[Federal Register: April 12, 1999 (Volume 64, Number 69)]
Contents
1. WORK FIRST USER S MANUAL Change 1 2012 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS June 1 2012 WF1600 03 CASES A This screen contains the cases selected in the county s TANF sample for the month and year indicated It contains the Report Month Sample Case ID Head of Household last and first name Case Status Stratum Excluded Locks and County Number Only designated state staff members can exclude cases from the sample and lock the sample If the user sees that the sample has locks depicted in the County Lock and or the Validation Lock fields the user should first check the month year and number of the sample If the sample selected is determined to be the active sample and is locked contact the Performance Management Section Data Management Team in the state office at 919 733 4530 Each case in the active sample should show Incomplete in the Case Status field in red If the county had no cases selected in the sample in the Report Month a message will appear at the bottom of the screen indicating No records Were Found The fields on the screen contain information about the sample cases and the stratum assigned to the cases North Carolina does not report all of the cases that receive Work First we select a representative sample of the cases The TANF sample includes both active and closed cases 1 Stratum 1 Newly approved cases2. A Receives Housing Did the Work First family receive subsidized housing for the report month Click on the drop down box and select the appropriate response 1 Public housing i e housing authorities 2 Rent subsidy Section 8 3 No housing subsidy B Cash Resources Enter the total dollar amount of the Work First family s cash resources cash in checking savings accounts cookie jars Do not report other assets or reserve only cash resources Round to the nearest whole dollar or enter 0 zero C Child Support Enter the total dollar value of child support paid on behalf of the Work First children in the report month whether paid to the State or the family This would include current month support paid or any other support types such as arrearages paid for the Report Month Round to the nearest whole dollar If there was no child support paid for the family in the Report Month enter 0 zero D Receives Child Care Click on the drop down box and select the appropriate response 1 Yes federal funds Use when child care is funded entirely or in part with Federal funds e g TANF CCDF SSBG or any other federal funds 7 WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 2 Yes state tribal other Use when child care is funded by non federal funds such as Smart Start 3 No subsidized child care E Amount If the answ
3. WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 J Marital Status Enter the marital status of the adult using the drop down box This field is optional for Affiliates with a Family Affiliation of 5 1 Single never married 2 Married living together 3 Married but separated 4 Widowed 5 Divorced Child Support Coop Use the drop down box to select the one digit code that indicates if the adult has cooperated with child support This field is optional for Affiliates with a Family Affiliation of 5 1 Yes adult has cooperated with child support 2 No has not cooperated 9 Not applicable Receives SSA Federal Disability Insurance Benefits Under the Social Security Program OASDI Use the radio buttons to select the appropriate response Y Yes received Social Security disability insurance N No Amount of Earned Income Enter the dollar amount of the adult s earned income for the month used to budget for the reporting month rounding to the nearest whole dollar or enter 0 zero Include wages salaries and other earned income in this item Amount of Earned Income Tax Credit EITC Enter the total dollar amount of the Earned Income Tax Credit actually received whether received as an advance payment or a single payment e g tax refund by the adult during the reporting month Round to the nearest whole dollar or enter 0 zero Am
4. WORK FIRST USER S MANUAL Change 1 2012 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS June 1 2012 WF1600 TDC TANF COLLECTION REPORT INSTRUCTIONS Change 1 2012 June 1 2012 WF1600 01 GENERAL The TANF Data Collection System TDC was developed to collect data required by the final TANF Regulations for the TANF Data Report that is not collected in EIS or EPIS during the regular course of business Completion of data collection for the TANF sample is the county contribution of information mandated by federal requirement This data is combined with other data extracted from several automated systems Information compiled from all sources is used to calculate the official participation rate for North Carolina State TANF funding is tied to the data collection process Failure to report the information completely timely and accurately results in substantial fiscal penalty Report data for all cases is listed on the county sample even if the family is now living in another county or state WF1600 02 SYSTEM ACCESS A Access to the TDC TANF Data Collection System is granted through the DHHS Customer Support Center Workers needing access to the TDC TANF Data Collection System must complete an electronic Information Resource Access Authorization Form e IRAAF The staff member will have a user name and password assigned and be allowed access to the county s data in the system A worker can only access the sample cases
5. Adult with No High School Diploma or Equivalent Standard policy in North Carolina does not provide for Sanction for Adult with No High School Diploma or Equivalent Always click on NO for this sanction type Sanction for Teen Parent not Attending School Failure to Comply with an Individual Responsibility Plan Failure to Comply with an Individual Responsibility Plan is to be interpreted as failure to comply with the core requirements of the MRA Work Requirement Sanction Work Requirement Sanction is to be interpreted as failure to comply with the MRA Plan of Action WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 Non Cooperation with Child Support Other Sanction This would include the reduction in Needs for a parent subject to the criminal violation policy and failure to comply with a substance abuse treatment plan If any sanction is checked Y then the Total Sanction Reduction Amount from Section G above must be greater than zero Click on the ADULTS tab at the top of the screen or the ADULTS button at the bottom of the screen to move to the Adults included in the payment Screen WF1600 05 PERSON LEVEL DATA ADULTS SCREEN rT Social Security Race Ethnicity Gender Marital Status Citizenship Z Relationship to HOH J v Non Custodial Parent C y C N Parent with Minor Child Child Support Coop
