63. IEVS Unit Workflows

Transcription

1 Common-Place Handbook page Overview The Income and Eligibility Verification System (IEVS) IEVS Unit is one of the specialized units under the Administrative Support Bureau (ASB). The IEVS Eligibility Examiners (EEs) are responsible to determine and compute the overpayment from the following: Integrated Fraud Detection (IFD)/Earning Clearance System (ECS) Match Asset Match - Franchise Tax Board (FTB) Asset Match - Internal Revenue Service (IRS) Beneficiary Earnings Exchange Record (BEER) General Fraud referrals from the Special Investigations Unit (SIU) Intentional Program Violation (IPV) referrals from SIU In-Home Supportive Services (IHSS) Provider List The EEs are also responsible to gather data for Child Support Defaults and Trial cases. This Chapter discusses the workflow that applies to the IEVS Unit only IFD 440 CalWIN Interface Quarterly Report Review The Interfaces Quarterly IFD 440 reports are generated on-line through CalWIN. This subsection outlines the process when the IFD 440 is received by the IEVS Unit. Some of the terminologies include: Discrepant (D) - Client did not report the earnings reported on the IFD 440 and Eligibility Worker (EW) has not recorded the earnings in CalWIN. No Discrepancy (ND) - Client reported the earnings reported on the IFD 440 and EW has completed the processing of the earnings. Update # Revised: 10/10/12

2 page 63-2 Common-Place Handbook Discrepant/Completed (DC) - Client did not (timely) report the earnings reported on the IFD 440 and EW has processed the earnings and established overpayment. For these instances, the IEVS Verification opens the case to enter the information in the IEVS Application and closes it right after. 1. State Sends notification that IFD 440 is ready for viewing. 2. Information Systems Extracts the IFD 440 reports and applies filter(s) to develop a list of cases for EE review. Reformats listing for distribution to IEVS distribution list and upload to IEVS Application. Forwards to Management Analyst. 3. Management Analyst Receives listing. Creates listing assignment for EEs (divide evenly among all EEs). Uploads to the ASB IEVS folder in the S drive and s EEs (copying IEVS Supervisor and Lead) of listing availability and reading due date. Forwards listing with EE assignments to IS. 4. Information Systems Uploads assignments to IEVS application. Revised: 10/10/12 Update #

3 Common-Place Handbook page Eligibility Examiner (EE) Receives notification of assignment listing. Reviews cases and determines if D, ND or DC. Indicates status in CalWIN & assignment tally. If... Then EE... D, Documents the following in the Maintain Case Comments window in CalWIN: Calendar quarter being reviewed, Reason for potential discrepancy, and Other quarters open for review, if any. ND, Updates Create IEVS IFD Response Document in CalWIN. Documents actions in the Maintain Case Comments window in CalWIN. DC, Updates Create IEVS IFD Response Document in CalWIN. Notes OP amount, time period and type of OP (AE or IHE) on assignment tally. Completes the "IEVS Communication (SCD 1604) if the benefits case is active and OP is due to Administrative Error. s soft copy of completed readings to EE Lead, Supervisor and IEVS Verification on a daily basis. 6. EE Lead Monitors and ensures daily readings are forwarded to IEVS Verification. Update # Revised: 10/10/12

4 page 63-4 Common-Place Handbook 7. IEVS Verification Receives tally and enters information of D and DC cases into IEVS Application. NOTE: For DC cases, opens the case to enter the information in the IEVS Application and closes it right after. Generates "Client Letters" in the IEVS Application for D cases and mails to clients. REMINDER: "Client Letters" must be mailed to the client within 45 days from the Run Date. Prints IEVS Application screen and forwards it to the appropriate EE when IEVS case is open and assigned. Creates IEVS working folder and assigns to DJ51; or, for existing unassigned cases, pulls case folder from DE3C and transfers to DJ51. DE3C - Cases that are ready for assignment, which resides at Assignment. DJ51 - Cases with pending verifications from clients or employers, which resides at Verification. Requests employer verification from the Online Work Number working days Monitors "Client Letters." If client... Returns "Client Letter" with complete verifications, Returns "Client Letter" but (more) verification is needed, or Did not return "Client Letter," Enters receipt in the IEVS Application. Files letter and verification in the IEVS working folder. Waits for Employer Letter. Generates "Employer Letter" in the IEVS Application and mails to employer(s). NOTE: The "Employer Letter" is automatically generated in the IEVS Application on the 11th working day following the "Client Letter." Revised: 10/10/12 Update #

