WORK FIRST USER`S MANUAL Change #2
Contents
1. WORK FIRST USER S MANUAL Change 2 2012 TRACKING FUNCTIONS November 1 2012 WF1400 TRACKING FUNCTIONS Change 2 2012 November 1 2012 WF1400 01 24 60 MONTH TIME LIMIT TRACKING From the EIS Update Menu screen key ET in the SELECTION field and the caretaker s Individual ID number in the KEY field The ELIGIBILITY TRACKING UPDATE screen appears EJA996 ELIGIBILITY TRACKING UPDATE 08 01 05 EJA996S1 JANE DOE PAGE 01 123456789P WORK FIRST TRAK STATUS Y N Y OVERRIDES Y N 24MTH 60MTH C D 12 24 60 CCYYMMC D 12 24 60 CCYYMM C D 12 24 60 CCYYMM ADD NEW ELIGILBILITY TOTAL USED XFER IN 12 24 60 CCYYMM 12 24 60 CCYYMM 12 MTH 000 24 MTH 000 60 MTH 000 000 SELECTION ET KEY 123456789P PF2 MENU PF5 REFRESH PF7 UP PF8 DOWN PF1 FOR HELP ENTER ANY ELIGIBILITY CHANGES 36MTH END DATE Tracking dates on this screen are in CCYYMM format The months displayed are the months the family is subject to 24 60 month tracking This screen also displays those months that an individual is exempt from participating with Work First Employment by having been coded a JOBS WORK REG code of S These months are indicated by the Y in the 12 month field The TRACKING STATUS field shows the current status for the family A TRACKING STATUS code of Y denotes a family is currently subject to 24 60 month time limit Correcting Erroneous Months If there are months shown in which the family was not subject to th2. A sample of the COUNTY and DISTRICT NUMBER format is displayed below The screen looks like the screen for Case ID inquiry Only cases for the specified district and county are displayed The cases are listed in alphabetical order by payee name EJA933 WORK FIRST TRANSITIONAL QUARTERLY REPORTING FEBRUARY 03 24 2006 COUNTY 00 DISTRICT CASE ID LAST NAME TYPE QR STATUS RPT CASE ID DIST CO CASE LAST NAME FIRST NAME MI FSIS TYPE C 2 12536812 125 BUCHANAN RACHEL S 1 C 1 28962010 225 BROWN TEDDY R 5 S 2 99901259 225 017045 FRENCH FRIES G 5 C 1 25896413 253 016153 GREENI GRASS L 5 C 2 22220500 225 018156 MIXER BOWL T 5 S 2 23587502 223 016144 PRINCE LUCKY D 5 C 2 23051066 224 014204 SILVERS SLIPPERS 5 C 2 33607095 224 012645 SMITH BOO 5 C 1 22491602 224 014076 WRIGHT COCOA K ENTER UPDATE PF7 19 KEY PAGE BACK PF8 20 KEY PAGE FORWARD SELECTION KEY INQUIRY COMPLETE Change 2 2006 WORK FIRST USER S MANUAL TRACKING FUNCTIONS April 1 2006 D County Number District Number and Last Name 1 Enter the two digit COUNTY NUMBER the three digit DISTRICT NUMBER and up to fifteen characters of the payee LAST NAME ENSURE THAT THE LAST NAME IS SPELLED CORRECTLY a To view Work First Quarterly reporting cases enter A in the TYPE field The Work First quarterly reporting cases for the specified county district and last name will be displayed alphabetically by payee name b To view transitional
3. S MANUAL Change 2 2012 TRACKING FUNCTIONS November 1 2012 C Do not allow the DSS 8125 to process if at least one field on the Disability Tracking Screen has not been keyed D Do not allow a completed date to be keyed when P has been entered in the Formal Assessment Completed field_on the Disability Tracking Screen E If Y is keyed in the Formal Assessment Completed field then at least one Y must be keyed under the Disability and at least one Y in the Reasonable Accommodations Provided field If not the DT screen should not be updated successfully F If Y is keyed in the Informal Assessment Completed field then at least one Y must be keyed under the Disability and at least one Y in the Reasonable Accommodations Provided field If not the DT screen should not be updated successfully G Edit If N is keyed under the Assessment category nothing should be required to be keyed under the Disability category and Reasonable Accommodations requested provided and declined fields all together in order for the DT screen to update successfully but if Y is keyed in any of these fields still allow the DT screen to update successfully a
4. benefits or has been reapproved for Work First Payment Type 1 2 or S Do not key over a STATUS CODE of X or T These are system generated codes EIS does not produce second quarterly reports for cases with a STATUS CODE of T lt WORK FIRST USER S MANUAL Change 2 2006 TRACKING FUNCTIONS April 1 2006 IV Vi Vil Report Number The number displayed in the REPORT TYPE column indicates the Payment Type on the Work First Transitional case at the time the case was selected for Work First Transitional Quarterly reporting The REPORT TYPE will be 1 or 2 A 1 A first quarterly report or transitional benefit report form was mailed to the payee B 2 A second quarterly report or transitional benefit report form was mailed to the payee C 3 A Work First case or transitional reporting case that is transferred by EIS in the transfer cycle QR Type The number displayed in the QR TYPE column indicates the Payment Type on the Work First or transitional case at the time the case was selected for quarterly reporting The QR TYPE will be 1 2 5 or S Moving To Other IMS Functions A worker may return to the EIS Inquiry Menu or move to another authorized IMS function at any time To return to the Inquiry Menu enter I in the SELECTION field at the bottom of the screen and press ENTER The EIS Inquiry Menu is displayed Use the same procedur