6. African American Hispanic American Indian or Alaska Native Asian Black or African American Non Hispanic American Indian or Alaska Native Asian Black or African American Native Hawaiian or other Pacific Islander Hispanic American Indian or Alaska Native Asian Black or African American Native Hawaiian or other Pacific Islander Non Hispanic American Indian or Alaska Native Asian Black or African American Native Hawaiian or other Pacific Islander White Hispanic American Indian or Alaska Native Asian Black or African American Native Hawaiian or other Pacific Islander White Non Hispanic 18 WF1600 WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 IABW H IABW N IAP H IAP N IAPW H IAPW N IAW H IAW N IB H IB N IBP H IBP N IBPW H IBPW N IBW H IBW N IP H IP N IPW H IPW N IW H IW N PW H PW N American Indian or Alaska Native Asian Black or African American White Hispanic American Indian or Alaska Native Asian Black or African American White Non Hispanic American Indian or Alaska Native Asian Native Hawaiian or other Pacific Islander Hispanic American Indian or Alaska Native Asian Native Hawaiian or other Pacific Islander Non Hispanic American Indian or Alaska Native Asian Native Hawaiian or other Pacific Islander White Hispanic American Indian or Alaska Nati
7. H IABP N IABPW H IABPW N Asian Black or African American Native Hawaiian or other Pacific Islander Hispanic Asian Black or African American Native Hawaiian or other Pacific Islander Non Hispanic Asian Black or African American Native Hawaiian or other Pacific Islander White Hispanic Asian Black or African American Native Hawaiian or other Pacific Islander White Non Hispanic Asian Black or African American White Hispanic Asian Black or African American White Non Hispanic Asian Native Hawaiian or other Pacific Islander Hispanic Asian Native Hawaiian or other Pacific Islander Non Hispanic Asian Native Hawaiian or other Pacific Islander White Hispanic Asian Native Hawaiian or other Pacific Islander White Non Hispanic Asian White Hispanic Asian White Non Hispanic Black or African American Native Hawaiian or other Pacific Islander Hispanic Black or African American Native Hawaiian or other Pacific Islander Non Hispanic Black or African American Native Hawaiian or other Pacific Islander White Hispanic Black or African American Native Hawaiian or other Pacific Islander White Non Hispanic Black or African American White Hispanic Black or African American White Non Hispanic American Indian or Alaska Native Asian Hispanic American Indian or Alaska Native Asian Non Hispanic American Indian or Alaska Native Asian Black or
8. Z Education Work Eligible Deemed Core Hrs wy Earned Income 4 Earned Income Tax Credit sf Workers Compensation s Other Uneamed Income NonSSA CY CN Amt of Social Security OASDI CY CN ssi CY CN Amt of SSI For adults included in the family receiving assistance the Name Date of Birth Social Security Number if in EIS Race Ethnicity and Gender for the adult will be pulled forward from EIS into the TDC TANF Data Collection System If the data shows zeros for Date of Birth or Social Security Number the data must be entered into EIS by the end of the quarter Each adult included in the payment for the Report Month will be listed on the left hand side of the screen Select each adult by clicking on the name A Marital Status Use the drop down box to select from the valid values If the parents are married indicate this as Married Living With Spouse in the Marital Status field for each adult 9 WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 1 Single never married 2 Married living together 3 Married but separated 4 Widowed 5 Divorced B Citizenship Click on the drop down box and select the appropriate response 1 U S citizen including naturalized citizens 2 Eligible alien Non U S Citizen C Relationship to Head of Household Click on the drop down box and select the two digit code that
9. all cases that are not 3 No and for Affiliates it lists all cases that are not 3 No Each case must be reviewed to ensure the correct code is entered TDC Adults and Children With Data Elements Left Blank This query lists all Adult and Child recipients with data elements left blank on cases that the county has marked as completed It provides the opportunity for counties to identify cases that have been completed in error and complete the data entry prior to the deadline TDC Affiliates With Name Not Entered This query lists Affiliates whose names were entered incorrectly and are showing up in the system as __ Person 1 County staff will need to delete any Affiliate with this name and where appropriate re enter the data under the correct name This error occurs when staff do not click the Add Person button after entering the Affiliate s name Before the end of the business day on the deadline each month review all cases in the TANF Data Collection sample list for the month to ensure that all cases have Completed as the case status Corrections can be made to any case even in Completed status until the Valid and County Locks are applied by state staff on the deadline date After the locks have been applied the sample data has been sent for report preparation and cannot be revised 0
10. entry to ensure that the WE and Citizenship codes are appropriate TDC Affiliate Adults Family Affiliation and WE Do Not Match This query looks for specific errors related to the WE code entered This query lists only those cases with potential errors This query identifies all cases where the Family Affiliation code and the WE code do not match This includes cases where the Family Affiliation code is 2 Parent of minor child not in eligible family receiving assistance while the WE code is 6 No non recipient but not a parent as well as r WORK FIRST USER S MANUAL Change 1 2009 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS June 1 2009 those cases where the Family Affiliation code indicates the Affiliate is not a parent 3 4 or 5 but the WE code specifically states it is for parents 2 3 4 5 8 9 10 11 County staff must review these cases and correct the data entry to ensure that the WE code and Family Affiliation are correct and that they may be used together 6 TDC Affiliate Parents WE Indicator and SSI Do Not Match This query looks for specific errors related to the WE code entered This query lists only those cases with potential errors This query lists all cases where the Work Eligible code does not match information entered regarding the SSI status of the Affiliate Results of this query include cases where the WE code indicates the Affiliate is receiving SSI 8 No
11. fields to determine whether WE and Family Affiliation codes are entered correctly and that the codes entered can be used with each other WORK FIRST USER S MANUAL Change 1 2009 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS June 1 2009 3 TDC Affiliate adults WE 2 but No Family Tab Sanction This query looks for specific errors related to the WE code entered This query lists only those cases with potential errors This query lists all cases where the WE code is 2 Yes non recipient parent due to sanction but the sanctions on the Family tab are all checked 2 No County staff are expected to review these cases and either change the WE code to reflect that there are no sanctions or ensure that at least one sanction is checked Yes on the Family tab TDC Affiliate Adults Citizenship and WE Do Not Match This query looks for specific errors related to the WE code entered This query lists only those cases with potential errors The results of this query include all cases where the WE code and the affiliate s Citizenship code do not match This query includes two types of cases o those where the Citizenship is coded 9 Unknown but the WE code is not 7 No ineligible alien due to immigration and those where the WE code is 7 but the Citizenship is not coded 9 Work Eligible Code 7 can ONLY be used if the Citizenship code is a 9 County staff are expected to review these cases and correct the data