5 Common-Place Handbook page working days Monitors "Employer Letters" when applicable. If employer... Returns "Employer Letter" with complete verifications, Enters receipt in the IEVS Application. Files letter and verification in the IEVS working folder. Assigns IEVS case to DE3C. Returns "Employer Letter" but (more) verification is needed, or Did not return "Employer Letter," Generates "SIU Letter" in the IEVS Application and mails to employer(s). NOTE: The "SIU Letter" is automatically generated in the IEVS Application on the 12th day following the "Employer Letter" if receipt of the "Employer Letter" is not entered in the IEVS Application working days Monitors "SIU Letters" when applicable. Responses to the "SIU Letters" are due within 10 days. If employer... Returns "SIU Letter" with complete verifications, Enters receipt in the IEVS Application. Files letter and verification in the IEVS working folder. Assigns IEVS case to DE3C. Returns "SIU Letter" but (more) verification is needed, or Mails "2nd/FInal SIU Letter" to the employer(s). Did not return "SIU Letter," Update # Revised: 10/10/12

6 page 63-6 Common-Place Handbook working days Monitors "2nd/Final SIU Letters" when applicable. Response to the "2nd/Final SIU Letters" are due within 10 days. If employer... Returns "2nd/Final SIU Letter" with complete verifications, Enters receipt in the IEVS Application. Files letter and verification in the IEVS working folder. Assigns IEVS case to DE3C. Returns "2nd/Final SIU Letter" but (more) verification is needed, or Assigns case to EE Lead as a "Verification Closing." Did not return "2nd/Final SIU Letter," 8. IEVS Assignment Transfers DE3C cases to available EEs. Enters assignment in the IEVS Application. 9. EE Receives IEVS case from Assignment. Follows Benefit Calculation Process. [See Benefit Calculation Process, page 63-7.] 10. EE Lead Reviews cases under Verification Closing. Approves/ Denies "Verification Closing." Completes an SCD 1604 and makes Fraud referral to SIU for Approved "Verification Closing" with Active benefits case. [Refer to Sending IEVS Communication to DO, page for details.] Forwards decision to IEVS Verification for action. 11. IEVS Verification Receives list of cases approved/denied for "Verification Closing." Closes cases approved for closing by EE Lead in the IEVS Application. Transfers cases denied for closing to DE3C or follow instructions of EE Lead, whichever is applicable. Revised: 10/10/12 Update #

7 Common-Place Handbook page Benefit Calculation Process The following is the Overpayment (OP) computation chart to be processed by the EE or EW: If... And... Pre-CalWIN cases, regardless of Program or case status, Post CalWIN Open case status, Post CalWIN Closed case status, Either Client or Administrative Error, Cash Aid and/or CalFresh program is Open with Administrative Error, Cash and/or CalFresh program is Open with Client Error, Only Medi-Cal program is currently Open with Client or Administrative Error, Either Client or Administrative Error, IEVS EE will compute the OP. District office case carrying EW will compute the OP. IEVS EE will compute the OP. IEVS EE will compute the OP. IEVS EE will compute the OP. The table below outlines the steps when calculating OP: 1. EE Receives IEVS case from IEVS Assignment. Within 3 days of receipt, re-reviews IEVS case for: - Validity - Required additional verifications - Link to existing benefit case Update # Revised: 10/10/12