5. 75 cases The PF7 19 key will not allow user to go back to the original group of 75 Enter QR in SELECTION at the bottom of the screen and press ENTER A blank Quarterly Reporting Screen is returned Rekey the COUNTY NUMBER DISTRICT NUMBER LAST NAME and the TYPE entry if necessary at the top of the screen and press ENTER to display the original group of 75 7 When all the quarterly reporting cases for the specified county district and name have been displayed the following message is printed at the bottom of the screen INQUIRY COMPLETE 8 A sample of the COUNTY NUMBER DISTRICT NUMBER and LAST NAME format is displayed below The screen looks like the screen for Case ID inquiry However there are up to 15 cases displayed on each screen Only cases for the specified district and last name are displayed The cases are listed in alphabetical order by the payee s first name EJA933 WORK FIRST TRANSITIONAL QUARTERLY REPORTING FEBRUARY 03 24 2006 COUNTY 00 DISTRICT CASE ID LAST NAME TYPE QR STATUS RPT CASEID DIST COCASE LAST NAME FIRST NAME MI FSIS TYPE C 2 12536812 125 BUCHANAN RACHEL S 1 C 1 28962010 225 BROWN TEDDY R 5 S 2 99901259 225 017045 FRENCH FRIES G 5 C 1 25896413 253 016153 GREENI GRASS L 5 C 2 22220500 225 018156 MIXER BOWL T 5 S 2 23587502 223 016144 PRINCE LUCKY D 5 C 2 23051066 224 014204 SILVERS SLIPPERS 5 C 2 33607095 224 012645 SMITH BOO 5 C 1 22491602 224 014076 WRIGHT COCOA K ENTER UPDA
6. Press PF3 15 to move to the Family Violence Add screen II Individual Profile IP Screen This screen displays the Family Violence Waiver Code Begin and End date for the individual i Change 2 2012 WORK FIRST USER S MANUAL TRACKING FUNCTIONS November 1 2012 EJA067 INDIVIDUAL PROFILE DATE 08 26 2005 ID 123123000M NAME JANE DOE CURRENT IE IVD SANC BEG DTE CROSS REF IDS HIST FROM 08 01 2005 IVD SANC END DTE AUTH FROM 08 01 2005 MRA SANC BEG DTE HIST TO 99 99 9999 MRA SANC END DTE AID PROG AAF WF JOB BONUS BEG MED CLASS C WF JOB BONUS END SSI N MA JOB BONUS BEG CTY 06 MA JOB BONUS END SPECIAL USE PAY TP S STATUS IN CASE R CASE ID 23087249 TEEN PARENT DB PML CD TOT 12 MTHS USED 006 DB PML AMT TOT 24 MTHS USED SPEC COV TOT 60 MTHS USED 007 AMB CAP TOT MTHS XFER IN LIV ARR 10 BENEFIT DIVERSION SPECL NEED FV O BEGINDATE 200508 PCHP IND END DATE 200508 CA HMO PVDR 891118R WF JQ BEGIN DATE AUTOASSGN N WF JQ END DATE PVDR CHG DISABILITY IND DIST gt PVDR L SEL KEY 123123000M MSG INQUIRY IS COMPLETE PF2 INQUIRY MENU PF9 INDV INQUIRY WF1400 04 l Reports Waivers will appear on the Case Management Report 2 months prior to expiration 1 month prior to expiration and current month of expiration with the message FAMILY VIOLENCE WAIVER END MMM with MMM representing the month in which the waiver expires JOB BONUS TRACKING General Information The Job Bonus Tracking Screen is used to track a
7. benefit reporting cases enter T in the TYPE field The transitional cases for the specified county district and last name will be displayed by payee name C To view Work First and transitional reporting cases leave the TYPE field blank The Work First and transitional reporting cases will be displayed alphabetically by payee name Press ENTER If no quarterly reporting cases were selected for the specified county district and last name those fields are highlighted at the top of the screen and the following message is displayed NAME NOT FOUND If cases are found EIS returns the first 75 quarterly reporting cases for the county district and last name keyed in last name and first name sequence Fifteen cases are displayed on each consecutive screen If more than 15 cases are found the following message is displayed at the bottom of the screen MORE DATA AVAILABLE Press the PF8 20 key to move forward one screen at a time through the 75 selected cases When the first 75 have been displayed press PF8 20 to display the first screen of the next 75 cases and so on until all case information for the specified county district and name is displayed WORK FIRST USER S MANUAL Change 2 2006 TRACKING FUNCTIONS April 1 2006 6 Press the PF7 19 key to move back one screen at a time After moving backwards through the 75 cases the following message is displayed INQUIRY COMPLETE Press PF8 20 to view a second group of