12. non recipient parent receiving SSI but Receives SSI is checked N coded 2 on the query or the SSI amount entered is 0 and cases where the WE code is other than 8 but Receives SSI is checked Y coded 1 on the query or the SSI amount is greater than zero Note that this query only includes Affiliate parents with a Family Affiliation code of 2 This query must be utilized after the results of the Family Affiliation and WE do not match query has been run and reviewed to ensure the Family Affiliation codes are all correct 7 TDC Work Eligible 5 This query looks for specific errors related to the WE code entered This query lists only those cases with potential errors This query lists all Affiliates who have a WE code of 5 Yes non recipient parent due to other reasons This code will cause the case to show up on the Federal Error Report This code is very rarely applicable This query is provided for counties to review these cases to determine whether another code would be more appropriate 2 WORK FIRST USER S MANUAL Change 1 2009 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS June 1 2009 C Relationship to Head of Household and Marital Status Queries 1 TANF Relationship to HOH Adults Children and Affiliates The results of this query show the Relationship to Head of Household HOH for all Adults Children and Affiliates in three separate tables These tables are used to ensure that co
13. not a case is included in the All Parent or Two Parent Participation Rate This field is optional for Affiliates with a Family Affiliation of 3 4 or 5 Typically an affiliate is not a parent with a minor child in the eligible family because policy requires that the parent be included in the case However occasionally a parent is ineligible to be included in the case due to SSI income or alienage These parents should be coded a 3 on this field Remember that parents who are in IV D non cooperation status will also have to be reported as affiliates o WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 NOTE The IV D non coop parent must be coded as a 1 or 2 depending on whether the case has one or two parents Use code 1 for two parent households use code 2 for one parent households and use code 3 for ineligible alien parents of recipient child ren 1 Yes a parent with a minor child in the family and used in the two parent participation rate 2 Yes a parent with a minor child in the family used in the all parent participation rate 3 No All children are to be coded 3 H Education Level Use the drop down box to select the two digit code to indicate the highest level of education attained by the adult This field is optional for Affiliates with a Family Affiliation of 4 or 5 01 11 G
14. shows the adult s relationship including by marriage to the head of the household i e the relationship to the principal person of each person living in the household If minor child head of household enter code 01 01 Head of Household 02 Spouse 04 Daughter or son 05 Stepdaughter or stepson 06 Grandchild or great grandchild 07 Other related person brother niece cousin 08 Foster child 09 Unrelated child 10 Unrelated adult Remember the Head of Household s name is brought over from EIS and will be at the top of the screen Also if there are two parents in the case and they are not married to each other they cannot be Head of Household and Spouse D Non Custodial Parent Indicator Click on the appropriate radio button for the one digit code that indicates the adult s or minor child head of household s non custodial parent status Y Yes a non custodial parent N No E Parent with Minor Child In the Family Click on the drop down box for the one digit code that indicates the individual s parental status This element is critical in determining whether or not a case is included in the All Parent or Two Parent Participation Rate 7 WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 1 Yes a parent with a minor child in the family and used in the two parent participation rate family has two natural or adoptive
15. It does not matter if the family received the child support Do not report the amount of child support received for the report month E Affiliates are individuals who are notin the Work First Family Assistance family unit WORK FIRST USER S MANUAL Change 1 2012 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS June 1 2012 Te Siblings i e SSI recipient sibling ineligible alien sibling 2 Caretaker relative payee 3 Legal guardian custodian payee 4 Parents who are not included in the case i e SSI recipient parent ineligible alien parent parent in IV D non cooperation status 5 Other individuals whose income resources are used to determine eligibility i e sponsor of aliens spouse of a minor child 6 Always attempt to obtain all information requested for the affiliate screen Despite all attempts do not ask the affiliate when it is apparent that they are unable unwilling or refuse to provide information needed for the sample In this event you may use unknown if unknown is a text box choice option Enter 0 s zeros in the text box if unknown is not an option F A two parent case in Pay After Performance not in sanction is not considered in sanction status Therefore the appropriate response is NO for sanction and 0 zero for the amount G Assure that hours of participation are keyed timely in EPIS for selected cases H Report data for each case for the Report Month onl
16. REEN Sample 1 HOH SMITH BEVERLY County Stanly Report Date Mar 2008 County Lock Fa Validation Lock FA Exclude Case Fi DOB 2 Month Day Year 4 char HOH Parent C D Minor Child Education A gel 0 Disability Benefits Uneamed Income Work Eligible 7 Non SsA CY CN Marital Status Child Support Coop z OASDI Cy CN Other Uneaed Income Eamed Income Eamed Income Tax Credit Worker s Compensation sj Amt of Social Security Affiliates are certain persons in the family who are NOT in the case family unit on the DSS 8125 Affiliates include non recipient payees ineligible family members such as ineligible alien parents or siblings SSI parents and siblings legal custodian guardians alien sponsors Key an affiliate s last name a comma first name then click on Add Person Proceed to key the data requested The individual s name should appear on the left hand side of the screen and the fields that must be completed for the individual will be opened for data entry Not all fields have to be completed for all individuals The worker may have to contact the family to secure the information required on the Affiliate Screen Fields that appear on the screen as dimmed and do not open when you select them do not have to be completed Up to ten Affiliates can be added on the screen If the household has more than ten Affiliates enter only the first ten individuals If an Aff