8 page 63-8 Common-Place Handbook 1. cont. Validity of Opening IEVS Case Conducts re-review to assess validity of opening an IEVS case If opening an IEVS case is... Valid, Not valid, Continues with processing the OP. Documents closing of case in the Weekly Tally using appropriate closing code. Submits IEVS working folder to IEVS Supervisor/EE Lead for review. Additional Verifications Determines if additional verifications are needed. If required verification(s) is... Then EE... From the same employer and contact information is available, From same employer but contact information is NOT available, NOT from the same employer, Attempts to obtain necessary information from employer(s) within 5 working days. Returns working folder to IEVS Verification to assist in requesting additional verification(s). Returns working folder to IEVS Verification to assist in requesting additional verification(s). REMINDER: If required verification(s) is not received within 10 days, the working folder must be submitted to the EE Lead for assessment. Revised: 10/10/12 Update #

9 Common-Place Handbook page cont. Link to a benefit case Determines, based on the benefit case, if IEVS case will be ready for computation. If benefit case... Then EE... Has a pending status, Has pending tasks (TMT or BSC), Has NO pending tasks (TMT or BSC), Gives IEVS working folder to Compliance (DJCD) for monitoring. [Refer to Sending IEVS Communication to DO, page for details.] Continue with next steps. Once ready to process case in CalWIN, follows Case Assignment with Active Benefit Case, page Continue with next steps. 2. EE Lead Reviews cases with missing verification if available information is adequate for computation. If available information is... Adequate for computation, Not adequate for computation, Then EE Lead... Returns working folder to EE and instructs him/her to begin OP computation. Returns working folder to IEVS Verification to assist in requesting additional verification(s). 3. IEVS Verification For new employers, enters employer information in the IEVS Application and follow Employer Verification process. [Refer to Step 7 of IFD 440 CalWIN Interface Quarterly Report Review, page 63-1.] 4. EE Lead Reviews case under Verification Closing. Approves/ Denies "Verification Closing." s decision to IEVS Verification for action. Update # Revised: 10/10/12

10 page Common-Place Handbook 5. EE Once required verifications are received, begins OP computation either manually or in CalWIN. [Refer to Holding Tank Criteria in the S drive for guidelines] NOTE: Case assignment under Compliance Process must be followed before computing and recording OP in CalWIN. [Refer to Case Assignment with Active Benefit Case, page ] Records manually-computed overpayments (OPs) in Non-System Determined Claim window or establishes OP in CalWIN. NOTE: In order for the OP claim to be captured on the IEVS Management Report (DPA 482), the EE MUST select IEVS-IFD Reports from the Discovery Source drop down field in the Create/Revise Non-System Determined Claim window. Documents case completion in the Weekly Tally and CalWIN. Completes "Overpayment Worksheet" (SCD 11). Refers case to SIU via CalWIN. If OP amount is... $5,000 or over, Under $5,000, Submits working folder to IEVS Supervisor for review. Submits IEVS working folder to clerical for scanning in IDM. 6. IEVS Supervisor Reviews Weekly Tally and validates closing. Conducts bi-weekly huddles with EEs. Submits IEVS working folder to clerical for scanning in IDM. Sends Weekly Tally to IEVS Verification for action. 7. IEVS Verification Updates case information in the IEVS Application. Revised: 10/10/12 Update #

11 Common-Place Handbook page Beneficiary Earnings Exchange Record (BEER) Internal Revenue Service (IRS) Asset Match Franchise Tax Board (FTB) Asset Match This subsection outlines the processes when records are received from the Internal Revenue Services (IRS) and Franchise Tax Board (FTB). Reminder: The BEER and IRS Asset Match records utilize federal wage and benefit information. Accessing federal wage and benefit information requires adherence to federal data security guidelines. EEs must ensure that the processes outlined in Santa Clara s Safeguard Activity Report are being followed when a BEER or IRS Asset Match case is received. 1. State/Feds Forwards hard copies of the BEER/IRS Asset Match/FTB Asset Match abstracts with rosters. 2. IEVS Supervisor Receives BEER/IRS Asset Match/FTB Asset Match from State/Feds. Sends acknowledgment to the State/Feds within 24 hours of receipt. Forwards BEER/IRS Asset Match/FTB Asset Match abstracts to IEVS Assignment. Update # Revised: 10/10/12

