common-place handbook ievs unit workflows 63. … · (ae or ihe) on assignment tally. • completes...

Common-Place Handbook page 63-1IEVS Unit Workflows

63. IEVS Unit Workflows

63.1 Overview

The Income and Eligibility Verification System (IEVS) IEVS Unit is one of the specialized units under the Administrative Support Bureau (ASB). The IEVS Eligibility Examiners (EEs) are responsible to determine and compute the overpayment from the following:

• Integrated Fraud Detection (IFD)/Earning Clearance System (ECS) Match• Asset Match - Franchise Tax Board (FTB)• Asset Match - Internal Revenue Service (IRS)• Beneficiary Earnings Exchange Record (BEER)• General Fraud referrals from the Special Investigations Unit (SIU)• Intentional Program Violation (IPV) referrals from SIU• In-Home Supportive Services (IHSS) Provider List

The EEs are also responsible to gather data for Child Support Defaults and Trial cases.

This Chapter discusses the workflow that applies to the IEVS Unit only.

63.2 IFD 440 CalWIN Interface Quarterly Report Review

The Interfaces Quarterly IFD 440 reports are generated on-line through CalWIN. This subsection outlines the process when the IFD 440 is received by the IEVS Unit. Some of the terminologies include:

• Discrepant (D) - Client did not report the earnings reported on the IFD 440 and Eligibility Worker (EW) has not recorded the earnings in CalWIN.

• No Discrepancy (ND) - Client reported the earnings reported on the IFD 440 and EW has completed the processing of the earnings.

Update # 2012-32 Revised: 10/10/12

2 Common-Place HandbookIEVS Unit Workflows

• Discrepant/Completed (DC) - Client did not (timely) report the earnings reported on the IFD 440 and EW has processed the earnings and established overpayment. For these instances, the IEVS Verification Desk opens the case to enter the information in the IEVS Application and closes it right after.

Step Who Tasks

1. State Sends email notification that IFD 440 is ready for viewing.

2. Information Systems

• Extracts the IFD 440 reports and applies filter(s) to develop a list of cases for EE review.

• Reformats listing for distribution to IEVS distribution list and upload to IEVS Application.

• Forwards to Management Analyst.

3. Management Analyst

• Receives listing.

• Creates listing assignment for EEs (divide evenly among all EEs).

• Uploads to the ASB IEVS folder in the S drive and emails EEs (copying IEVS Supervisor and Lead) of listing availability and reading due date.

• Forwards listing with EE assignments to IS.

4. Information Systems

• Uploads assignments to IEVS application.

Revised: 10/10/12 Update # 2012-32


5. Eligibility Examiner (EE)

• Receives notification of assignment listing.

• Reviews cases and determines if D, ND or DC.

• Indicates status in CalWIN & assignment tally.

If... Then EE...

D, Documents the following in the Maintain Case Comments window in CalWIN:

• Calendar quarter being reviewed,• Reason for potential discrepancy, and• Other quarters open for review, if any.

ND, • Updates Create IEVS IFD Response Document in CalWIN.

• Documents actions in the Maintain Case Comments window in CalWIN.

DC, • Updates Create IEVS IFD Response Document in CalWIN.

• Notes OP amount, time period and type of OP (AE or IHE) on assignment tally.

• Completes the "IEVS Communication” (SCD 1604) if the benefits case is active and OP is due to Administrative Error.

• Emails soft copy of completed readings to EE Lead, Supervisor and IEVS Verification Desk on a daily basis.

6. EE Lead • Monitors and ensures daily readings are forwarded to IEVS Verification Desk.

Step Who Tasks

Update # 2012-32 Revised: 10/10/12


7. IEVS Verification Desk

• Receives tally and enters information of D and DC cases into IEVS Application. NOTE: For DC cases, opens the case to enter the information in the IEVS Application and closes it right after.

• Generates "Client Letters" in the IEVS Application for D cases and mails to clients. REMINDER: "Client Letters" must be mailed to the client within 45 days from the Run Date.

• Prints IEVS Application screen and forwards it to the appropriate EE when IEVS case is open and assigned.