17. Screen DHHS T ANF Temporary Assistance for Needy Families Department of Health and Human Services Data Collection System ame and Password to continue PASSWORD LOGIN STATUS MESSAGE You have been authorized fo use the TANF Data Collection System WORK FIRST USER S MANUAL Change 3 2006 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS September 1 2006 E The Sample Case Selection Screen displays 02 2004 1 03 2004 1 z Report date Results Report Report Case Case County Valid Month Sample ID HOH Status Stratum Excluded Lock Lock Co eae All TANF Samples that have been produced are listed on the drop down list on the left side of the screen The user needs to select the current sample by clicking on the month and year and sample number indicated by EIS Terminal Message or the TANF Data Collection Schedule as available for data entry Click on the appropriate month and the SEARCH button to move to the Sample Report and Selection Screen F The Results Report screen displays DHHS TANF Case Selection Complete only Incomplete only All g Excluded only Included only All g Max records 600 OoOo Result Locks Results Report Report Case Month HOH Status Stratum Excluded 01 2003 Mouse Minnie Completed 1 No HAI AA 4 AANA A UATADRTT POM ATT A LTET ALT Fas 4 4 41 a
18. ce The following fields are brought forward from EIS and cannot be entered or changed by the worker in the TDC system Name Date of Birth Social Security Number Race Ethnicity Gender B Each screen has both a Cancel and Save button at the bottom of the screen The Data Collection System automatically saves all data entered on a screen when the user moves to another screen 1 Users should use the Save button if while they are keying a sample case they will have to be away from the case for more than five minutes The system will time out after five minutes of inactivity and if the work already entered on a particular screen is not saved it will be lost The user should use the Cancel button if the data entered on the screen is erroneous and the user will have to re key the data at a later time 2 Make sure all required fields on each screen have an entry before saving the selected case as complete 3 Use the drop down boxes for selection to assure accuracy in reporting Complete the TANF sample as early as possible avoid waiting until the last day C Cases go in the two parent participation rate if there are two natural or adoptive parents in the case Whether the parents are able bodied or incapacitated does not matter Stepparents are not considered parents for this field D Child support reported is the amount of child support paid on behalf of children in the case for the Report Month
19. child only one parent and two parent cases A total of 80 cases for the State will be sampled each month 2 Stratum 2 On going all family cases including child only and one parent cases no two parent cases A total of 210 cases for the State will be sampled each month 3 Stratum 3 Closed cases terminated from assistance the prior month These cases require responses based on the last month the case was active A total of 100 cases for the State will be sampled each month 4 Stratum 4 On going two parent cases any two parent cases incapacitated or able bodied cases A total of 100 cases for the State will be sampled each month NOTE Report data on a case active in the sample month even if the case was subsequently determined to be ineligible for the month If the locks are not depicted select each case individually for completion by clicking on the Case ID which is underlined Once a case is selected from the results Report screen the first screen of data completion appears GENERAL RULES FOR DATA COMPLETION FOR TANF SAMPLE All questions must be answered except certain fields automatically brought forward from the Eligibility Information System EIS and displayed in the TANF Data Collection System TDC for adults and children included in the family receiving Work First Family WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 Assistan
20. complete For example if the client is required to complete 30 hours to count in the participation rate and according to the deeming formula they can only participate in 20 hours of community service work experience during the week then you would enter the difference 10 hours in this field The maximum number of hours that may be entered in this field is 20 R Receives Programs Other Federal Disability Benefits Based on Federal Disability Status Under Non Social Security Act Programs Non SSA These programs include Veteran s disability benefits worker s disability compensation and Black Lung Disease disability benefits Use the radio buttons to select the appropriate response Y Yes received benefits based on Federal disability status N No S Receives Aid Under SSI Use the radio buttons to select the appropriate response Y Yes received aid N No T Amount of SSI Enter the dollar amount of SSI benefits that the adult in the Work First family received for the month used to budget for the reporting month Round to the nearest whole dollar or enter 0 zero If Section S Receives Aid Under SSI is checked Y then the dollar amount entered must be greater than zero U Amount of Other Unearned Income Enter the amount of other unearned income This includes Unemployment Insurance other non federal disability payments retirement etc for the month used to budget for the reporting month R
21. er to the above question is 1 or 2 there must be a dollar amount for child care entered in this field Round to the nearest whole dollar If the answer to the above question is 3 because the family did not receive any subsidized child care in the report month enter 0 zero oe TANF Child Care Transportation amp Transitional Services For each type of assistance provided by TANF funds enter the dollar amount of assistance that the Work First family received or that was paid on behalf of the family for the Report Month If no assistance was provided enter 0 zero For TANF Child Care also enter the number of children covered by the dollar amount of child care This is for child care paid out of the TANF block grant to the county Funds transferred to Child Care by the state do not count as TANF child care Enter the number of months that TANF Child Care Transportation or Transitional Assistance has been provided to the family even if there is no assistance in the Report Month Remember any cash or cash like benefits provided to unemployed families may be assistance Round amount s to the nearest whole dollar or enter 0 zero G Total Sanction Reduction Amount Enter the total dollar value of the reduction s for all sanction reasons for the Report Month Round to the nearest whole dollar or enter 0 zero H Sanction Reason Click on the radio buttons for each as follows Y Yes N No Sanction for