8. data displayed is based on the sanction information keyed on the automated budget and the sanction change code processed on the EIS FORM 8125 as follows ACT Activity This field is reserved for state office use only No entry can be made at the county level TYPE Type of sanction MRA Mutual Responsibility Agreement IVD Child Support Enforcement or SUB Substance Abuse CTY County in which the sanction was initiated RSN Two digit sanction change code processed on the EIS FORM 8125 AMT Sanction amount subtracted from the Work First payment The amount may be zero if the sanction is Pay After Performance BEG DT ___ Beginning date of the sanction period ccyymm END DT End date of the sanction period ccyymm For a current sanction this will be displayed as 0000 00 ISS DT The date notice is mailed to family ccyy mm dd UPDT DT The date system posted the sanction information to the Sanction Tracking Screen ccyy mm dd CASE ID_ The Work First case associated with the individual ID and sanction OVR Blank or Y Y is displayed only when an N is keyed on the automated budget under SANCTIONS to indicate do not apply the active sanction WF1400 06 TEEN PARENT TRACKING This screen is used to track the teen parent in a particular case From the EIS Update Menu key TE in the SELECTION field and the teen parent s Individual ID in the KE
9. the following message is displayed COUNTY DISTRICT NOT FOUND If quarterly reporting cases are found EIS returns the first 75 quarterly reporting cases for the county and district keyed in last name first name sequence Fifteen cases are displayed on each consecutive screen If more than 15 cases are found the following message is displayed at the bottom of the screen MORE DATA AVAILABLE Press the PF8 20 key to move forward one screen at a time through the 75 selected cases When the first 75 have been displayed press PF8 20 to display the first screen of the next 75 cases and so on until all case information for the 75 specified county and district is displayed i WORK FIRST USER S MANUAL Change 2 2006 TRACKING FUNCTIONS April 1 2006 6 Press the PF7 19 key to move back one screen at a time After moving backwards through the 75 cases the following message is displayed INQUIRY COMPLETE Press PF8 20 to view a second group of 75 cases The PF7 19 key will not allow user to go back to the original group of 75 Enter QR in SELECTION at the bottom of the screen and press ENTER A blank Quarterly Reporting Screen is returned Rekey the COUNTY NUMBER DISTRICT NUMBER and the TYPE entry if necessary at the top of the screen 7 When all the quarterly reporting cases for the specified county and district have been displayed the following message is printed at the bottom of the screen INQUIRY COMPLETE 8
10. the bottom of the screen Online Job Quit Edits The Job Quit screen displays error messages for the following reasons A CASE ID must be existing Case ID in case database The Case ID entered must be or have been a valid Case ID in EIS B AID CAT must be AAP The Aid Program Category must be AAF PYMT TYPE must be 2 CTY NUM must be the county number in the individual database BEGIN DATE must be valid month year The BEGIN DATE must be in the format of MMCCYY This date can be the ongoing month the current month or a retroactive month F END DATE must be valid month year The END DATE must be in the format of MMCCYY This date must be the BEGIN DATE plus 2 months WF1400 09 DISABILITY TRACKING General Information The Disability Tracking screen is used to track disability information for individuals who are or who have stated that they are disabled This screen displays all disability data for each individual who has been coded disabled in EIS via the DSS 8124 and DSS 8125 The Disability Trackin screen is updated from the direct entry on the screen Use this screen to determine if an individual has been coded disabled and what accommodations are being provided WORK FIRST USER S MANUAL Change 2 2012 TRACKING FUNCTIONS November 1 2012 ll Disability Tracking History Screen Use the following instructions to access the Disability Tracking History screen From the EIS Update Menu ke
11. CTIONS April 1 2006 Inquiry Update of Work First Transitional Quarterly Reporting Screen Use the following instructions to access the Work First Transitional Quarterly Reporting Screens Refer to the Work First User s Manual section 100 02 for instructions to logon to IMS On the EIS Menu screen key QR for Work First Transitional Quarterly Reporting in the SELECTION field Press ENTER The Work First Transitional Quarterly Reporting screen is displayed EJA933 WORK FIRST TRANSITIONAL QUARTERLY REPORTING FEBRUARY 03 24 2006 COUNTY DISTRICT CASE ID LAST NAME TYPE OR STATUS RPT CASE ID DIST CO CASE LAST NAME FIRST NAME MI FSIS TYPE ENTER UPDATE SELECTION PF7 19 KEY PAGE BACK PF8 20 KEY PAGE FORWARD KEY From a blank Work First Transitional Quarterly Reporting Screen use the following instructions to view Work First Transitional case information A Case ID 1 Enter the CASE ID number and press enter The Case inquiry screen appears If the case was not selected for quarterly reporting the CASE ID entered is highlighted and the following message is displayed at the bottom of the screen CASE ID NOT FOUND If the case was selected for quarterly reporting this selection returns the information for the single CASE ID requested INQUIRY COMPLETE is printed at the bottom of the screen A sample of the CASE ID format is displayed below WORK FIRST USER S MANUAL Ch