• Creates IEVS working folder and assigns to DJ51; or, for existing unassigned cases, pulls case folder from DE3C and transfers to DJ51. DE3C - Cases that are ready for assignment, which resides at Assignment Desk. DJ51 - Cases with pending verifications from clients or employers, which resides at Verification Desk.

• Requests employer verification from the Online Work Number.

1-11 working

days

• Monitors "Client Letters."

If client... Then...

• Returns "Client Letter" with complete verifications,

• Enters receipt in the IEVS Application.

• Files letter and verification in the IEVS working folder.

• Waits for Employer Letter.

• Returns "Client Letter" but (more) verification is needed, or

• Did not return "Client Letter,"

Generates "Employer Letter" in the IEVS Application and mails to employer(s).

NOTE: The "Employer Letter" is automatically generated in the IEVS Application on the 11th working day following the "Client Letter."

Step Who Tasks

Revised: 10/10/12 Update # 2012-32


12-23 working

days

• Monitors "Employer Letters" when applicable.

If employer... Then...

• Returns "Employer Letter" with complete verifications,



• Assigns IEVS case to DE3C.

• Returns "Employer Letter" but (more) verification is needed, or

• Did not return "Employer Letter,"

Generates "SIU Letter" in the IEVS Application and mails to employer(s).

NOTE: The "SIU Letter" is automatically generated in the IEVS Application on the 12th day following the "Employer Letter" if receipt of the "Employer Letter" is not entered in the IEVS Application.

24-33 working

days

• Monitors "SIU Letters" when applicable. Responses to the "SIU Letters" are due within 10 days.


• Returns "SIU Letter" with complete verifications,




• Returns "SIU Letter" but (more) verification is needed, or

• Did not return "SIU Letter,"

Mails "2nd/FInal SIU Letter" to the employer(s).

Step Who Tasks

Update # 2012-32 Revised: 10/10/12


34-43 working

days

• Monitors "2nd/Final SIU Letters" when applicable. Response to the "2nd/Final SIU Letters" are due within 10 days.


• Returns "2nd/Final SIU Letter" with complete verifications,




• Returns "2nd/Final SIU Letter" but (more) verification is needed, or

• Did not return "2nd/Final SIU Letter,"

Assigns case to EE Lead as a "Verification Desk Closing."

8. IEVS Assignment Desk

• Transfers DE3C cases to available EEs.

• Enters assignment in the IEVS Application.

9. EE • Receives IEVS case from Assignment Desk.

• Follows Benefit Calculation Process. [See “Benefit Calculation Process,” page 63-7.]

10. EE Lead • Reviews cases under “Verification Desk Closing.”

• Approves/ Denies "Verification Desk Closing."

• Completes an SCD 1604 and makes Fraud referral to SIU for Approved "Verification Desk Closing" with Active benefits case. [Refer to “Sending IEVS Communication to DO,” page 63-23 for details.]

• Forwards decision to IEVS Verification Desk for action.


• Receives list of cases approved/denied for "Verification Desk Closing."

• Closes cases approved for closing by EE Lead in the IEVS Application.

• Transfers cases denied for closing to DE3C or follow instructions of EE Lead, whichever is applicable.

Step Who Tasks

Revised: 10/10/12 Update # 2012-32


63.3 Benefit Calculation Process

The following is the Overpayment (OP) computation chart to be processed by the EE or EW:

If... And... Then...

Pre-CalWIN cases, regardless of Program or case status,

Either Client or Administrative Error, IEVS EE will compute the OP.

Post CalWIN “Open” case status,

Cash Aid and/or CalFresh program is “Open” with Administrative Error,

District office case carrying EW will compute the OP.

Cash and/or CalFresh program is “Open” with Client Error,

IEVS EE will compute the OP.

Only Medi-Cal program is currently “Open” with Client or Administrative Error,

IEVS EE will compute the OP.

Post CalWIN “Closed” case status,

Either Client or Administrative Error, IEVS EE will compute the OP.

