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400.02 SYSTEM ACCESS AND PROCESSING
Change #1-2011
August 1, 2011
An authorized representative is one who can apply for, obtain, and/or use Food and Nutrition Services benefits on behalf of the Food and Nutrition Services unit. An authorized representative subsystem is available in FSIS to accommodate EBTIS in issuing electronic benefits to authorized representatives.
When a FSIS case closes and an authorized representative is assigned, the authorized representative must be inactivated. The worker must inactivate the authorized representative. The system does not automatically inactivate.
The authorized representative subsystem consists of two transactions. Transaction SLAR is used to search, add, or update information on authorized representatives. Transaction SLAI is an inquiry function into the authorized representative subsystem.
A. SLAR
1. Accessing the SLAR Transaction
Log on to SCC1CICS (CICSSCCI for TCPIP sessions). Enter ‘S’ beside the ‘SLAR’ item number from the Food Stamp update menu. Press Enter. The following screen appears.
2. Add/Search For An Authorized Representative
To add a new authorized representative, key ‘1’ at SELECT AN OPTION. Press Enter. The following screen appears.
A search must be performed on the authorized representative by either SSN or name before you can add/update an authorized representative.
a. SSN Search
To perform an SSN search, enter only the SSN as shown below:
Press Enter. If the SSN is not known to the system, the following screen and Message appears.
b. Name Search
To complete a name search, the minimum data required is first name, last name, and sex.
Press Enter. If the name is not known to the system, the following screen and Message appears.
3. Adding the New Authorized Representative
Enter the Pf2 key to Add Rep. The following screen appears. (An FSIS case cannot have more than 2 active authorized representatives at any time.)
Enter the following fields.
a. Auth Rep#: System generated.
b. SSN: Required
c. Delete Status: - Leave blank. This field should only be keyed ‘Y’ when the authorized representative has been entered in error. To erase an entry in this field, you must use the delete key, not the space bar.
d. First name, MI, Last Name, Suffix: - Required
e. Addr1: - Required
f. Addr2: - Optional
g. City, State, Zip: - Required
h. Phone: - Required. (If no phone, enter a contact number.)
i. Sex, Race, DOB: - Required
j. PGM Viol (Program Violation): - System generated. A ‘Y’ in this field indicates the individual is disqualified from the Food and Nutrition Services Program. A file is read on-line for an initial add of an authorized representative. A file is read nightly whenever any updates/changes are made to an authorized representative.
NOTE: If the DSS Director allows this individual to be the FSU’s authorized representative, you must key ‘Y’ in the ‘Override’ field.
k. PGM Viol Begin (Program Violation Begin Date): - System generated.
l. DTC# (Drug Treatment Center Number): System generated.
m. DTC Name (Drug Treatment Center Name): System generated.
Press Enter. The Message, ***PRESS ENTER TO UPDATE, appears at the bottom of the screen for confirmation, as shown below.
You MUST PRESS ENTER AGAIN to add the authorized representative. A confirmation Message is displayed at the bottom of the screen, *** NEW AUTH REP ADDED.
NOTE: The Message ACTIVE A/R appears in the upper right corner on the SLIN screen for the FSIS case.
4. Assigning An Authorized Representative To An FSIS Case ID
On the screen above, press PF2 to assign the authorized representative to an FSIS case ID. The following screen appears.
Enter the following fields:
a. FSIS Case ID
b. Active/Active Status. Enter:
‘A’ for active. Active status indicates the authorized representative is currently authorized to act on behalf of the FSU.
‘I’ for inactive. Inactive status indicates the authorized representative is no longer authorized to act on behalf of the FSU.
c. Override: Optional. This field is used if the DSS Director allows an individual who has a program violation to act as the authorized representative.