12 page Common-Place Handbook 3. IEVS Assignment IDs the case if open in IEVS Application system. Checks the IEVS Application to see if any of the Requests already exist or have a companion case. If case is... Open in IEVS Application, case is assigned to an EE, and period overlaps, Open in IEVS Application and is pending assignment (DE3C), Open in IEVS Application and has pending verification (DJ51), Closed or does not exist in the IEVS Application, Enters a new case record in IEVS Application. Forwards abstract to EE. Enters a new case record in IEVS Application. Files abstract in the case and assign to available EE. Notates on abstract and forwards to EE Lead for triage. Distributes abstracts equally to EEs for reading (D/ND/DC) with the due date. Monitors completion and advises EE Supervisor when appropriate. Enters the EE assignment on the BEER/IRS Asset Match/FTB Asset Match Case Roster. REMINDER: BEER/IRS Asset Match/FTB Asset Match abstracts and rosters must be kept in a locked drawer at all times when not being worked on. Revised: 10/10/12 Update #

13 Common-Place Handbook page EE Receives abstract. Reviews cases and determines if D, ND or DC. Determines if earnings/assets are reported and entered in CalWIN. If case is... Active and discrepancy exists, Complete SCD 1604 so EW can determine if earnings/assets must be recorded in CalWIN for current and future benefit eligibility. [Refer to Sending IEVS Communication to DO, page for details.] Complete "BEER 1st Client Letter" or "FTB/IRS 1st Client Letter, which can be found in the S drive, indicating the name and type of unreported earnings or assets, appropriate tax year and 10-day due date. REMINDER: The Client Letter must be sent to the client within 45 days from the Run Date. Forwards abstract, Client Letter and SCD 1604 to Assignment to follow next steps. Inactive and discrepancy exists, Complete BEER 1st Client Letter or FTB/IRS 1st Client Letter, which can be found in the S drive, indicating the name and type of unreported earnings or assets, and appropriate tax year. Forwards abstract and Client Letter to Assignment to follow next steps. ND (No discrepancy exists), DC (Discrepant/Completed), Forwards to Assignment to file abstract in a secured cabinet in a locked room. Forwards to Assignment to file abstract in a secured cabinet in a locked room. Update # Revised: 10/10/12

14 page Common-Place Handbook EE cont. 5. IEVS Assignment Notates findings on the abstract. REMINDER: BEER/IRS Asset Match/FTB Asset Match abstracts and rosters must be kept in a locked drawer at all times when not being worked on. Receives abstracts and, if applicable, SCD 1604 or Client Letter from EE. Enters information (Open/Close) in BEER/IRS Asset Match/FTB Asset Match Case Roster and files it in the locked cabinet in a locked room. If case is... D (Discrepant), Opens case in the IEVS Application by entering data on the following fields: - Last Name - First Name - Case Number - Referral Type (FTB, BEER, or IRS) - Open Date - Language - EW # - CalWIN Case Status - IEVS Case Status - Food Stamps - Assigned EE - Assigned Date - Reassigned EE - Reassigned Date - Comments (Indicate Run Date and Wage/Tax Year) Creates IEVS Working folders, which contains abstract, Client Letter and, if applicable, SCD 1604 and forwards to Confidential Verification. ND (No discrepancy exists), and Files abstracts in a secured cabinet in a locked room. DC (Discrepant/Completed), REMINDER: BEER/IRS Asset Match/FTB Asset Match abstracts and rosters must be kept in a locked drawer at all times when not being worked on. Revised: 10/10/12 Update #