The table below outlines the steps when calculating OP:

Step Who Tasks

1. EE • Receives IEVS case from IEVS Assignment Desk.

• Within 3 days of receipt, re-reviews IEVS case for:

- Validity- Required additional verifications- Link to existing benefit case

Update # 2012-32 Revised: 10/10/12


1.

cont.

Validity of Opening

IEVS Case

• Conducts re-review to assess validity of opening an IEVS case

If opening an IEVS case is... Then...

• Valid, Continues with processing the OP.

• Not valid, • Documents closing of case in the Weekly Tally using appropriate closing code.

• Submits IEVS working folder to IEVS Supervisor/EE Lead for review.

Additional Verifications

• Determines if additional verifications are needed.

If required verification(s) is... Then EE...

From the same employer and contact information is available,

Attempts to obtain necessary information from employer(s) within 5 working days.

From same employer but contact information is NOT available,

Returns working folder to IEVS Verification Desk to assist in requesting additional verification(s).

NOT from the same employer,


REMINDER: If required verification(s) is not received within 10 days, the working folder must be submitted to the EE Lead for assessment.

Step Who Tasks

Revised: 10/10/12 Update # 2012-32


1.

cont.

Link to a benefit case

• Determines, based on the benefit case, if IEVS case will be ready for computation.

If benefit case... Then EE...

Has a pending status, Gives IEVS working folder to Compliance Desk (DJCD) for monitoring. [Refer to “Sending IEVS Communication to DO,” page 63-23 for details.]

Has pending tasks (TMT or BSC),

Continue with next steps. Once ready to process case in CalWIN, follows “Case Assignment with Active Benefit Case,” page 63-25.

Has NO pending tasks (TMT or BSC),

Continue with next steps.

2. EE Lead • Reviews cases with missing verification if available information is adequate for computation.

If available information is... Then EE Lead...

Adequate for computation, Returns working folder to EE and instructs him/her to begin OP computation.

Not adequate for computation,



For new employers, enters employer information in the IEVS Application and follow Employer Verification process. [Refer to Step 7 of “IFD 440 CalWIN Interface Quarterly Report Review,” page 63-1.]

4. EE Lead • Reviews case under “Verification Desk Closing.”

• Approves/ Denies "Verification Desk Closing."

• Emails decision to IEVS Verification Desk for action.

Step Who Tasks

Update # 2012-32 Revised: 10/10/12


5. EE • Once required verifications are received, begins OP computation either manually or in CalWIN. [Refer to “Holding Tank Criteria” in the S drive for guidelines] NOTE: Case assignment under Compliance Desk Process must be followed before computing and recording OP in CalWIN. [Refer to “Case Assignment with Active Benefit Case,” page 63-25.]

• Records manually-computed overpayments (OPs) in Non-System Determined Claim window or establishes OP in CalWIN. NOTE: In order for the OP claim to be captured on the IEVS Management Report (DPA 482), the EE MUST select IEVS-IFD Reports from the Discovery Source drop down field in the Create/Revise Non-System Determined Claim window.

• Documents case completion in the Weekly Tally and CalWIN.

• Completes "Overpayment Worksheet" (SCD 11).

• Refers case to SIU via CalWIN.

If OP amount is... Then...

• $5,000 or over, Submits working folder to IEVS Supervisor for review.

• Under $5,000, Submits IEVS working folder to clerical for scanning in IDM.

6. IEVS Supervisor

• Reviews Weekly Tally and validates closing.

• Conducts bi-weekly huddles with EEs.

• Submits IEVS working folder to clerical for scanning in IDM.

• Sends Weekly Tally to IEVS Verification Desk for action.


Updates case information in the IEVS Application.

Step Who Tasks

Revised: 10/10/12 Update # 2012-32


63.4 Beneficiary Earnings Exchange Record (BEER) Internal Revenue Service (IRS) Asset Match Franchise Tax Board (FTB) Asset Match

This subsection outlines the processes when records are received from the Internal Revenue Services (IRS) and Franchise Tax Board (FTB).

Reminder:The BEER and IRS Asset Match records utilize federal wage and benefit information. Accessing federal wage and benefit information requires adherence to federal data security guidelines. EEs must ensure that the processes outlined in Santa Clara’s Safeguard Activity Report are being followed when a BEER or IRS Asset Match case is received.

