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NC DEPARTMENT OF HEALTH AND HUMAN SERVICES EIS MANUAL
ELIGIBILITY INFORMATION SYSTEM EIS 3452
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AID PROGRAM/CATEGORY TRANSFERS TO SPECIAL ASSISTANCE PROGRAMS
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EIS 3452 – AID PROGRAM/CATEGORY TRANSFERS TO SPECIAL ASSISTANCE PROGRAMS
I. AUTOMATED TRANSFER
II. MANUAL TRANSFER
III. COMPLETING THE DSS-8125
IV. SUBMIT THE DSS-8125 TO DATA ENTRY FOR KEYING.
V. OUTPUTS
TRANSFERRING FROM S-AD TO S-AA
REISSUED 10/01/09 - CHANGE NO. 01-10
I. AUTOMATED TRANSFER
When an individual receiving S-AD turns 65, EIS automatically transfers the individual to S-AA if the case has an RSDI claim number and is not grandfathered.
II. MANUAL TRANSFER
If the S-AD case is in grandfathered status and does not contain an essential spouse, EIS does not perform the transfer. In this situation, a message is printed on the Case Management Report. Review the case following current Special Assistance eligibility policy. If the individual remains eligible for regular SAA, terminate the grandfathered S-AD case, and key an administrative new application.
If the S-AD case does not have an RSDI claim number, EIS does not automatically transfer the case. A message is printed on the Case Management Report telling you there was no transfer as there is no claim number. You must obtain the claim number or assure the recipient applies for one. If there is no claim number, manually transfer the case.
No other actions may be taken on the S-AD case if the recipient is 65 or older and remains an S-AD case. The system does not allow any changes if the case remains open.
To perform a transfer from S-AD to S-AA, the individual in the case must be at least 65 years old as of the month of the transfer.
NOTE: EIS DOES NOT GENERATE AN AUTOMATED NOTICE FOR SA TRANSFERS.
III. COMPLETING THE DSS-8125
A. Use the following instructions to complete the DSS-8125. Use the current Case Profile to determine what case and/or individual data must be changed to support the transfer from S-AD to S-AA. If a numeric field requires less digits than spaces available, precede with zeroes.
B. Enter the following required information to perform the aid program/category transfer.
1. Enter the CASEHEAD/PAYEE NAME at the top of the form for filing purposes.
2. Enter the COUNTY NAME.
3. Enter the CASE ID from the Case Profile.
4. Enter your WORKER NUMBER.
REISSUED 10/01/09 - CHANGE NO. 01-10
III. B. (CONT'D)
5. Enter the COUNTY NUMBER from the Case Profile.
6. Ensure the DISTRICT NUMBER on the Case Profile is correct. If incorrect, enter the appropriate DISTRICT NUMBER.
7. Enter "S" "AA" for AID PROGRAM/CATEGORY.
8. Do not enter the PAYMENT REVIEW PERIOD FROM and THRU DATES.
9. Enter the MONTHLY PAYMENT AMOUNT.
a. The PAYMENT AMOUNT must be a whole dollar amount.
b. The PAYMENT AMOUNT must be the MAINTENANCE AMOUNT, minus the TOTAL COUNTABLE MONTHLY INCOME, minus the GRANT RECOUPMENT AMOUNT.
10. Enter the ongoing month for the MONTHLY PAYMENT EFFECTIVE DATE.
11. Enter the first day of the ongoing month for MEDICAID EFFECTIVE DATE.
12. Enter "C" in MEDICAID CLASS for categorically needy individuals. Enter a "Q" in MEDICAID CLASS if the individual is determined dually eligible.
13. Enter the MAINTENANCE AMOUNT. The amount must be a whole dollar amount and have zeroes indicated in the cents column.
14. Enter the DATE the form is completed.
15. Enter the RELATIONSHIP TO PAYEE code. See Codes Appendix to determine the appropriate code.
16. Sign the DSS-8125 in the WORKER'S SIGNATURE field.
17. The county director or his designee must sign the form in the DIRECTOR'S SIGNATURE field.
C. DO NOT ENTER the following information on the DSS-8125 when completing a transfer from S-AD to S-AA.
1. Case Data
a. VERIFICATION INDICATOR
b. CHANGE CODE
c. NOTICE OVERRIDE
d. APPLICATION NUMBER
e. ONGOING DISPOSITION REASON and DATE
REVISED 10/01/09 - CHANGE NO. 01-10
III. C. 1. (CONT'D)
f. RETRO DISPOSITION REASON and DATE
g. CASE TERMINATION REASON and DATE
h. OLD CASE TERMINATION REASON and DATE
i. MONTHLY PAYMENT TYPE
j. PRIOR MONTH PAYMENT 1 and 2 AMOUNT and DATE
k. MEDICAID STATUS
l. MEDICAID CERTIFICATION PERIOD
m. DB/PML CODE
n. DB/PML AMOUNT
o. RETRO MA 1 and RETRO MA 2 fields
p. CHILD/ADULT CARE
q. STEPPARENT INDICATOR
r. GRANDFATHER STATUS CODE and DATE
s. JOBS/WORK REQUIREMENT SAVINGS DATA
t. SPECIAL USE DATA
u. SPECIAL NEEDS DATA
2. Individual Data
a. INDIVIDUAL TERMINATION DATE
b. CASE STATUS
c. FAMILY STATUS
d. WORK REGISTRATION
e. DATE OF DEATH
f. HCTP fields
g. FAMILY PLANNING fields
h. JOBS/WORK REQUIREMENT SAVINGS REASON and AMOUNT
i. WORK EXPERIENCE
j. GROSS EARNED INCOME
REVISED 10/01/09 - CHANGE NO. 01-10
III. C. 2. (CONT'D)
k. CHILD/ADULT CARE
l. WORK EXPENSES
m. NET EARNED INCOME
n. EDUCATIONAL LEVEL
o. ISSUE CRD (See EIS 3105 for how to request replacement cards.)
D. Update other information on the DSS-8125 if necessary. Refer to Making Changes to Active Cases, EIS 3102, for instructions.
IV. SUBMIT THE DSS-8125 TO DATA ENTRY FOR KEYING.
V. OUTPUTS
When the DSS-8125 processes successfully, the following are received:
A. A Case Profile is produced the night the transfer processes and is mailed to the county the following workday.
B. Benefits are produced in the following manner.
When the DSS-8125 processes by the 4th working day from the end of the month, an S-AA check is produced for the ongoing month and is mailed to the recipient the last workday of the month.
C. The aid program/category transfer is reported on the Caseworker Supervisor Report. The number of aid program/category transfers completed is determined from the WORKER NUMBER.