12. E POSTED ID CAT NUM MM CCYY 12345678 MAF 92 07 2005 00024536 AAF 60 10 2005 MM CCYY 09 2005 12 2005 06 07 2005 09 25 2005 AUTHORIZATION OF NEW JOB BONUS SEL JB KEY 123456789B MSG INQUIRY COMPLETE PRESS ENTER TO UPDATE _ PF2 14 INQUIRY MENU EJA NOTE The NAME is automatically brought forward from the case If history is already posted for the individual this data is displayed If a DSS 8125 is entered but the Job Bonus information was not entered and saved on the Automated Budget this screen will not update and will not display the Job Bonus period Authorization of New Job Bonus Use this option only when a retroactive period is needed per Work First policy rules Enter AID PROGRAM CATEGORY County Number Job Bonus Begin Date Job Bonus End Date and press ENTER The screen immediately updates and displays Job Bonus dates entered Follow the function keys displayed at the bottom of the screen WORK FIRST USER S MANUAL Change 2 2009 TRACKING FUNCTIONS October 1 2009 IV Online Job Bonus Edits The Job Bonus screen displays error messages for the following reasons A CASE ID must be existing Case ID in case database The Case ID entered must be or have been a valid Case ID in EIS B AID CAT must be MAF or AAP The Aid Program Category must be either MAF or AAF C CTY NUM must be the county number in individual database D BEGIN DATE must be valid month year The BEGIN DATE must be in the
13. ENEFIT DIVERSION TRACKING This tracking function shows information concerning the Benefit Diversion received by a family From the EIS Update Menu key BD in the SELECTION field and the caretaker s Individual ID in the KEY field The following screen appears The information on this screen is entered automatically by EIS BENEFIT DIVERSION INQUIRY INDIVIDUAL ID CASE ID NAME DIVERSION AMOUNT DIVERSION APPROVAL CODE APPLICATION DATE DISPOSITION DATE MEDICAID FSIS BEGIN DATE MEDICAID FSIS BEGIN DATE DIVERSION AMOUNT RECOUPED SELECTION KEY The DIVERSION AMOUNT RECOUPED field is the only field that may be updated WF1400 03 WORK FIRST FAMILY VIOLENCE WAIVER TRACKING l General Information TANF regulations require individuals receiving cash assistance to get and keep a job or participate in some type of training or work related activity within a specified number of weeks If an individual has been determined a victim of family violence the individual may be granted a waiver from certain TANF requirements for mandatory Work First recipients The following Family Violence screens have been developed to inquire about or add waiver time periods for an individual who has been granted a waiver due to the presence of violence in their household i WORK FIRST USER S MANUAL Change 2 2009 TRACKING FUNCTIONS October 1 2009 In order for an individual to be granted the Family Violence wai
14. Job Bonus for an individual and or to view the history of individuals that have used the Job Bonus This screen displays all Job Bonus periods for an individual in Work First and or Medicaid The Job Bonus Tracking Screen is created from the saved Automated Budget that contains a 100 Job Bonus period and processed on the DSS 8125 This screen is automatically updated by the system each night or from the direct entry on the screen Use the Job Bonus Tracking Screen to determine if the Job Bonus can be applied The following three situations apply to the Job Bonus Change 2 2005 WORK FIRST USER S MANUAL TRACKING FUNCTIONS September 1 2005 A If no Job Bonus exists then the Job Bonus can be applied to a Medicaid or Work First recipient B If a Medicaid MAF Job Bonus exists then only a Work First Job Bonus can be applied C If a Work First AAF Job Bonus exists then no other Job Bonuses can be applied and the automated budget displays an online message JOB BONUS ALREADY USED FOR THIS INDIVIDUAL Job Bonus History Screen Use the following instructions to access the Job Bonus History screen From the EIS Update Menu key JB in the selection field and the Individual ID in the key field Press ENTER The following screen displays EJA065 ELIGIBILITY INFORMATION SYSTEM FORM 1043602V EJA065S1 JOB BONUS HISTORY DATE 08 06 05 TIME 14 02 36 ID 123456789B NAME IAM C EMPLOYED CASE AID CTY BEGIN DATE END DATE DAT
15. OLENCE INQUIRY screen as well as the INDIVIDUAL PROFILE screen see below i Change 2 2005 WORK FIRST USER S MANUAL TRACKING FUNCTIONS October 1 2005 Warning messages are displayed when the date is not keyed in the correct format or the BEGIN or END date has already been used in another waiver period ENTER also refreshes the screen so additional waiver periods can be entered Press PF2 14 to return to the inquiry menu Press PF3 15 to move to the Family Violence Inquiry screen B Accessing the Family Violence Inquiry Screen From the EIS Inquiry Menu key FV in the SELECTION field and the INDIVIDUAL ID number in the KEY field The following screen appears EJA071 NC DEPT OF HEALTH AND HUMAN SERVICES DATE 08 25 05 ELIGIBILITY INFORMATION SYSTEM TIME 14 04 53 FAMILY VIOLENCE INQUIRY INDIVIDUAL 0000125125P JOE BLUE CODE BEGIN DATE END DATE O 200507 200509 SEL KEY MSG PF2 14 INQUIRY MENU PF7 19 BACK__PF8 20 FORWARD PF3 15 ADD This screen displays Individual ID Name and a history of waiver periods for the Work First individual based on the information keyed through the Family Violence Update Screen Waivers are shown in chronological order with the most recent one listed at the top The screen displays up to ten waivers Press PF2 14 to return to the inquiry menu Press PF7 19 to move back to the first screen If more than ten waivers have been granted press PF8 20 to display the additional waivers