NOTE: Once all required fields are entered on this screen and the Enter key is pressed, the Disqualified Recipients file is automatically read using the SSN as the key. If a record is found, the ‘Program Violation’ field will automatically display a ‘Y’. If the DSS Director allows this individual to be the FSU’s authorized representative, you must key ‘Y’ in the ‘Override’ field.
d. Auth Type (Authorization Type): Enter:
(1) ‘A’ for authorization to make application;
(2) ‘U’ for authorization for using the Food and Nutrition Services benefits; or
(3) ‘B’ for authorization to make application and for using the Food and Nutrition Services benefits.
e. Prohib Status (Prohibited Status): Optional. This field identifies individuals prohibited from being the authorized representative for one year due to:
(1) Providing false information;
(2) Misrepresenting the FSU’s circumstances; or
(3) Improperly using the food stamp benefits.
The valid entries for this field are ‘Y’ or space. If a “Y’ is keyed in this field, the ACTIVE/INACTIVE STATUS field must be changed to an ‘I.’
Press Enter. The Message, 313-PRESS ENTER TO UPDATE, appears at the bottom of the screen for confirmation. You MUST PRESS ENTER AGAIN. The following screen and Message appears.
Press PF3 to return to the previous screen to assign other FSIS cases to this authorized representative, or PF12 to the Main Menu.
5. Add/Update Authorized Representative For a Drug Treatment Center
Key ‘2’ in the SELECT AN OPTION field. Press Enter.
The following screen appears.
Key the drug center name. Press Enter. The following screen is displayed if the drug treatment center is not known in the SLAR subsystem.
Press PF2 to add the drug treatment center to the system. The following screen appears.
Enter the following fields.
a. ADTC#: System generated.
b. Delete Status: Leave blank. This field should only be keyed ‘Y’ when the ADTC has been entered in error. To erase an entry in this field, you must use the delete key, not the space bar.
c. ADTC Name: Required.
d. ADDR1: Required.
e. ADDR2: Optional.
f. City, State, Zip: Required.
g. Phone: Required. (If no phone, enter a contact number.)
h. County: Required two-digit county number.
Press Enter. The following screen is displayed with message at the bottom of the screen, 317-ADD SUCCESSFUL.
6. Add/Assign An Authorized Representative For a Drug Treatment Center
NOTE: We recommend that only one person in each county be authorized to add drug treatment centers to the SLAR table using the following instructions. We further recommend that this individual provide county workers with a listing of the ADTC’s for their county. This prevents multiple names for the same ADTC.
To assign an authorized representative to the ADTC, press PF4 from the above screen. Screen SLA311A, SEARCH DATABASE FOR AUTHORIZED REPRESENTATIVE ADD/UPDATE, is displayed. Remember, a search must be performed on the authorized representative by either SSN or name before you can add/update an authorized representative to an ADTC.
Once the authorized representative has been added, the system displays Message, ***NEW AUTH REP ADDED. To assign the authorized representative to the ADTC, press PF2. The following screen is displayed once PF2 has been pressed.
To assign cases to this drug treatment center and authorized representative, press PF2. The following screen appears.
Update this screen following the instructions in B. 4. Press Enter. The Message, ‘313-PRESS ENTER TO UPDATE’, appears at the bottom of the screen for confirmation, as shown below.
You must PRESS ENTER AGAIN to add the FSIS case to the drug treatment center and authorized representative. A confirmation Message is displayed at the bottom of the screen, 313-ADD SUCCESSFUL.
NOTE: The SLII screen displays a ‘Y’ in the ADTC field. To view the tri-monthly issuances, enter an ‘S’ and press Enter.
7. Updating An Authorized Representative
You must use the SLAR transaction to make changes to an authorized representative’s information.
There are certain fields that you cannot key. These fields are protected. In most instances, the cursor skips these fields.
The system displays messages and function keys at the bottom of the screen. Read these carefully before proceeding to the next screen.
To make changes, key ‘1’ in the SELECT AN OPTION field.
Press Enter. The following screen appears:
You must key the authorized representative’s SSN or First Name, Last Name, and Sex code. Press Enter.
The following screen appears.
You must key ‘S’ under the SEARCH FUNCTION field. Press Enter.
You may only key changes to the following fields:
a. Name
b. Address
c. Telephone Number
d. Sex
e. Race
f. Date of Birth
Key the data you wish to change.
Press Enter to update. The following screen is displayed with the message at the bottom of the screen, ***AUTH REP UPDATED.