15 Common-Place Handbook page Confidential Verification Receives IEVS working folders from IEVS Assignment. Follows Sending IEVS Communication to DO, page for cases with SCD Requests employer verification from the Online Work Number days Monitors BEER 1st Client Letter or FTB/IRS 1st Client Letter located in the S Drive. If client... Returns "Client Letter" with complete verifications, Enters receipt in the IEVS Application. Files letter and verification in the IEVS working folder. Forwards working folder to IEVS Assignment for assignment. Returns "Client Letter" but (more) verification is needed, or Generates BEER 2nd Client Letter or FTB/IRS 2nd Client Letter located in the S Drive. Did not return "Client Letter," days Monitors BEER 2nd Client Letter or FTB/IRS 2nd Client Letter located in the S Drive. If client... Returns 2nd Client Letter with complete verifications, Enters receipt in the IEVS Application. Files letter and verification in the IEVS working folder. Forwards working folder to IEVS Assignment for assignment. Returns "Client Letter" but (more) verification is needed, or Assigns case to EE Lead as a Confidential Verification Closing. Did not return "Client Letter," REMINDER: BEER/IRS Asset Match/FTB Asset Match abstracts and rosters must be kept in a locked drawer at all times when not being worked on. Update # Revised: 10/10/12

16 page Common-Place Handbook 7. IEVS Assignment Assigns IEVS working folders to EE via round robin assignment. 8. EE Receives IEVS case from Assignment. Follows Benefit Calculation Process. [See Benefit Calculation Process, page 63-7.] Once complete, IEVS Supervisor will separate documents to be IDM d or to be filed in a secured cabinet in a locked room. REMINDER: BEER/IRS Asset Match/FTB Asset Match abstracts and rosters must be kept in a locked drawer at all times when not being worked on. 9. EE Lead Reviews cases under Confidential Verification Closing. Approves/ Denies "Confidential Verification Closing. Completes an SCD 1604 and makes Fraud referral to SIU for Approved "Verification Closing" with Active benefits case. [Refer to Sending IEVS Communication to DO, page for details.] Forwards decision to Confidential Verification for action. 10. Confidential Verification Receives list of cases approved/denied for Confidential Verification Closing. Closes cases approved for closing by EE Lead in the IEVS Application and files in a secured cabinet in a locked room. Forwards cases denied for closing to IEVS Assignment for round robin assignment or follow instructions of EE Lead, whichever is applicable. Revised: 10/10/12 Update #

17 Common-Place Handbook page Intentional Program Violation This subsection outlines the processes when Intentional Program Violation (IPV) referrals are received from SIU. 1. SIU s IPV referral to IEVS Verification inbox. 2. IEVS Verification 3. IEVS Assignment Receives IPV referral from SIU, prints and date stamps referral. Creates working folder and forwards to Assignment. Receives working folder from IEVS Verification. Assigns case to EE via round robin assignment. Enters referral in IEVS Application. Update # Revised: 10/10/12

18 page Common-Place Handbook 4. EE Receives IPV case folder from Assignment. Revised: 10/10/12 Update # Review case in CalWIN and assesses if OP calculation applies. Notates receipt of IPV referral and review in Maintain Case Comments window under Sanction/Penalty type. Reviews the IPV Online Automation System for prior convictions. Add convictions, if any. NOTE: The maximum conviction is three (3). Once a person hits his/her 3rd conviction, he/she is permanently disqualified from the program. Reviews VACS if there is an OP balance. Reviews IDM for supporting documents. Requests from Clerical prior case volumes if applicable. If claim is active or open, change OP type to IPV. Applies IPV sanction in CalWIN. REMINDER: For CalWORKs cases, sanction must only be applied if the case is active. NOTE: A Case Alert will be generated when client reapplies for CalWORKs. At which time, District Office EW will apply the IPV sanction for CalWORKs and mail the appropriate Notice of Action. Establishes and computes Administrative OP in CalWIN if OP occurred because of a late application of IPV sanction. NOTE: Case assignment under Compliance Process must be followed before computing and recording OP in CalWIN. Documents actions in the Maintain Case Comments window in CalWIN under Sanction/Penalty type. Completes applicable forms and send NOAs. Forwards case documents to Recovery and Legal and SIU. Submits case documents to Clerical for IDM scanning. REMINDER: IPVs must be processed within 45 days from the date SIU sent the referral IEVS in order to comply with State guidelines. 5. Clerical Receives case documents from EE. Prepares documents for scanning. Scans documents into IDM. Destroys documents.