Step Who Tasks

1. State/Feds • Forwards hard copies of the BEER/IRS Asset Match/FTB Asset Match abstracts with rosters.

2. IEVS Supervisor

• Receives BEER/IRS Asset Match/FTB Asset Match from State/Feds.

• Sends acknowledgment to the State/Feds within 24 hours of receipt.

• Forwards BEER/IRS Asset Match/FTB Asset Match abstracts to IEVS Assignment Desk.

Update # 2012-32 Revised: 10/10/12



• IDs the case if open in IEVS Application system.

• Checks the IEVS Application to see if any of the Requests already exist or have a companion case.

If case is... Then...

Open in IEVS Application, case is assigned to an EE, and period overlaps,

• Enters a new case record in IEVS Application.

• Forwards abstract to EE.

Open in IEVS Application and is pending assignment (DE3C),

• Enters a new case record in IEVS Application.

• Files abstract in the case and assign to available EE.

Open in IEVS Application and has pending verification (DJ51),

Notates on abstract and forwards to EE Lead for triage.

Closed or does not exist in the IEVS Application,

• Distributes abstracts equally to EEs for reading (D/ND/DC) with the due date.

• Monitors completion and advises EE Supervisor when appropriate.

• Enters the EE assignment on the BEER/IRS Asset Match/FTB Asset Match Case Roster.

REMINDER: BEER/IRS Asset Match/FTB Asset Match abstracts and rosters must be kept in a locked drawer at all times when not being worked on.

Step Who Tasks

Revised: 10/10/12 Update # 2012-32


4. EE • Receives abstract.

• Reviews cases and determines if D, ND or DC. Determines if earnings/assets are reported and entered in CalWIN.


Active and discrepancy exists,

• Complete SCD 1604 so EW can determine if earnings/assets must be recorded in CalWIN for current and future benefit eligibility. [Refer to “Sending IEVS Communication to DO,” page 63-23 for details.]

• Complete "BEER 1st Client Letter" or "FTB/IRS 1st Client Letter,” which can be found in the S drive, indicating the name and type of unreported earnings or assets, appropriate tax year and 10-day due date. REMINDER: The Client Letter must be sent to the client within 45 days from the Run Date.

• Forwards abstract, Client Letter and SCD 1604 to Assignment Desk to follow next steps.

Inactive and discrepancy exists,

• Complete “BEER 1st Client Letter” or “FTB/IRS 1st Client Letter,” which can be found in the S drive, indicating the name and type of unreported earnings or assets, and appropriate tax year.

• Forwards abstract and Client Letter to Assignment Desk to follow next steps.

ND (No discrepancy exists),

Forwards to Assignment Desk to file abstract in a secured cabinet in a locked room.

DC (Discrepant/Completed),

Forwards to Assignment Desk to file abstract in a secured cabinet in a locked room.

Step Who Tasks

Update # 2012-32 Revised: 10/10/12


EE

cont.

• Notates findings on the abstract.



• Receives abstracts and, if applicable, SCD 1604 or Client Letter from EE.

• Enters information (Open/Close) in BEER/IRS Asset Match/FTB Asset Match Case Roster and files it in the locked cabinet in a locked room.


D (Discrepant), • Opens case in the IEVS Application by entering data on the following fields:

- Last Name- First Name- Case Number- Referral Type (FTB, BEER, or

IRS)- Open Date- Language- EW #- CalWIN Case Status- IEVS Case Status- Food Stamps- Assigned EE- Assigned Date- Reassigned EE- Reassigned Date- Comments (Indicate Run Date and

Wage/Tax Year)

• Creates IEVS Working folders, which contains abstract, Client Letter and, if applicable, SCD 1604 and forwards to Confidential Verification Desk.

ND (No discrepancy exists), and

DC (Discrepant/Completed),

Files abstracts in a secured cabinet in a locked room.


Step Who Tasks

Revised: 10/10/12 Update # 2012-32


6. Confidential Verification Desk

• Receives IEVS working folders from IEVS Assignment Desk.