22. for his her own county There is no inquiry only access to the system all users have update capability The system has a built in audit system and will display the last individual who has updated case information for each sample case The state staff has access to all counties data and can review all cases for completion and accuracy B This application is Internet based and can be accessed through Internet Explorer Versions lower than 6 0 In the Address Bar of your Internet Browser key http Awww tdc dhhs state nc us WORK FIRST USER S MANUAL Change 3 2006 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS September 1 2006 C Key in your user name and password assigned by state staff on the welcome screen below Click on the login button DHHS T ANF Temporary Assistance for Needy Families Department of Health and Human Services Data Collection System LOGIN STATUS MESSAGE D The authorization and navigation screen below appears when the login is successful The first time a user accesses the system the user must click on the Change Password button and assign a password which will be permanent No one else will know the password so if the password is forgotten the user must contact the state staff to have the password reset to the generic sign on The next step is to select TANF Case Selection from the drop down box in the left hand corner of the screen This will take you to the Case Selection
23. his field The maximum number of hours that may be entered in this field is 20 Amount of Earned Income Enter the dollar amount of the adult s earned income for the month used to budget for the reporting month rounding to the nearest whole dollar Include wages salaries and other earned income in this item If there was no Earned Income enter 0 zero Amount of Earned Income Tax Credit EITC Enter the total dollar amount of the Earned Income Tax Credit actually received whether received as an advance payment or a single payment e g tax refund by the adult during the reporting month Round to the nearest whole dollar or enter 0 zero Amount of Worker s Compensation Enter the dollar amount of Worker s Compensation that the adult in the Work First family has received for the month used to budget for the reporting month Round to the nearest whole dollar or enter 0 zero Amount of Other Unearned Income This includes Unemployment Insurance other non federal disability payments retirement etc for the month used to budget for the reporting month Round to the nearest whole dollar or enter 0 zero Receives Program Other Federal Disability Benefits Based on Federal Disability Status Under Non Social Security Act Programs Non SSA These programs include Veteran s disability benefits worker s disability compensation and Black Lung Disease disability benefits Click on the radio button for Y Yes
24. household enter code 01 01 Head of household 04 Daughter or son 05 Stepdaughter or stepson 06 Grandchild or great grandchild 07 Other related person brother niece cousin 08 Foster child 09 Unrelated child Parent with Minor Child Click on the drop down box Always select 3 Not a parent This field is scheduled to be removed from the screen Education Level Use the drop down box to select the highest level of education completed by the child Acceptable responses include 01 12 and 98 only for children 01 11 Grade level completed in primary secondary school including secondary level vocational school or adult high school 12 High school diploma GED or National External Diploma Program 13 Awarded Associate s Degree 98 No formal education Amount of Other Unearned Income Enter the amount of unearned income that is not SSI Work First or Child Support received by the child This includes Unemployment Insurance other non federal disability payments retirement etc for the month used to budget for the reporting month Round to the nearest whole dollar or enter 0 zero 7 WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 F Receives Programs Other Federal Disability Benefits Based on Federal Disability Status Under Non Social Security Act Programs Non SSA These programs include Veteran s disability benef
25. iliate has been added in error use the DELETE button to delete that individual If the user is entering an individual and discovers that this individual does not have to be reported while still working in the screen use the CANCEL button to cancel the information added during that screen A Family Affiliation Click on the drop down box and select the appropriate response 16 WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 2 Parent of minor child ren in the eligible family receiving assistance this includes parents who are in sanction for non cooperation with child support parents who are receiving SSI or are not included in the payment parents who are ineligible aliens 3 Caretaker relative of the minor child ren in the eligible family receiving assistance this includes those payees who are not included in the case 4 Minor sibling of the child ren in the eligible family receiving assistance including siblings receiving SSI or newborns not included in the case in EIS before the end of the month so they did not appear on the Children Screen 5 Other person whose income or resources are counted in determining eligibility for or amount of assistance for the eligible family this could include sponsors for eligible alien families No other individuals who may live in the household should be reported as Affiliates on this screen B Date of Birth Use the dro
26. its worker s disability compensation and Black Lung Disease disability benefits Click on the radio button to respond Yes or No Y Yes received benefits based on Federal disability status N No Receives Aid Under SSI Click on the radio button to respond Yes or No Y Yes received aid N No Amount of SSI Enter the amount of SSI received by the child Round to the nearest whole dollar or enter 0 zero If Section G Receives Aid Under SSI is checked Y then the dollar amount entered here must be greater than zero If there are additional individuals in the household the user may need to click on the Affiliate Tab near the top of the screen or the Affiliate button at the bottom of the screen to go to the Affiliate Screen to enter data about those additional individuals Refer to Section VII below If there are no additional individuals in the household use the Family tab near the top of the screen to return to the Family Screen If all data fields are completed click on the Case Completed Box on the Family Screen then click on the Back to Last Search button to return to the Report Results List The Report Results List screen should show the case as Completed Select any additional cases and complete the data fields for those cases in the same manner s WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 WF1600 07 THE AFFILIATE DATA SC
