EARN – Earned Income Screen

What is the EARN screen?

The EARN screen is used to record information about a client’s earned income including job quits.

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.

For more information about this screen, see <F2> Help.

How do I complete the EARN screen?

Please refer to the <F1> Help for the appropriate valid values to complete each of the following fields:

  1. Employer Name: Enter the employer’s name.
    • Because employment information is used in interfaces and cross matches make sure the employer name entered is the same as the one reported to the Employment Security Department (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 name on the EARN screen.
  2. Federal Id: If available, enter the employer’s federal identification number.
  3. Address: Enter the address, city, and phone number.
  4. Income section:
    • Income computation and budgeting is based on the valid values entered in the Inc Mthd and Freq fields. These fields directly correspond to policy and how income must be anticipated based on prospective budgeting rules. See EA-Z Manual - Income.
    • Type: Enter the type of earned income.
    • Begin dt: Enter the date the client’s job begins
    • Emp End dt: Enter the date the client’s job ends. For example, if the job ends 03/15/XX but the client receives last pay 03/29/XX, the Emp End dt is 03/15/XX. This date cannot be in the future.
    • When an Emp End dt is entered,  Job Quit / Reduction in work effort information is required.
    • CJ Date: ACES AUTO fills a date 9 months from the begin date. The user can adjust this date if needed. Alerts 413 – COMMUNITY JOBS 90 DAY REVIEW DUE and 414 – CJ CLIENT IN 9th MONTH, CHECK EARNED INCOME TYPE generate based on the date entered.
    • Mthd: Enter the budgeting method.
    • Freq: Enter the appropriate frequency code.
    • PT/FT: Enter the appropriate code as defined by the employer.
  5. Wage section:
    • Rate: Enter the rate amount (required for all Earned Income types except SE – Self Employment).
    • Freq: Enter the appropriate frequency code.
  6. Del: Enter [Y] and press <F24> to delete income which the client no longer receives or which was reported in error.
  7. Calc Inc: This field displays the amount used to calculate the client’s benefit.
  8. Amt: Enter the gross amount of the client's income for each payday.
    • Each EARN screen has space to record four (4) income amounts with corresponding hours and verification plus one (1) extra check.
    • The amounts entered in the four Amt fields are added together and a monthly amount calculated based on the income method and frequency.
  9. Hrs: Enter the number of hours worked.
  10. V: Enter how the income was verified.
  11. Extra: Enter an amount in this field only if the client received an extra paycheck that was not taken into consideration at the time the income method was determined.
    • The extra income is not converted or averaged even if the user specifies this as the income budgeting method. This amount is added to the calculated income amount.
    • The amount entered in the Extra field is used to determine if, based on policy, a case with income exceeding the standard for the month can be suspended rather than terminated. See EA-Z Manual – WAC 388-450-0245 When are my benefits suspended?
    • If the extra income results in suspension, ACES automatically removes the extra income for the following month before issuance runs.
    • If the user enters extra income two months in a row and this income causes the AU to be ineligible for a second month the AU closes.
  12. Exp/amt/v: 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 screens.
  13. Earn Rptd Late: This is the amount of earned income the client failed to report resulting in no 20% work expense deduction. The late reported earnings amount cannot exceed the gross earnings amount for the month.
    • This field is used when establishing an overpayment for Basic Food or WASHCAP to enter any portion of the earned income reported late to disallow the 20% work expense deduction. ACES applies the 20% deduction to the earnings reported timely.
    • In the Earn Rptd Late field, enter the portion of earnings in a historical month reported late in addition to the total earnings amount.
    • The portion of earnings reported late is displayed in the Late Rptd Earned Inc field on the FSFI screen separately from the total earnings reported.
    • See EA-Z Manual - WAC 388-410-0030 How does the department calculate and set up my Basic Food or WASHCAP overpayment?
  14. Last Pay Date: Enter the date the client receives the last pay/income for the job. For example, if the job ends 11/20/XX but the client receives the last pay on 12/10/XX the Last Pay Date is 12/10/XX. This date can be up to two months in the future.
  15. Job Quit / Reduction in Work Effort section:
    • For details about what is considered quitting a job or reducing work effort without good cause, refer to the following EA-Z Manual/WAC sections:
    • Quitting or reducing work effort from a current job without good cause applies to Basic Food cases only.
    • Enter information in the Job Quit / Reduction in Work Effort section when a client has quit their job or reduced their work hours below 30 hours per week or had income equal to the federal minimum wage times 30.
    • When an employment end date is entered, job quit / reduction in work effort information is mandatory.
      • Cd: Enter the code to indicate if a client has quit the job or reduced their work effort without good cause.
      • Date: Enter the date the client quit the job or reduced their work effort without good cause.
      • Wg/Hrs: Enter the code to indicate if the client was working over 30 hours per week or earning income equal to the federal minimum wage times 30.
      • Offns: Enter the number of times the client has quit a job without good cause. This field should be manually incremented with each new penalty as the system does not increment this field.
      • Gd Caus: Enter the code to indicate if the client had good cause for quitting the job or reducing their work effort.
  16. Number of (Boarder/ Roomer) section:
    • When the income type is boarder and/or roomer income and the client is applying for a program that boarder or roomer income may affect eligibility, entry in the Boarder/Roomer section of the screen is 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 EA-Z Manual - WAC 388-450-0080 What is self-employment income? for more information.
  17. Sep prpty: Enter the code to indicate if the income is considered separate and not available to the remainder of the assistance unit.
  18. When all information on the EARN screen has been entered, <TRANSMIT> and Edit 1950 - REVIEW CALCULATED INCOME AMOUNT FOR ACCURACY displays.
  19. Press <F4> to confirm the calculated benefit amount.

What function keys are available on the EARN screen?

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.

<F24> - del

Enter [Y] in the Del field and press <F24> to delete the wage and associated information on EARN.