• Follows “Sending IEVS Communication to DO,” page 63-23 for cases with SCD 1604.

• Requests employer verification from the Online Work Number.

1-10 days

• Monitors “BEER 1st Client Letter” or “FTB/IRS 1st Client Letter” located in the S Drive.


• Returns "Client Letter" with complete verifications,



• Forwards working folder to IEVS Assignment Desk for assignment.



• Generates “BEER 2nd Client Letter” or “FTB/IRS 2nd Client Letter” located in the S Drive.

11-20 days

• Monitors “BEER 2nd Client Letter” or “FTB/IRS 2nd Client Letter” located in the S Drive.


• Returns “2nd Client Letter” with complete verifications,



• Forwards working folder to IEVS Assignment Desk for assignment.



Assigns case to EE Lead as a “Confidential Verification Desk Closing.”


Step Who Tasks

Update # 2012-32 Revised: 10/10/12



Assigns IEVS working folders to EE via round robin assignment.

8. EE • Receives IEVS case from Assignment Desk.

• Follows Benefit Calculation Process. [See “Benefit Calculation Process,” page 63-7.]

• Once complete, IEVS Supervisor will separate documents to be IDM’d or to be filed in a secured cabinet in a locked room.


9. EE Lead • Reviews cases under “Confidential Verification Desk Closing.”

• Approves/ Denies "Confidential Verification Desk Closing.”

• Completes an SCD 1604 and makes Fraud referral to SIU for Approved "Verification Desk Closing" with Active benefits case. [Refer to “Sending IEVS Communication to DO,” page 63-23 for details.]

• Forwards decision to Confidential Verification Desk for action.

10. Confidential Verification Desk

• Receives list of cases approved/denied for “Confidential Verification Desk Closing.”

• Closes cases approved for closing by EE Lead in the IEVS Application and files in a secured cabinet in a locked room.

• Forwards cases denied for closing to IEVS Assignment Desk for round robin assignment or follow instructions of EE Lead, whichever is applicable.

Step Who Tasks

Revised: 10/10/12 Update # 2012-32


63.5 Intentional Program Violation

This subsection outlines the processes when Intentional Program Violation (IPV) referrals are received from SIU.

Step Who Tasks

1. SIU • Emails IPV referral to IEVS Verification Desk inbox.


• Receives IPV referral from SIU, prints and date stamps referral.

• Creates working folder and forwards to Assignment Desk.


• Receives working folder from IEVS Verification Desk.

• Assigns case to EE via round robin assignment.

• Enters referral in IEVS Application.

Update # 2012-32 Revised: 10/10/12


4. EE • Receives IPV case folder from Assignment Desk.

• Review case in CalWIN and assesses if OP calculation applies.

• Notates receipt of IPV referral and review in Maintain Case Comments window under Sanction/Penalty type.

• Reviews the IPV Online Automation System for prior convictions. Add convictions, if any. NOTE: The maximum conviction is three (3). Once a person hits his/her 3rd conviction, he/she is permanently disqualified from the program.

• Reviews VACS if there is an OP balance.

• Reviews IDM for supporting documents.

• Requests from Clerical prior case volumes if applicable.

• If claim is active or open, change OP type to IPV.

• Applies IPV sanction in CalWIN. REMINDER: For CalWORKs cases, sanction must only be applied if the case is active. NOTE: A Case Alert will be generated when client reapplies for CalWORKs. At which time, District Office EW will apply the IPV sanction for CalWORKs and mail the appropriate Notice of Action.

• Establishes and computes Administrative OP in CalWIN if OP occurred because of a late application of IPV sanction. NOTE: Case assignment under Compliance Desk Process must be followed before computing and recording OP in CalWIN.

• Documents actions in the Maintain Case Comments window in CalWIN under Sanction/Penalty type.

• Completes applicable forms and send NOAs.

• Forwards case documents to Recovery and Legal and SIU.

• Submits case documents to Clerical for IDM scanning.

REMINDER: IPVs must be processed within 45 days from the date SIU sent the referral IEVS in order to comply with State guidelines.

5. Clerical • Receives case documents from EE.

• Prepares documents for scanning.