16. T TRANSITIONAL QUARTERLY REPORTING FEBRUARY 03 24 2006 COUNTY 00 DISTRICT CASE ID LAST NAME TYPE QR STATUS RPT CASEID DIST CO CASE LAST NAME FIRST NAME MI FSIS TYPE C 2 12345618 225 BUCHANAN BUCKY S 1 C 1 11235891 225 BURKE DRAKE R 5 S 2 35123111 126 017045 FRYAR TEE 5 C 1 89891205 250 016153 GARY TEENA 5 C 2 78542130 123 012645 STUMP BLUE A 5 ENTER UPDATE PF7 19 KEY PAGE BACK PF8 20 KEY PAGE FORWARD SELECTION KEY INQUIRY COMPLETE i Change 2 2005 WORK FIRST USER S MANUAL TRACKING FUNCTIONS September 1 2005 C County Number and District Number 1 Enter the two digit COUNTY NUMBER and the three digit DISTRICT NUMBER a To view Work First Quarterly reporting cases enter A in the TYPE field The Work First quarterly reporting cases for the specified county and district number will be displayed alphabetically by payee name b To view transitional benefit reporting cases enter T in the TYPE field The transitional benefit cases for the specified county and district number will be displayed alphabetically by payee name C To view Work First and transitional reporting cases leave the TYPE field blank The Work First and transitional reporting cases for the specified county and district number will be displayed alphabetically by payee name If no quarterly reporting cases were selected for the specified county and district the COUNTY NUMBER and DISTRICT NUMBER keyed is highlighted and
17. TE PF7 19 KEY PAGE BACK PF8 20 KEY PAGE FORWARD SELECTION KEY INQUIRY COMPLETE a Change 2 2006 WORK FIRST USER S MANUAL TRACKING FUNCTIONS April 1 2006 Status Codes The following codes may be entered in the STATUS field A C Complete The payee returns a complete Work First quarterly report or transitional benefit report form Incomplete The payee returns an incomplete Work First quarterly report or transitional benefit report form G Good Cause The payee does not return a transitional benefit report but has established good cause M Aid Program Category or Benefit Transfer Pending the Ten Workday Notice Period 1 The Work First payee is issued a timely notice indicating the Work First case will be transferred to Medicaid effective the first day of the next month 2 The transfer may be from Work First to Medicaid MAF MIC or MPW or to Continuation Benefits AAF Payment Type 4 S System Selected EIS selected this Work First or Transitional case for quarterly reporting This code is system generated for all cases but it may be necessary to key an S to correct a miskeyed STATUS CODE T Terminated The Work First or Transitional case was terminated by the caseworker X Transferred The Work First case has transferred to another aid program category or to continuation benefits The transitional case has transferred to another aid program category or to continuation
18. Y field The Teen Parent Data Update screen appears WORK FIRST USER S MANUAL Change 1 2009 TRACKING FUNCTIONS June 1 2009 EJA994 TRACKING DATABASE 08 01 05 EJA994S1 TEEN PARENT DATA UPDATE 14 40 05 CASE ID 00000000 TEEN PARENT NAME DOB 00 00 0000 DEL CHILDS ID CHILDS NAME DATE OF BIRTH 000000000X XXXXXXXXXX X XXXXXXXXXXXXXXX 00 00 0000 000000000X XXXXXXXXXX X XXXXXXXXXXXXXXX 00 00 0000 000000000X XXXXXXXXXX X XXXXXXXXXXXXXXX 00 00 0000 000000000X XXXXXXXXXX X XXXXXXXXXXXXXXX 00 00 0000 000000000X XXXXXXXXXX X XXXXXXXXXXXXXXX 00 00 0000 SELECTION KEY Keying the Teen Parent Data Any data keyed on the screen overwrites the previous data in this tracking function Individuals may be added and deleted from this screen Deleting an individual on this screen does not affect the case data Key all the information on the teen parent s child on this screen After updating the screen Press ENTER to update Press PF5 to start over or Press PF2 to exit this function and return to the EIS Update Menu WF1400 07 WORK FIRST TRANSITIONAL QUARTERLY REPORTING l General Information A The Eligibility Information System EIS automatically produces a Quarterly Work First Eligibility Report DSS 8127 or a Quarterly Transitional Benefit Report DMA 5082 for certain system selected cases EIS automatically selects quarterly reporting cases using the information entered on the DSS 8125 The DSS 8125 must
