NC DEPARTMENT OF HEALTH AND HUMAN SERVICES EIS MANUAL

ELIGIBILITY INFORMATION SYSTEM EIS 4900

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DATA ENTRY APPENDIX I à CITIZENSHIP EXCEPTION SCREEN

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EIS 4900 – DATA ENTRY APPENDIX I – CITIZENSHIP EXCEPTION SCREEN

I. GENERAL INFORMATION

II. ACCESS

III. RESOLVING THE EXCEPTIONS

EIS 4900 – DATA ENTRY APPENDIX I – CITIZENSHIP EXCEPTION SCREEN

ISSUED 7/1/10 - CHANGE NO. 01-11

I. GENERAL INFORMATION

The Citizenship Exception process is used to correct all individual data that has been returned from the Social Security Administration (SSA) query with exceptions. Caseworkers have the capability to correct Name, Date of Birth and Social Security Numbers from the exception screen. Once the exceptions are corrected, the individual data is resent to the SSA for verification of citizenship and identity.



II. ACCESS

A. Access the Citizenship Exception Screen on the EIS Menu (Update).

ISSUED 7/1/10 - CHANGE NO. 01-11

II. (CONT’D)

B. From the EIS Menu (Update) Screen, enter “CE” in the SELECTION field and the two digit county number or two digit county number and three digit worker number in the KEY field.

ISSUED 7/1/10 - CHANGE NO. 01-11

II. (CONT’D)

C. Press ENTER to display all individuals returned with exceptions for that county or county/district.

D. To scroll backward press PF7 and forward, press PF8.

E. Exceptions are posted from the oldest to the newest by postdate.

F. Individuals will remain on the Exception Screen until the exception has been resolved or the application has been dispositioned, whichever occurs first.

ISSUED 7/1/10 - CHANGE NO. 01-11

III. RESOLVING THE EXCEPTIONS

A. Key an “S” beside the individual you want to correct and press ENTER to view the exception.

ISSUED 7/1/10 - CHANGE NO. 01-11

III. (CONT’D)

B. An SSA Error Message displays the exception that was returned, and in some cases gives you an SSA Suggestion. Refer to EIS 1107 for further explanation. To correct the individual, key an “S” beside the individual and key the correct information (i.e., the name, date of birth, or social security number). Press ENTER. The individual is deleted from the Exception Screen and resent to the SSA for verification of citizenship and identity.

Please Note: The Exception Screen returns only one response at a time. It is important to check all information to ensure everything is correct before you press ENTER.

C. If more than one item needs to be corrected (for example the last name and date of birth, or the date of birth and the social security number), use the Name Change Screen to make the corrections instead of the Exception Screen. Once the information is corrected on the Name Change Screen, you must return to the Citizenship Exception Screen, key an “S” to display the individual, and press PF5 to update the information. The individual information is not resent to the SSA for verification of citizenship and identity until you press PF5 on the Exception Screen.

ISSUED 7/1/10 - CHANGE NO. 01-11

III. (CONT’D)

D. Once the exception is resolved, EIS immediately updates the name, date of birth, and/or the social security number on the DSS-8124 application and the Application Data (AD) Screen. The Citizenship Code changes from “E” (Exception) to “Y” to be resent. Once citizenship and identity is verified, the SSA response appears on the DSS-8124 and AD screen. You must also verify the SSA response on the DHRWDB Citizenship App Response Report located in NCXPTR.

E. There may be individuals you are not able to resolve through the SSA. For example, hyphenated names cannot be resolved through the SSA. In these situations, you must obtain documentation of citizenship and identity per policy instructions (i.e., obtaining birth certificate, etc.). For these individuals key an “M” beside the individual and press ENTER once verification of citizenship and identity has been resolved. This deletes the individuals off the Exception Screen and updates the DSS-8124 and the AD Screen to replace the “E” (Exception) with a “V” (Verified).

Please Note: If you do not have verification of citizenship and identity, do not resolve the exception with an “M”. When an “M” is keyed for an individual on the Exception Screen, the “M” remains in the system and the individual can not be sent to the SSA for verification for any future applications. If you are ready to disposition the application and citizenship and identity have not been resolved, approve the case with a “97” Citizenship Code, which removes the individual from the Exception Screen.

F. If the individual has more than one application pending and one application is approved with a valid Citizenship Code and citizenship and identity was manually resolved, the Citizenship field is updated on all remaining pending applications (DSS-8124 and AD screens) from “E” (Exception) to “V” (Verified). If the individual is approved with a Citizenship Code “97”, all remaining pending applications will retain the Citizenship Code “E” (Exception).