19 Common-Place Handbook page General Fraud This subsection outlines the processes when General Fraud referrals are received from SIU. Reminder: General Frauds must be completed within 30 days from the date referral was received from SIU. 1. SIU Determines General Fraud and refers to IEVS. Hand delivers referral to EE Lead/Supervisor. 2. EE Lead/ Supervisor Date stamps referral documents. Reviews case referral if ready to be computed. If referral is... Complete, Incomplete, Forwards to Assignment for assignment. Forwards to SIU for additional information. 3. Assignment Assigns case to EE via round robin assignment. Enters referral in IEVS Application with assigned EE. Creates working folder and forwards to EE. Requests prior volumes, if applicable. Update # Revised: 10/10/12

20 page Common-Place Handbook 4. EE Receives case folder from IEVS Verification. Reviews case in CalWIN and assesses if OP calculation applies. Begins OP computation either manually or in CalWIN. [Refer to Holding Tank Criteria in the S drive for guidelines] NOTE: Case assignment under Compliance Process must be followed before computing and recording OP in CalWIN. Records manually-computed OPs in Non-System Determined Claim window or establishes OP in CalWIN. Documents actions in the Maintain Case Comments window in CalWIN. Completes applicable forms and NOAs. Submits case with the forms/noas to IEVS Supervisor for review. 5. IEVS Supervisor Reviews case for correctness. Mails forms/noas to client. Submits case documents to Clerical for IDM scanning. 6. Clerical Receives case documents from IEVS Supervisor. Prepares documents for scanning. Scans appropriate documents into IDM. Forwards documents to SIU. Revised: 10/10/12 Update #

21 Common-Place Handbook page Child Support Default and Trial Referrals This subsection outlines the processes when requests are received from the Department of Child Support Services (DCSS). 1. DCSS Faxes Child Support Default/Trial Requests to IEVS 2. Clerical Receives the Child Support Default and the Trial Requests and date stamps documents. Within 24 hours of receipt, sorts and files the Requests according to Court or the Hearing date and urgency. Checks the IEVS Application to see if any of the Requests already exist. If... Request exists, Request does not exist, Updates any pertinent information. Enters request in the IEVS Application. Ensures that the Trial or the Hearing date is correct. Checks CalWIN to find all companion cases (DEBS and Foster Care). Requests physical case when applicable. Forwards to Assignment for case assignment REMINDER: This process must be completed on a daily basis. Requests are time sensitive and must be processed at least five (5) days prior to a Trial or Hearing Date. 3. Assignment Assigns case to EE via round robin assignment. Enters referral in IEVS Application with the EE assignment. Enters assignment information in the Default Trial Log. REMINDER: This process must be completed on a daily basis. Requests are time sensitive and must be processed at least five (5) days prior to a Trial or Hearing Date. Update # Revised: 10/10/12

22 page Common-Place Handbook 4. Eligibility Examiner Receives IEVS case from Clerical. Within 24 hours of receipt, reviews case to determine priority. Contacts DCSS if extension is required. Completes the Aid Period Worksheet, affidavit attachment and court letter. Creates packets for DCSS and IDM. Forwards required documents (i.e., Child Support Affidavit) to DCSS. Submits case documents to Clerical for IDM scanning. 5. Clerical Receives case documents from EE. Prepares documents for scanning. Scans documents into IDM. Destroys documents when applicable In-Home Support Services This subsection outlines the processes when an Individual Provider (IP) list is received from the Council on Aging Public Authority Services Division. 1. Council on Aging Public Authority Services Division Sends raw data of IHSS Providers to IHSS. 2. IHSS Receives listing and forwards to DSR to match providers with active CalWIN cases. 3. DSR Compiles list of IHSS Providers that are active in CalWIN. Forwards listing (DEBS 1518) to IEVS OMC, Clerical Lead and Compliance. Revised: 10/10/12 Update #