19. ange 2 2006 TRACKING FUNCTIONS April 1 2006 EJA933 WORK FIRST TRANSITIONAL QUARTERLY REPORTING FEBRUARY 03 24 2006 COUNTY DISTRICT CASE ID 12345678 LAST NAME DOE TYPE OR REPORT STATUS RPT CASE ID DIST CO CASE LAST NAME FIRST NAME MI FSIS TYPE S 2 12345678 101 123456 Doe John S 5 ENTER UPDATE PF7 19 KEY PAGE BACK PF8 20 KEY PAGE FORWARD SELECTION KEY INQUIRY COMPLETE B County Number 1 Enter the two digit COUNTY NUMBER a To view Work First quarterly reporting cases enter A in the TYPE field The Work First quarterly reporting cases for the specified county number will be displayed alphabetically by payee name To view transitional benefit reporting cases enter T in the TYPE field The transitional benefit reporting cases for the specified county number will be displayed alphabetically by payee name To view Work First quarterly reporting and transitional benefit reporting cases leave the TYPE field blank The Work First and transitional benefit reporting cases for the specified county number will be displayed alphabetically by payee name Press ENTER If no quarterly reporting cases were selected for the specified county the COUNTY NUMBER is highlighted and the following message is displayed COUNTY NOT FOUND If cases are found EIS returns the first 75 quarterly reporting cases for the county keyed in last name first name sequence Fifteen cases are displayed on each con
20. be completed accurately and in a timely manner to ensure that quarterly reporting cases are selected correctly The Work First Transitional Quarterly Reporting is generated based on the following criteria Families with earned and unearned income Families whose only income is Social Security will not receive a Work First Transitional Quarterly Report Families with recent work history Two parent families Families that contain a minor parent or a 16 or 17 year old child Families that contain a child ren age 18 who is expected to graduate from high school by the 19 birthday i Change 2 2006 B WORK FIRST USER S MANUAL TRACKING FUNCTIONS April 1 2006 Cases that are selected for Work First Transitional Quarterly reporting are displayed on the screen listed below EJA933 COUNTY SELECTION DISTRICT CASE ID LAST NAME TYPE STATUS RPT CASE ID DIST CO CASE LAST NAME FIRST NAME MI FSIS TYPE ENTER UPDATE PF7 19 KEY PAGE BACK PF8 20 KEY PAGE FORWARD WORK FIRST TRANSITIONAL QUARTERLY REPORTING FEBRUARY 03 24 2006 OR C The Work First Transitional Quarterly Reporting Screens are available in EIS the first workday following the Work First Transitional Reporting Selection Cycle Each selected Work First Transitional reporting case is listed on the screen with a STATUS CODE of S System Selected and a REPORT NUMBER of 1 After the close of business on the deadline estab
21. e 24 60 month time limit the information in the tracking data must be corrected To delete months key D in the field to the left of the erroneous month s Do not remove the Y s in any of the fields Press enter until the message UPDATE COMPLETE is displayed in the bottom left hand side of the screen To correct months key C in the field to the left of the erroneous month s and remove the Y s that are incorrect Press enter until the message UPDATE COMPLETE is displayed in the bottom left hand side of the screen WORK FIRST USER S MANUAL Change 2 2009 TRACKING FUNCTIONS October 1 2009 Adding Months If there are months that are not displayed in which the family was subject to the 24 60 month time limit those months must be entered into the tracking data Key the appropriate month s in CCYYMM format in the NEW ELIGIBILITY field Key a Y in the 24 and or 60 month field to indicate this month was subject to the 24 60 month time limit Future months cannot be entered NOTE Any payment s authorized and issued on the DMA 5022 will not create an automatic update to add and track months on the Eligibility Tracking ET screen The months must be manually entered to add the applicable months to be tracked Transferring in Months Enter the total number of months transferred in from out of state under the XFER IN field To be used only when the family has moved here from out of state DO NOT add these mont
22. e to move to other IMS functions or to move back to the Quarterly Reporting function Work First Quarterly Reporting Register The Work First Quarterly Reporting Register is available in NCXPTR the first workday following the Work First Transitional Quarterly Reporting Selection The report title is DHREJ WF QTRLY REPORTING REG and the report name is WF TRANS QUARTERLY REPORTING REGISTER This register lists all payees mailed a Work First quarterly report or a quarterly transitional benefit report The STATUS CODE for each case is S System Selected and the REPORT NUMBER is 1 or 2 i WORK FIRST USER S MANUAL Change 1 2012 TRACKING FUNCTIONS June 1 2012 X 1 B02 DHREJ WF QTRLY REPORTING 03 07 2006 Index is DISTIXO Command gt Scroll gt FULL WF422 NC DEPARTMENT OF HUMAN RESOURCES PAGE 1 RUN DATE 03 07 2006 ELGIBILITY INFORMATION SYSTEMS RUN TIME 21 22 39 WF TRANS QUARTERLY REPORTING REGISTER AS OF 03 07 2006 CO 00 YANCEY DIST 123 AFDC REPORT MONTH FEBRUARY 1ST DEADLINE 03 06 2006 2ND DEADLINE 03 17 2006 TRANSFER DATE 03 24 2006 RETENTION THREE YEARS OR UNTIL AUDIT CLEARS WHICHEVER OCCURS LATER QR CASE STATUS RPT CASE ID CO CASE LAST NAME FIRST NAME MI FSIS TYPE TYPE S 2 29511360 DOE JANE S 1 1 kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk End of page kkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkkk WF1400 08 JOB QUIT TRACKING l General Information The Job Quit Tracking Screen is used t