27. laska Native White Non Hispanic Native Hawaiian or other Pacific Islander White Hispanic Native Hawaiian or other Pacific Islander White Non Hispanic s WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 E Citizenship Use the drop down box and select the appropriate response This field is optional for Affiliates with a Family Affiliation of 4 or 5 1 U S citizen including naturalized citizens 2 Eligible alien Non US Citizen 9 Unknown Relationship to Head of Household Use the drop down box to select the two digit code that shows the adult s relationship including by marriage to the head of the household i e the relationship to the principal person of each person living in the household If minor child head of household enter code 01 Please note if the Head of Household pre filled at the top of the screen from EIS is not on the Adult tab they must be entered on the Affiliate Screen 01 Head of household 02 Spouse 03 Parent 04 Daughter or son 05 Stepdaughter or stepson 06 Grandchild or great grandchild 07 Other related person brother niece cousin 08 Foster child 09 Unrelated child 10 Unrelated adult Parent with Minor Child Use the drop down box to select the appropriate response for the individual s parental status This element is critical in determining whether or
28. o box and click on the Search button If found included cases will appear WF1600 09 LOGGING OUT OF THE TANF DATA COLLECTION SYSTEM When your work for that session is completed move to the drop down box in the upper right hand side of the screen and select Log Out of System from the menu and click on the GO button This will take the user out of the system WF1600 10 REVIEW FOR COMPLETION AND ACCURACY TANF Data Collection System TDC Verification Queries The following queries were primarily designed with the expectation that county Work First staff supervisors and Work First Representatives will check data entry into the TANF Data Collection TDC system for accuracy The queries are pulled from tables that are updated daily so counties must review the data prior to the monthly data entry deadline a WORK FIRST USER S MANUAL Change 1 2009 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS June 1 2009 The queries can be found in the Client Services Data Warehouse in the TANF Data Collection State Sanctioned folder This State Sanctioned folder is divided into subfolders to make access to these queries easier These subfolders are titled All Data Queries Work Eligible Indicator Queries Relationship to Head of Household and Marital Status Queries EPIS Related Queries and Other Queries The following is a detailed explanation of the queries in these subfolders IRAAF forms should be submitted to DHHS Customer Suppo
29. on Level Other Unearned Income l NonssA Cy CN SSI Cy CN Amt of SSI AFFILIATE gt gt lt lt ADULT Cancel Save Back to Last Search 13 WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 This screen will display up to ten children who are included in the family receiving assistance Each child who is included in the Work First payment for the Report Month will be listed on the left hand side of the screen Click on the name of each child to select that child s data screen Complete all fields for each child The Date of Birth Social Security Number if in EIS Race Ethnicity and Gender are pulled from EIS for each child onto the screen These data fields cannot be changed in the TDC TANF Data Collection System they must be changed in EIS If the Social Security Number for a child appears as zeroes the worker must obtain the number and enter it into EIS before the end of the quarter A Citizenship Click on the drop down box for the appropriate response 1 U S citizen including naturalized citizens 2 Eligible alien Non US Citizen Relationship to Head of Household Click on the drop down box for the two digit code that shows the child s relationship including by marriage to the head of the household i e the relationship to the principal person of each person living in the household If minor child head of
30. ork Unknown is not an option 1 Yes adult or minor child HOH receiving TANF 9 No parent caring for disabled family member 12 No a deceased individual who died in a month preceding the report month and due to State requirements to provide timely notification to the family before reducing the grant or other reasons e g the family failed to report the death to the TANF agency the family s grant for the report month included the deceased individual s needs 1 WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 Number of Deemed Core Hours Wkly This section applies to those clients engaged in work experience or community service For clients not engaged in these activities enter 0 zero A description of the process for determining deemed hours can be found in the Work First Manual at WF118 1II D 4 For clients where deeming hours is appropriate this field should be completed with the number of hours difference between the hours required to be included in the participation rate numerator and the number of hours of community service work experience the client is allowed to complete For example if the client is required to complete 30 hours to count in the participation rate and according to the deeming formula they can only participate in 20 hours of community service work experience during the week then you would enter the difference 10 hours in t
31. ound to the nearest whole dollar or enter 0 zero z WORK FIRST USER S MANUAL Change 1 2009 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS June 1 2009 When all fields have been completed for Affiliates use the FAMILY tab near the top of the screen or the FAMILY button at the bottom of the screen to return to the Family Screen If all data fields are completed click on the Case Completed box on the Family Screen then click on the Back to Last Search button to return to the Report Results list The Report Results List Screen should show the case as Completed Select any additional cases and complete the data fields for those cases in the same manner WF1600 08 SEARCH CRITERIA A Complete Only Use this function to display the completed cases Click in the Complete only radio box and click on the Search button If found completed cases will appear B Incomplete Only Use this function to display the incompleted cases Click in the Incomplete only radio box and click on the Search button If found incomplete cases will appear C All This function displays all cases in the county for the sample This is the default search D Excluded Only Use this function to display the Excluded cases Click in the Excluded only radio box and click on the Search button If found excluded cases will appear E Included Only Use this function to display the Included cases Click in the Included only radi
32. ount of Worker s Compensation Enter the dollar amount of Worker s Compensation that the adult in the Work First family has received for the month used to budget for the reporting month Round to the nearest whole dollar or enter 0 zero Amount of Social Security Federal Disability Insurance Benefits Under the Social Security Program Enter the dollar amount of Social Security benefits that the adult in the Work First family has received for the month used to budget for the reporting month Round to the nearest whole dollar or enter 0 zero 2 WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 If Section L Receives SSA Federal Disability Insurance Benefits Under the Social Security Program OASDI was checked Y then the dollar amount entered must be greater than zero Q Number of Deemed Core Hours Wkly This section applies to those clients engaged in work experience or community service For clients not engaged in these activities enter 0 zero A description of the process for determining deemed hours can be found in the Work First Manual at WF118 III D 4 For clients where deeming hours is appropriate this field should be completed with the number of hours difference between the hours required to be included in the participation rate numerator and the number of hours of community service work experience the client is allowed to
