Enter the appropriate valid value in the V (verification) field. See <F1> Help. Enter the provider name in the Provider Name field. IMPORTANT: If the client is pending or active on any other AU, and the medical expense information needs to be allowed as a deduction in months other than the ongoing benefit month, the user will need to enter the information in each month individually in Option P – Processing. See COPY BACK and Process Application Month. At recertification: To enter a one-time medical expense to be averaged at recertification, take the following steps: From the AMEN, access the AU via Option R – Interim/Hist Change in ongoing month. On the MEDX screen, complete the following fields as follows: Enter the appropriate non-recurring medical expense type code in the Type field. See <F1> Help. Enter an end date in the End Date field. The Begin Date field will be system generated with the ongoing benefit month date. Enter the amount of the one-time medical expense in the Amt field. Enter the appropriate valid value in the V (verification) field. See <F1> Help. Enter the amount of the medical expense paid by a third party in the TPL Amt field. Enter the provider name in the Provider Name field. How do I code changes reported during a certification period? Households reporting one-time only medical expenses during their certification period may elect to have a one-time deduction or to have the expense averaged over the remaining months of their certification period. Averaging would begin the month the change would become effective. See EA-Z Manual WAC 388-450-0200 Income E – Effect of Income on Eligibility and Benefit Level for further information. If the one-time medical expense is to be entered as a one-time deduction, follow the procedures in How do I enter a one-time non-recurring medical expense? If a one-time non-recurring medical expense is to be averaged in a current or historical month during the certification period, a manual process must be followed. The system will allow entry of a non-recurring averaged medical expense only in the ongoing month during the certification period. The user will need to do a manual computation to determine the amount to be coded as a non-recurring one-time medical expense and enter it in the appropriate month(s).

EXAMPLE Client turns in a change with verification of non-recurring expense in April 2005 of $2000 and requests that it be budgeted over the remaining 10 months of her certification. In May 2005, the user works the case to add the non-recurring averaged expense. As the change was to take affect in May the user will need to manually compute and determine the amount to be averaged per month of $200 and code that amount in benefit month May as a non-recurring one-time expense. Then the user will need to code the remainder of the expense of $1800 as a non-recurring averaged expense in the ongoing benefit month (June 2005) with an end date equal to the end of the certification. The system will auto populate the begin date as the first of the ongoing benefit month.

How are existing averaged one-time non-recurring medical expenses deleted? To delete an existing averaged one-time non-recurring medical expense, enter a [Y] in the Del field and confirm the delete by pressing <F24>. When processing historical months and deleting an averaged one-time non-recurring expense, the system will not automatically delete the related averaged expense information from other months. When it is determined that an averaged expense needs to be deleted from a historical month, the user will need to make the change and redetermine eligibility for each appropriate month up to the ongoing month.

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Modification Date: June 11, 2008

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