23. format of MMCCYY This date can be the ongoing month the current month or a retroactive month E END DATE must be valid month year The END DATE must be in the format of MMCCYY This date must be the BEGIN DATE plus 2 months WF1400 05 WORK FIRST FAMILY ASSISTANCE SANCTION TRACKING This screen is used to view any sanctions imposed on the family as a result of failure to comply with Work First Family Assistance requirements l Accessing the Sanction Inquiry Screen From the EIS Update Menu key SA in the SELECTION field and the caretakers Individual ID in the KEY field Press Enter The Sanction Data Inquiry screen appears EJA993 SANCTION DATA INQUIRY DATE 09 01 09 EJA993S1 TIME 14 29 51 INDIVIDUAL ID 123456789P JANE DOE ACT TYPE CTY RSN AMT BEGDTENDDT ISSDT UPDTDT CASEID OVR SEL SA KEY 123456789P MSG INDIVIDUAL NOT ON SANCTION DATABASE PF2 14 INQUIRY MENU i WORK FIRST USER S MANUAL Change 2 2005 TRACKING FUNCTIONS September 1 2005 If no sanction exists for the individual ID number keyed the screen will appear with message at the bottom of the screen stating MSG INDIVIDUAL NOT ON SANCTION DATABASE To return to the inquiry menu Press PF2 14 Viewing the Sanction Data Screen If a sanction exists for the individual ID the Sanction Data screen appears with the individual ID number and Case head name along with all sanction information relevant to this individual ID The sanction
24. hs to the ET screen by keying them in the NEW ELIGIBILITY field Overrides Y N 24Mth 60Mth o Enter Y to stop the transfer of the case to Medicaid at the end of the 24th or 60th month If blank at the end of the 24th or 60th month on regular run EIS will automatically transfer the case to one month Medicaid If the case has been granted an extension by the county and the 24 and or 60 months have been exhausted a Y must be keyed in the 24 and or 60 month field to allow approval of the case 36 Month End Date o EIS will automatically begin tracking the 36 month off assistance once the 24 month tracking has been reached and there is no Y in the 24 month override field When the first 24 months have been reached the system will replace the Y with 1 If the client re applies after the 36 months of ineligibility the system will automatically replace the first 24 months of Y s with 1 s to indicate that these months were the first 24 months used and the client is eligible for a second 24 months NOTE Press the PF5 key to view another family Key the Individual ID of the caretaker of the next family in the KEY field WORK FIRST USER S MANUAL Change 2 2005 TRACKING FUNCTIONS September 1 2005 VI Work First Extension Policy If a recipient receives a 60 month time limit extension the eligibility tracking screen allows a page three The months are displayed in chronological order WF1400 02 B
25. lished in the Work First Transitional Quarterly Reporting Schedule EIS compares the information on the Quarterly Reporting Screens to the information in the Case Database The Quarterly Reporting Database is then updated before the second quarterly reports and second transitional benefit reports are produced This ensures the information printed on the second report is the most current information available The Work First Transitional Quarterly Reporting Screens are updated in IMS the night the Second Quarterly Report Cycle is run The updated screens are on line in IMS the following workday A REPORT NUMBER of 2 is displayed for each selected Work First quarterly reporting case or transitional case mailed a second report form The Work First Transitional Quarterly Reporting Screen is updated again the night the Work First Transitional Quarterly Reporting Case Termination Cycle is run The updated screens are on line in IMS the following workday A REPORT NUMBER of 3 is displayed for each Work First Transitional reporting case that is transferred by EIS in the transfer cycle The Work First Transitional Quarterly Reporting deadline is set by the Division of Medical Assistance and the Division of Social Services The Work First Transitional Quarterly Reporting schedule is located on the Dear County Director Letters website at http Awww dhhs state nc us dss dcdl i Change 2 2006 WORK FIRST USER S MANUAL TRACKING FUN