• Scans documents into IDM.

• Destroys documents.

Step Who Tasks

Revised: 10/10/12 Update # 2012-32


63.6 General Fraud

This subsection outlines the processes when General Fraud referrals are received from SIU.

Reminder:General Frauds must be completed within 30 days from the date referral was received from SIU.

Step Who Tasks

1. SIU • Determines General Fraud and refers to IEVS.

• Hand delivers referral to EE Lead/Supervisor.

2. EE Lead/ Supervisor

• Date stamps referral documents.

• Reviews case referral if ready to be computed.

If referral is... Then...

Complete, Forwards to Assignment Desk for assignment.

Incomplete, Forwards to SIU for additional information.

3. Assignment Desk


• Enters referral in IEVS Application with assigned EE.

• Creates working folder and forwards to EE.

• Requests prior volumes, if applicable.

Update # 2012-32 Revised: 10/10/12


4. EE • Receives case folder from IEVS Verification Desk.

• Reviews case in CalWIN and assesses if OP calculation applies.

• Begins OP computation either manually or in CalWIN. [Refer to “Holding Tank Criteria” in the S drive for guidelines] NOTE: Case assignment under Compliance Desk Process must be followed before computing and recording OP in CalWIN.

• Records manually-computed OPs in Non-System Determined Claim window or establishes OP in CalWIN.

• Documents actions in the Maintain Case Comments window in CalWIN.

• Completes applicable forms and NOAs.

• Submits case with the forms/NOAs to IEVS Supervisor for review.

5. IEVS Supervisor

• Reviews case for correctness.

• Mails forms/NOAs to client.


6. Clerical • Receives case documents from IEVS Supervisor.


• Scans appropriate documents into IDM.

• Forwards documents to SIU.

Step Who Tasks

Revised: 10/10/12 Update # 2012-32


63.7 Child Support Default and Trial Referrals

This subsection outlines the processes when requests are received from the Department of Child Support Services (DCSS).

Step Who Tasks

1. DCSS Faxes Child Support Default/Trial Requests to IEVS

2. Clerical • Receives the Child Support Default and the Trial Requests and date stamps documents.

• Within 24 hours of receipt, sorts and files the Requests according to Court or the Hearing date and urgency.

• Checks the IEVS Application to see if any of the Requests already exist.

If... Then...

Request exists, Updates any pertinent information.

Request does not exist, • Enters request in the IEVS Application.

• Ensures that the Trial or the Hearing date is correct.

• Checks CalWIN to find all companion cases (DEBS and Foster Care).

• Requests physical case when applicable.

• Forwards to Assignment Desk for case assignment

REMINDER: This process must be completed on a daily basis. Requests are time sensitive and must be processed at least five (5) days prior to a Trial or Hearing Date.

3. Assignment Desk


• Enters referral in IEVS Application with the EE assignment.

• Enters assignment information in the “Default Trial Log”.

REMINDER: This process must be completed on a daily basis. Requests are time sensitive and must be processed at least five (5) days prior to a Trial or Hearing Date.

Update # 2012-32 Revised: 10/10/12


63.8 In-Home Support Services

This subsection outlines the processes when an Individual Provider (IP) list is received from the Council on Aging Public Authority Services Division.

4. Eligibility Examiner

• Receives IEVS case from Clerical.

• Within 24 hours of receipt, reviews case to determine priority.

• Contacts DCSS if extension is required.

• Completes the Aid Period Worksheet, affidavit attachment and court letter.

• Creates packets for DCSS and IDM.

• Forwards required documents (i.e., Child Support Affidavit) to DCSS.


5. Clerical • Receives case documents from EE.


• Scans documents into IDM.

• Destroys documents when applicable.

Step Who Tasks

1. Council on Aging Public Authority Services Division

Sends raw data of IHSS Providers to IHSS.

2. IHSS Receives listing and forwards to DSR to match providers with active CalWIN cases.

3. DSR • Compiles list of IHSS Providers that are active in CalWIN.

• Forwards listing (DEBS 1518) to IEVS OMC, Clerical Lead and Compliance Desk.