23 Common-Place Handbook page IEVS Compliance Receives the DEBS 1518 listing. Enters into the SCD 1604 log. Completes and sends SCD 1604 following Compliance process. 5. EW Receives TMT request and takes appropriate actions on the case. Prints SCD Notes actions on the SCD Returns to IEVS Verification inbox ( or pony). 6. IEVS Compliance Reviews EW actions and updates SCD 1604 Log. Forwards SCD 1604 Log to QA for targeted OP review Compliance Process This subsection outlines the processes when an IEVS case involves a benefit case that is active in the District Offices (DO) Sending IEVS Communication to DO The process below must be followed when it is determined that the IEVS Communication (SCD 1604) must be sent to the appropriate EW: 1. EE/ EE Lead/ IEVS Supervisor/ IEVS Verification Determines that IEVS case is linked to an active/pending benefit case and action must be taken on the client s benefits. IDs the active/pending benfits case in CalWIN and completes the SCD Forwards the completed SCD 1604 to Compliance / Confidential Compliance. Update # Revised: 10/10/12

24 page Common-Place Handbook 2. Compliance / Confidential Compliance Completes and/or snap scans the SCD If benefit case is assigned to... BSC, Forwards to SCD 1604 with instructions to Unit Supervisor and cc BSC IEVS Liaison, if benefit case is assigned. Forwards to SCD 1604 with instructions to BSC IEVS Liaison, if benefit case is NOT assigned. CCS Offices, Creates Urgent TMT request and attaches the SCD 1604 with instructions. 3. District Office Assigns task to the appropriate EW via TMT or . EW completes task. Notes actions in SCD 1604 and scans into IDM. Sends the SCD 1604 via to IEVS Verification inbox. 4. Compliance Receives from EW or BSC Liaison. Sends SCD 1604 to EE Lead or assigned EE for validation that task has been completed. 5. EE Lead Validates that required task has been completed and inform appropriate IEVS staff, if applicable. If task is incomplete, returns SCD 1604 to Compliance. 6. Compliance Forwards incomplete or pending SCD 1604s to EW and EW Supervisor who are responsible for that request/task and copy ASB Liaisons for follow-up. Revised: 10/10/12 Update #

25 Common-Place Handbook page Case Assignment with Active Benefit Case The steps below must be followed when a benefit case is active and the EE must work on the case in CalWIN. Reminder: This process must be followed BEFORE the EE works a case in CalWIN. 1. EE Determines that IEVS case is linked to an active benefit case and actions must be taken in CalWIN (e.g., OP computation or IPV sanction application). Once ready to take action on the case, requests to have a Caseload ID change. 2. IEVS Assignment Receives request to change Caseload ID to EE. For CCS cases, reviews TMT to determine if active assignments are present. For cases in BSC, s BSC Liaison to request change of Caseload ID. If benefit case... Has pending tasks (TMT or BSC), Has NO pending tasks (TMT or BSC) Forwards case to Compliance. Changes Caseload ID to EE. 3. Compliance Receives case from Assignment. Follows Sending IEVS Communication to DO, page process. Once EE validates that all pending tasks have been completed by DO, asks Assignment to change caseload ID to EE. 4. EE Completes required actions in CalWIN. Requests to change Caseload ID back to the DO. 5. IEVS Assignment Changes Caseload ID from EE to the appropriate DO s Caseload ID. REMINDER: It is very important to change the Caseload ID back to the DO immediately after the EE completes his/her actions in CalWIN. Update # Revised: 10/10/12

26 page Common-Place Handbook Revised: 10/10/12 Update #