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A. Check Issuance for “Child Only” Cases
B. Check Issuance for Work First Benefits (WFB)
C. Check Issuance for Cases in Sanction
E. Mailing and Delivering Checks
WFFA checks are issued by the Division of Social Services according to authorization by the county director or designee.
“Child only cases” are WFFA cases which include only children and no adults are displayed on the DSS-8125. The Payment Type is 1 for child only cases.
1. Checks for active child only cases are printed once a month in "regular runs", the 4th work night from the end of the month.
2. The checks are produced in advance of the benefit month and mailed the last workday of the month. For example, January checks are mailed the last work day of December.
3. The county department of social services is responsible for checking registers from the State office against county authorizations to see that all changes have been made by data processing deadlines. These reports are listed in NC/XPTR, entitled "DHRWFA Recipient Register Run.”
Work First Benefits (WFB) cases are WFFA cases in which at least one adult is displayed on the DSS-8125. The Payment Type is 2 for WFB cases.
1. EIS does not produce payments from the DSS-8125.
2. WFFA benefit amounts for active cases are displayed on an issuance screen in EIS entitled the Work First Benefits (WB) screen. Checks are issued after the caseworker verifies that MRA requirements are met for the benefit month(s) and keys the appropriate code (I) on the WB screen in the month following the benefit month.
3. WFFA benefit amounts for approved applications are automatically displayed on the WB screen after the DSS-8125 processes in EIS. The WB screen will display the ongoing and retroactive payment(s) for each benefit month.
4. A check will be produced and mailed on the second work day after the “I” has been keyed on the WB screen. For example, the “I” is keyed for the May benefit on Friday, June 4. The check will be produced and mailed on Tuesday June 8.
5. The caseworker can view benefits issued from the WB screen on the Check History (PC) screen two work nights after the “I” has been keyed to issue the check. For example, if a check is written the night of August 9, Check History is updated with the check information the night of August 10. The worker can view the updated Check History on August 11.
6. EIS does not allow issuance from the WB screen after regular run following the benefit month.
Example: A check for January cannot be issued from the WB screen after regular run deadline in February. The January benefit amount will be in “Frozen” status after regular run deadline in February.
7. EIS does not allow checks to be issued for a future month. For example, a February check cannot be issued in January.
See the Work First Users Manual Work First Benefit screen instructions.
Child only or WFB cases may be sanctioned for a variety of reasons. Work First Family Assistance cases in sanction are not eligible for payment issuance until compliance. The payment type is “S” for sanction cases.
1. EIS does not produce payments from the DSS-8125 for cases in payment type “S”.
2. Benefit amounts are displayed on the Work First Benefits (WB) screen in EIS but cannot be issued from the WB screen.
3. The sanction must end and the payment type must be 1 or 2 before a payment can be issued. See the Work First Users Manual for instructions on how to end a sanction.
1. The last day to make changes effective the next calendar month is known as the "program cut-off deadline."
2. The program cut-off deadlines vary from month to month to determine the monthly deadlines refer to the report in NC/XPTR, entitled "DHRHR Calendar.”
3. Make every effort to key all case and/or individual changes on or before the Work First program cut-off deadline each month. This ensures that the Work First Family Assistance individual(s) receives the correct benefit in a timely manner.
4. Although WFB checks are not printed and mailed until they are issued from the WB screen, the program cut off deadline is the last date that a change can be made to the payment amount.
1. All checks except for replacement checks are mailed directly to the address entered on the DSS-8125 as given by the payee.
2. Replacement checks are mailed to the county department of social services.
3. Regular run checks for child only cases are delivered to the post office on the last workday of each month.
4. WFB checks are delivered to the post office the next work day after the “I” is keyed on the WB screen.
1. When an application is approved, the county has the option of issuing a county issued check for the first check and for retroactive checks.
2. Use the DMA-5022, Retroactive Eligibility, to request the following payments and/or reimbursements that may result from changes to a WFFA case.
a. State-issued adjusted WFFA payments
b. State-issued WFFA payments at application approval
c. Reimbursement for county-issued adjusted payments
d. Reimbursement for county-issued regular payments
e. State-issued benefit amount (s) displayed on the Work First Benefit (WB) screen and the status is “Frozen”
f. Add on and Inclusion if the payment is less than $25.00
3. Instructions for completing the DMA-5022 are in the Work First User Manual.
One Medicaid Identification (MID) card is issued per year to each recipient. The annual Medicaid cards are issued by keying an indicator on the DSS-8125 for new approvals, reapplications, or add-on approvals. If an individual already has a Medicaid card from an earlier time, a new card is not needed. This process is the same for all payment types. See the Work First User Manual for Medicaid card issuance instructions.
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For questions or clarification on any of the policy contained in these manuals, please contact your local county office. |
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