26. o track a Job Quit penalty for an individual and or to view the history of individuals who have been put into a Job Quit penalty This screen displays all Job Quit periods for an individual in Work First This screen is updated from the direct entry on the screen Use the Job Quit Tracking Screen to determine if an individual is currently in a Job Quit penalty ll Job Quit Tracking History Screen Use the following instructions to access the Job Quit History screen From the EIS Update Menu key JQ in the selection field and the Individual ID in the key field Press ENTER The following screen displays ELIGIBILITY INFORMATION SYSTEM FORM 1043602V JOB QUIT HISTORY DATE 01182011 TIME 14 02 36 ID 123456789B NAME IAM C EMPLOYED CASE AID CTY BEGINDATE END DATE DATE POSTED ID CAT NUM MM CCYY MM CCYY 00024536 AAF 60 01 2011 03 2011 01 18 2011 AUTHORIZATION OF NEW JOB QUIT SEL JQ KEY 123456789B MSG INQUIRY COMPLETE PRESS ENTER TO UPDATE _ PF2 14 INQUIRY MENU EJA WORK FIRST USER S MANUAL Change 2 2012 TRACKING FUNCTIONS November 1 2012 NOTE The NAME is automatically brought forward from the case If history is already posted for the individual this data is displayed Authorization of New Job Bonus Enter AID PROGRAM CATEGORY County Number Job Quit Begin Date Job Quit End Date and press ENTER The screen immediately updates and displays Job Quit dates entered Follow the function keys displayed at
27. secutive screen If more than 15 cases are found the following message is displayed at the bottom of the screen MORE DATA AVAILABLE WORK FIRST USER S MANUAL Change 2 2006 TRACKING FUNCTIONS April 1 2006 5 Press the PF8 20 key to move forward one screen at a time through the 75 selected cases When the first 75 cases have been displayed press PF8 20 to display the first screen of the next 75 cases and so on until all case information for the specified county is displayed 6 Press the PF7 19 key to move back one screen at a time After moving backwards through the 75 cases the following message is displayed INQUIRY COMPLETE Press PF8 20 to view a second group of 75 cases The PF7 19 key will not allow user to go back to the original group of 75 Enter QR in SELECTION at the bottom of the screen and press ENTER A blank Quarterly Reporting Screen is returned Rekey the COUNTY NUMBER and the TYPE entry if necessary at the top of the screen and press ENTER to display the original group of 75 7 When all the quarterly reporting cases for the specified county have been displayed the following message is printed at the bottom of the screen INQUIRY COMPLETE 8 A sample of the COUNTY NUMBER format is displayed below The screen looks like the screen for Case ID inquiry However there are up to 15 cases displayed on each screen The cases are listed in alphabetical order by payee name EJA933 WORK FIRS
28. ver the individual must have a family status code of I P or S The waiver period can be 1 6 months Additional waiver periods can be granted following another assessment The Work First case must be active for the time period a waiver is granted Dates entered for waivers can be past present or future months Dates must be keyed in CCYYMM format Dates prior to November 1999 cannot be entered While in effect the waiver will also be displayed on the Individual Profile screen Once a waiver is entered it cannot be changed or deleted A Accessing the Family Violence Update Screen From the EIS Update Menu key FA in the SELECTION field and the INDIVIDUAL ID number in the KEY field The following screen appears EJA071 NC DEPT OF HEALTH AND HUMAN SERVICES DATE 08 25 05 ELIGIBILITY INFORMATION SYSTEM TIME 11 23 18 FAMILY VIOLENCE ADD OPTION INDIVIDUAL 121200010Q TEST DOE CODE BEGIN DATE CCYYMM END DATE CCYYMM O 200508 200508 SEL KEY MSG PF2 14 INQUIRY MENU PF3 15 FAMILY VIOLENCE INQUIRY To add indicate the type of requirement to be waived with Begin End date the following codes may be entered in the CODE field 1 W to indicate waiver is due to Work 2 O to indicate waiver is due to Other 3 The Begin and End date must be entered as CCYYMM Press ENTER The message ADD COMPLETE PRESS ENTER TO REFRESH SCREEN is displayed This updates both the FAMILY VI
29. y DT in the selection field and the Individual ID in the key field Press ENTER The following screen displays EJA031 DISABILITY TRACKING SCREEN FORM EJA031S1 ELIGIBILITY INFORMATION SYSTEM LAST CHNG ID NAME ASSESSMENT Y N P DATE MMDDCCYY FORMAL COMPLETED REASONABLE ACCOM REQUESTED FORMAL DECLINED REASONABLE ACCOMMODATION PROVIDED INFORMAL COMPLETED ASSISTIVE DEVICE INFORMAL DECLINED INTERPRETER TRANSPORTATION DISABILITY HOME VISIT 01 Y N CHANGE OF APPOINTMENT 02 Y N MODIFICATION OF WORK ACTIV 03 Y N INFORMATION IN BRAILLE 04 Y N INFORMATION IN LARGE PRINT 05 Y N OTHER 06 Y N REASONABLE ACCOM DECLINED SEL DT KEY MSG PLEASE ENTER INDIVIDUAL ID IN KEY FIELD PF1 13 MAIN MENU_PF2 14 8124 CONT PF3 15 CLEAR NOTE _ The NAME is automatically brought forward from the case If data has already been entered for the individual this data is displayed Hil Online Disability Tracking Edits The Disability Tracking screen displays error messages for the following reasons A Disability Tracking must be keyed for all AAF cases If the category of assistance CAT is not AAF EIS will display the message AID PRGM CAT MUST BE AAF B Either a Y or N must be entered in the Disability D field for each individual age 18 or older before the DSS 8124 will process If the D field is blank the error message DIS FIELD MUST BE Y or N will appear i WORK FIRST USER
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