33. p down button to enter the month for the date of birth Enter the day DD and year CCYY For affiliates with a Family Affiliation other than 2 Parent of minor child ren if their birthdate is unknown you may enter 99999999 C Gender Use the drop down box to enter the one digit code that indicates the adult s or minor child head of household s gender 1 Male 2 Female D Race Ethnicity Click on the drop down button to enter the race ethnicity code for the individual Reporting of this data element is optional for individuals whose family affiliation code is 4 or 5 A H Asian Hispanic A N Asian Non Hispanic B H Black or African American Hispanic B N Black or African American Non Hispanic I H American Indian or Alaska Native Hispanic I N American Indian or Alaska Native Non Hispanic P H Native Hawaiian or other Pacific Islander Hispanic P N Native Hawaiian or other Pacific Islander Non Hispanic U H Unreported Hispanic U N Unreported Non Hispanic W H White Hispanic W N White Non Hispanic AB H Asian Black or African American Hispanic AB N Asian Black or African American Non Hispanic 7 Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS WORK FIRST USER S MANUAL October 21 2008 ABP H ABP N ABPW H ABPW N ABW H ABW N AP H AP N APW H APW N AW H AW N BP H BP N BPW H BPW N BW H BW N IA H IA N IAB H IAB N IABP
34. parents in the case able bodied or incapacitated 2 Yes a parent with a minor child in the family used in the all parent participation rate family has only one natural or adoptive parent in the case 3 No not a parent of a minor child family that has no parent in the case All children are to be coded 3 A family headed by an included step parent would be coded as 3 F Child Support Coop Click on the drop down box for the one digit code that indicates if the adult has cooperated with child support 1 Yes adult has cooperated with child support 2 No has not cooperated 9 Not applicable If there is a sanction on the case screen for non cooperation with child support there MUST be an adult or affiliate who is coded as being in non coop with Child Support status G Education Click on the drop down box and select the two digit code to indicate the highest level of education attained by the adult 01 11 Grade level completed in primary secondary school including secondary level vocational school or adult high school 12 High school diploma GED or National External Diploma Program 13 Awarded Associate s Degree 14 Awarded Bachelor s Degree 15 Awarded graduate degree Master s or higher 16 Other credentials degree certificate diploma etc 98 No formal education H Work Eligible Click on the drop down box and select the one digit code to indicate if the adult is eligible for w
35. ployment Programs Information System EPIS to provide information on work related and employment activities for cases in the TANF sample z WORK FIRST USER S MANUAL Change 1 2009 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS June 1 2009 E Te Hours Per Individual Per EPIS Activity This query provides results in two tables The first table lists all EPIS component hours entered for every Adult recipient with separate lines for each component type completed The second table lists all EPIS employment hours completed by every Adult recipient by employment type The two tables are currently separate in the query results however we are working to combine these results into one table and will update this query when that has been accomplished TDC Adults in Sample Without Completed Hours in EPIS for Report Month This query lists all recipient Adults who have no hours entered in EPIS This query must be reviewed to determine which cases need to have EPIS hours entered so that those hours may be counted toward the participation rate TANF Participation Greater Than 50 Hours Per Week This query identifies those individuals who have an average of more than 50 hours of completed EPIS component activity per week Because the EPIS information is saved in monthly tables the query uses the total number of component hours completed for the month and uses that number to determine the average hours per week This query mu
36. rade level completed in primary secondary school including secondary level vocational school or adult high school 12 High school diploma GED or National External Diploma Program 13 Awarded Associate s Degree 14 Awarded Bachelor s Degree 15 Awarded graduate degree Master s or higher 16 Other credentials degree certificate diploma etc 98 No formal education 99 Unknown ADULT ONLY DATA NOTE No information should be entered in this section for Affiliates who are minors l Work Eligible Click on the drop down box and select the one digit code to indicate if the adult is eligible for work Unknown is not an option 2 Yes non recipient parent due to sanction 3 Yes non recipient parent due to time limit 5 Yes non recipient parent due to other reasons 6 No non recipient but not a parent 7 No ineligible alien due to immigration status 8 No non recipient parent receiving SSI 9 No parent caring for disabled family member 10 No a parent receiving SSDI and State or Territory opts to exclude 11 No a non recipient noncustodial parent 12 No a deceased individual who died in a month preceding the report month and due to State requirements to provide timely notification to the family before reducing the grant or other reasons e g the family failed to report the death to the TANF agency the family s grant for the report month included the deceased individual s needs
37. received benefits based on Federal disability status N No WORK FIRST USER S MANUAL Change 4 2008 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS October 21 2008 O Amount of Social Security Federal Disability Insurance Benefits Under the Social Security Program Enter the dollar amount of Social Security benefits that the adult in the Work First family has received for the month used to budget for the reporting month Round to the nearest whole dollar or enter 0 zero Receives Aid Under SSI Click on the radio button for Y Yes received aid N No Amount of SSI Enter the dollar amount of SSI benefits that the adult in the Work First family received for the month used to budget the reporting month Round to the nearest whole dollar or enter 0 zero If Receives Aid Under SSI was checked Y then the dollar amount entered in this section must be greater than zero Receives Social Security OASDI Federal Disability Insurance Benefits Under the Social Security Program Click on the radio button for Y Yes received Social Security disability insurance N No If this section is checked Y then the dollar amount in Section O Amount of Social Security must be greater than zero WF1600 06 CHILDREN DATA SCREEN DHHS TANF Case ID 111111 sample 1 HOH County Lock Fal 9876543212 Duck Daisy Relationship to HOH Parent with Minor Child Educati
