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OBSOLETE POLICY CHIP MANUAL |
Match report information is private. Protect it as explained in Section 110. Department of Workforce Services (DWS) and SSA match printouts must be kept in a secure area such as the business office. There are even more rules for protecting IRS match reports. Since some local office staff do not have access to it, IRS data must NOT be identifiable in case records.
Special Federal Income Match rules require complete actions on all match data for open cases. Once an Income Match report is received neither applications nor reviews can be approved before the match action to resolve questions about current eligibility is complete. All requests for verification to resolve conflicting information must be sent within 30 days of the print-out date. Further, you must complete action on at least eighty per cent (80%) of the cases on the report. (ONLY IF you are waiting for a response to a request for verification, may you exceed the 30 day limit for taking action on the match reports. This is allowed on up to twenty per cent (20%) of the cases.
A. Compare the match data to the case record. It may prompt a need to verify both current and past eligibility. Decide if further action or verification is needed. Record the SSA or DWS match and the action needed in the case file. To prevent violation of safeguard rules, make sure match data from IRS cannot be identified as such. (The best way to comply with IRS safeguards in the case file is: DO NOT identify any data as coming from the IRS match. Instead, note possible assets which must be checked.) The following are offered as guidelines for making this decision about the need for further action.
Example 1: A Wage match report states a household member earned $250 from an employer in New York six quarters ago. The case has only been open for five months. When the household member applied, he stated he had moved to Utah from New York. This type of information does not seem to affect current eligibility. You may decide the match required no further action. Note this on the (Case Action Log) CAAL Screen
Example 2: A second household member is listed on a match printout. The match appears to be based on an SSN error in either Job Service or the employer's records. Refer the problem to DWS on Form 625-B, Wage File Possible Error Notice. Send a copy of the SSN card to them. Explain the problem and the reasons for the action in the (Case Action Log) CAAL Screen. You may also require the household member to submit verification from the employer.
Example 3: The wage report for the third household member shows wages that differ from the income reported and verified during that quarter. The case file contains copies of consecutive check stubs starting before and continuing after the match period. These stubs show year-to-date gross income. You have no reason to question that they are complete and correct. The client's pay day is always one week after the pay period end date. The difference in earnings on the match report and in the case record can be explained by the pay period - pay date difference. Based on check stubs, the current case is correct. Prior eligibility was also correct. You may explain on the (case action log) CAAL Screen that there is no action needed on the match.
Example 4: On the other hand, the income verification accepted before the match may appear incomplete when compared to the Income Match report. Check stubs which do not list year-to-date income may leave you with questions about earned income during the match period. You may need more verification to resolve the conflict.
B. Request verification when the Income Match data differs from the case record.
Request verification from either the household member or the source of income. (You do not need the household member's permission to contact the source.) Make the request in writing. All requests must describe the issue which must be resolved and tell where the income came from, such as the employer's name, the bank branch and account number, the type of pension, time period or specific monthly amounts needed, etc. To comply with Safeguard rules, it MUST NOT name "DWS ", "IRS", etc. as the source.
Follow the rules for proper and timely notice. Tell the enrollee the date when the proof is due. Tell them what will happen if they fail to comply with the request.
C. Complete the Action on the Income Match data. A complete action includes giving written ten-day notice of any change in eligibility or benefits.