Step Who Tasks

Revised: 10/10/12 Update # 2012-32


63.9 Compliance Desk Process

This subsection outlines the processes when an IEVS case involves a benefit case that is active in the District Offices (DO).

63.9.1 Sending IEVS Communication to DO

The process below must be followed when it is determined that the “IEVS Communication” (SCD 1604) must be sent to the appropriate EW:

4. IEVS Compliance Desk

• Receives the DEBS 1518 listing.

• Enters into the SCD 1604 log.

• Completes and sends SCD 1604 following Compliance Desk process.

5. EW • Receives TMT request and takes appropriate actions on the case.

• Prints SCD 1604.

• Notes actions on the SCD 1604.

• Returns to IEVS Verification Desk inbox (email or pony).

6. IEVS Compliance Desk

• Reviews EW actions and updates SCD 1604 Log.

• Forwards SCD 1604 Log to QA for targeted OP review.

Step Who Tasks

1. EE/ EE Lead/ IEVS Supervisor/ IEVS Verification Desk

• Determines that IEVS case is linked to an active/pending benefit case and action must be taken on the client’s benefits.

• IDs the active/pending benfits case in CalWIN and completes the SCD 1604.

• Forwards the completed SCD 1604 to Compliance Desk/ Confidential Compliance Desk.

Step Who Tasks

Update # 2012-32 Revised: 10/10/12


2. Compliance Desk/ Confidential Compliance Desk

• Completes and/or snap scans the SCD 1604.

If benefit case is assigned to... Then...

BSC, • Forwards to SCD 1604 with instructions to Unit Supervisor and cc BSC IEVS Liaison, if benefit case is assigned.

• Forwards to SCD 1604 with instructions to BSC IEVS Liaison, if benefit case is NOT assigned.

CCS Offices, Creates Urgent TMT request and attaches the SCD 1604 with instructions.

3. District Office • Assigns task to the appropriate EW via TMT or email.

• EW completes task.

• Notes actions in SCD 1604 and scans into IDM.

• Sends the SCD 1604 via email to IEVS Verification Desk inbox.

4. Compliance Desk

• Receives email from EW or BSC Liaison.

• Sends SCD 1604 to EE Lead or assigned EE for validation that task has been completed.

5. EE Lead • Validates that required task has been completed and inform appropriate IEVS staff, if applicable.

• If task is incomplete, returns SCD 1604 to Compliance Desk.

6. Compliance Desk

• Forwards incomplete or pending SCD 1604s to EW and EW Supervisor who are responsible for that request/task and copy ASB Liaisons for follow-up.

Step Who Tasks

Revised: 10/10/12 Update # 2012-32


63.9.2 Case Assignment with Active Benefit Case

The steps below must be followed when a benefit case is active and the EE must work on the case in CalWIN.

Reminder:This process must be followed BEFORE the EE works a case in CalWIN.

Step Who Tasks

1. EE • Determines that IEVS case is linked to an active benefit case and actions must be taken in CalWIN (e.g., OP computation or IPV sanction application).

• Once ready to take action on the case, requests to have a Caseload ID change.


• Receives request to change Caseload ID to EE.

• For CCS cases, reviews TMT to determine if active assignments are present. For cases in BSC, emails BSC Liaison to request change of Caseload ID.

If benefit case... Then...

Has pending tasks (TMT or BSC),

Forwards case to Compliance Desk.

Has NO pending tasks (TMT or BSC)

Changes Caseload ID to EE.

3. Compliance Desk

• Receives case from Assignment Desk.

• Follows “Sending IEVS Communication to DO,” page 63-23 process.

• Once EE validates that all pending tasks have been completed by DO, asks Assignment Desk to change caseload ID to EE.

4. EE • Completes required actions in CalWIN.

• Requests to change Caseload ID back to the DO.


Changes Caseload ID from EE to the appropriate DO’s Caseload ID.

REMINDER: It is very important to change the Caseload ID back to the DO immediately after the EE completes his/her actions in CalWIN.

Update # 2012-32 Revised: 10/10/12


Revised: 10/10/12 Update # 2012-32