38. rrect Relationship to HOH codes have been entered and that the codes for all individuals for each EIS ID make sense when compared to each other We are working to combine the Adults Children and Affiliates into a single table and will update this query when that is completed TANF Marital Status Adults and Affiliates This query lists the Marital Status Code for all Adults and Affiliates who are not minor children This query must be reviewed to ensure that the codes entered are correct and that Adults and Affiliates on the same case have Marital Status codes that make sense when compared to each other TDC Relationship to HOH Spouse but Marital Status is Not Married This query is designed to identify only those Adults and Affiliates whose Relationship to HOH code 2 Spouse but their Marital Status Code is 1 Single never married 4 Widowed or 5 Divorced County staff must review these cases to determine which code needs to be corrected so that these fields make sense when compared to each other TDC Child Only Cases with No Affiliate Listed This query lists all Child Only cases marked completed by the county where no Affiliate has been entered For these cases where the Head of Household is not pre entered on the Adult tab the individual must be entered as an Affiliate This was the most common error on the most recent federal error report D EPIS Related Queries The following queries use information from the Em
39. rt for all county staff needing access to these queries A All Data Queries These queries provide information for every field entered into the TDC They include information for each case in the sample from all fields entered on each of the tabs in the TANF Data Collection system The query results must be used to review the data entered to ensure that it is accurate The queries are sorted by EIS Case ID and organized so that county staff can print out the results for each query combine the results by EIS Case ID and review all data entered for each case to ensure that it is accurate and that data for each individual is logical when compared to data for other individuals on the case 1 TANF Data Collection Family Tab 2 TANF Data Collection Adult Tab 3 TANF Data Collection Children Tab 4 TANF Data Collection Affiliate Tab Work Eligible Indicator Queries These queries focus on the Work Eligible WE codes entered for all Adults and Affiliates The first two are used to ensure data entry is completed and accurate 1 TANF Work Eligibility Adults This query lists the Work Eligible code for all Adult recipients on all cases The query is used to ensure that the WE code assigned is correct for every individual 2 TANF WE Code and Family Affil Code Affiliates This query lists the Family Affiliation and Work Eligible codes for all adult Affiliates on all cases This query is used to compare the data in the two
40. st be reviewed to identify individuals with unusual EPIS completed component hours entry These cases must be reviewed to ensure that the hours entered in EPIS are correct Other Queries 1 TANF 24 and 60 Month Tracking Adults This query lists the number of months that have been used on the 24 month and 60 month time limits for all Adult recipients This query is for information purposes only TDC Children Under Age 6 with Incorrect Ed Level This query must be reviewed to check the Education Level code for recipient Children under age 6 This query lists only those children under 6 who have an education code other than 98 No formal education These cases must be reviewed and the Education Level corrected for these children z WORK FIRST USER S MANUAL Change 1 2009 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS June 1 2009 3 TDC Adults Child Support Coop No This query lists Adult recipients on the Adult tab who have Child Support Cooperative checked No This information is provided to counties for review to determine whether the code is correct and if so whether the case is in sanction for non cooperation with child support TDC Check Parent with Minor Child Code This query contains 3 separate tables listing individuals with Parent with Minor Child codes that must be checked for appropriateness For Adult recipients it lists all cases with a code of 3 No for Children it identifies
41. ve Asian Native Hawaiian or other Pacific Islander White Non Hispanic American Indian or Alaska Native Asian White Hispanic American Indian or Alaska Native Asian White Non Hispanic American Indian or Alaska Native Black or African American Hispanic American Indian or Alaska Native Black or African American Non Hispanic American Indian or Alaska Native Black or African American Native Hawaiian or other Pacific Islander Hispanic American Indian or Alaska Native Black or African American Native Hawaiian or other Pacific Islander Non Hispanic American Indian or Alaska Native Black or African American Native Hawaiian or other Pacific Islander White Hispanic American Indian or Alaska Native Black or African American Native Hawaiian or other Pacific Islander White Non Hispanic American Indian or Alaska Native Black or African American White Hispanic American Indian or Alaska Native Black or African American White Non Hispanic American Indian or Alaska Native Native Hawaiian or other Pacific Islander Hispanic American Indian or Alaska Native Native Hawaiian or other Pacific Islander Non Hispanic American Indian or Alaska Native Native Hawaiian or other Pacific Islander White Hispanic American Indian or Alaska Native Native Hawaiian or other Pacific Islander White Non Hispanic American Indian or Alaska Native White Hispanic American Indian or A
42. y l Round all entries to the nearest whole dollar Do not enter cents in any field J One data form will be used for each case that was sampled in your county Report data on this form for the Report Month only or for income used to determine benefits for the Report Month K Questions regarding the data on this screen should be directed to the Performance Management Section Data Management Team at 919 733 4530 or your Work First Program Consultant WF1600 04 CASE LEVEL DATA FAMILY SCREEN The Family Data Screen is the initial screen for data entry of TANF Data for the federal report Complete all fields on the screen for the Report Month WORK FIRST USER S MANUAL Change 3 2006 TDC TANF DATA COLLECTION REPORT INSTRUCTIONS September 1 2006 Case ID 111111 Sample 1 HOH Mou County Alamance Report Dat County Lock Fa on Lock Fal Validation Lock W Receives Housing 1 Public housing Cash Resources sh Child Support 0 3 No subsidized childcare Amount soo Amount sfo Amount po Amount jo of Children 0 of Months 0 of Months 0 ofMonths 0 Total Sanction Reduction Amount 0 IYINI IYINI Sanction for Adult with No High School Diploma or Equivalent C Work Requirement Sanction C Sanction for Teen Parent not Attending School C Non Cooperation with Child Support C Failure to Comply with and Individual Responsibility Plan C Other Sanction C
Download Pdf Manuals
Related Search