8. Updating An Authorized Representative For a Drug Treatment Center
Updating an authorized representative for a drug treatment center uses the same procedures as those used for updating an authorized representative. Key ‘2’ in the SELECT AN OPTION field. Press Enter.
Key the data you wish to change.
Press Enter to update. The screens are different.
The system displays the message at bottom of the screen, *** AUTH REP UPDATED.
9. Updating Authorized Representative for FSIS ID
Key ‘3’ in the SELECT AN OPTION field and the FSIS CASE ID. Press Enter.
The following screen appears.
NOTE: EBTIS picks up changes and send to eFunds only when you activate or inactivate an A/R or when a change of address or name of A/R is requested.
You may only update the following fields.
a. ACTIVE/INACTIVE STATUS
b. AUTH TYPE
c. PROHIB STATUS
Key the data you wish to change. Press Enter to update.
The system displays the message at the bottom of screen, 313-UPDATE SUCCESSFUL.
NOTE: When a FSIS case closes and an authorized representative is assigned, the authorized representative must be inactivated. The worker must inactivate the authorized representative. The system does not automatically inactivate.
B. SLAI (INQUIRY ONLY)
1. Purpose Of the SLAI Transaction
The SLAI inquiry transaction allows you to view the current information for an authorized representative, an authorized representative for a drug treatment center, or an authorized representative for a specific Food and Nutrition Services case (using the FSIS case ID).
2. Accessing the SLAI Transaction
Log onto SCC1CICS (CICSSCC1 for TCIP sessions). From the Food Stamp Inquiry Menu, key an ‘S’ beside item number.
Press Enter. The following screen appears.
Key ‘1,’ ‘2,’ or ‘3’ in the SELECT AN OPTION field as appropriate. If ‘3’ is entered, enter the FSIS case ID. Press Enter.
The requested screen displays the most current information for the authorized representative based on the option you selected.
NOTE: The system displays messages and function keys at the bottom of the screen. Read these carefully before proceeding to the next screen.
C. MANAGEMENT REPORTS IN NCXPTR
The following reports are available in X/PTR. Follow current procedures in accessing these reports.
REPORT NUMBER |
RMDS NAME |
DESCRIPTION |
FREQUENCY |
SLA868EP-01 |
DHRSLA SLA868-01-68 FSIS ID ASSGN |
FSIS cases assigned to authorized rep |
DAILY |
SLA868EP-02 |
SLA868-02-71 CASE IN ADTC |
FSIS cases assigned to ADTC |
DAILY |
SLA869EP-01 |
DHRSLA SLA869-01-69 REPS OFF PRO |
Authorized reps coming off prohibited status |
WEEKLY EVERY MONDAY |
SLA870-01 |
DHRSLA SLA870-01-80 FSIS IN/OUT |
FSIS cases entering or leaving a drug treatment center today |
DAILY |
SLA871EP-01 |
DHRSLA SLA871-01-81 REPS PGM CHG |
Reps whose program violation status has changed |
WEEKLY EVERY MONDAY |
SLA872EP-01 |
DHRSLA SLA872-01-83 REC ADD PEN |
Records added to the Pending file |
DAILY/MONTHLY |
SLA874EP-01 |
DHRSLA SLA874-01-84 PENDING ISS |
Pending Issuances report |
SAME |
SLA875EP-01 |
DHRSLA SLA875-01-85 PENDING DISB |
Pending disbursements report for ADTC’s |
SAME |
SLA876EP-01 |
DHRSLA SLA876-01-86 PEN REC CAN |
Pending Records Canceled |
SAME |
SLA877EP-01 |
DHRSLA SLA877-01-87 REC NO MAT |
Cancellation Records not matched |
SAME |
SLA878EP-01 |
DHRSLA-SLA878-01-88 DUP STMP RE |
Duplicate stamp records report |
SAME |
SLA415EP-01 |
DHRSLA-SLA415EP AUTH REP/FS CASE |
Active Food Stamp Cases with Auth Rep(s). |
MONTHLY |
D. LOGOFF PROCEDURES
1. From a clear screen, key ‘LOGOFF’.
2. Press Enter.
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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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