NC DEPARTMENT OF HEALTH AND HUMAN SERVICES EIS MANUAL

ELIGIBILITY INFORMATION SYSTEM EIS 2265

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APPROVING AN S-CD NEW APPLICATION OR REAPPLICATION

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EIS 2265 – APPROVING AN S-CD NEW APPLICATION OR REAPPLICATION


I. GENERAL INFORMATION

II. COMPLETING THE DSS-8125

III. SUBMIT THE DSS-8125, DSS-8126 AND SUPPLEMENTAL NOTICE INFORMATION FORM TO DATA ENTRY FOR KEYING.

IV. OUTPUTS

V. Automatic Notices


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EIS 2265 – APPROVING AN S-CD NEW APPLICATION OR REAPPLICATION

REVISED 08/01/04 - CHANGE NO. 01-05

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I. GENERAL INFORMATION

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II. COMPLETING THE DSS-8125

REVISED 08/01/04 - CHANGE NO. 01-05

II. A. (CONT'D)

REVISED 2/01/92 - CHANGE NO. 2-92

II. (CONT'D)

II. D (CONT'D)

REVISED 07/01/10 - CHANGE NO. 01-11

II. F (CONT'D)

REISSUED 07/01/10 - CHANGE NO. 01-11

II. I (CONT'D)

      1. Enter a FOOD STAMP NUMBER for each case receiving Food Stamps if not previously entered on the DSS-8124 or the Application Turnaround.
      2. Do not enter STEPPARENT INDICATOR.
      3. Do not enter GRANDFATHER STATUS CODE or DATE.
      4. Do not enter SSI STATUS. The system enters an “N”.
      5. Mark “YES” or “NO” for VA PAYMENT.
      6. Enter SPECIAL REVIEW TYPE and DATE if needed. Not allowed if CASE TERMINATION REASON and DATE are entered.
        a. See the Codes Appendix to determine the appropriate special review code and date.
        b. The DATE must not be before the ongoing month.
      7. Do not enter JOBS/WORK REQUIREMENT SAVINGS REASON and AMOUNT.
      8. Do not enter SPECIAL USE CODE and DATA.

    J. DO NOT ENTER SPECIAL COVERAGE GROUP DATA (INCLUDING SPECIAL NEEDS).

    K. SUPPLEMENTAL NOTICE INFORMATION

      The following three data elements have been added to the DSS-8125 Data Entry screen. Only one is applicable to S-CD. A recommended form in which to enter the information can be found at the end of this section. This form should be attached to your DSS-8125 when submitting to Data Entry for keying.

      1. Enter the AUTHORIZED REPRESENTATIVE'S NAME and ADDRESS if an authorized representative has been appointed to the case. An automated notice will be produced for both the payee and the authorized representative.
      2. Do not enter SECONDARY NOTICE CODE.
      3. Do not enter NOTICE TEXT.

    L. INDIVIDUAL DATA

      1. The INDIVIDUAL ID, NAME, SOCIAL SECURITY NUMBER, DATE OF BIRTH, and SEX are brought forward from the 8124. Any corrections to this information must be done on the Name Change screen. Remember that individuals must be age 18 through 64.

REVISED 10/01/09 – CHANGE NO. 01-10

II. L. 1. (CONT'D)

        NOTE: When changing the date of birth on the Name Change Screen, and there is a DSS-8125 pending for an action other than a termination, you must first delete the pending DSS-8125 before the date of birth can be changed. If you attempt to change the date of birth before deleting the DSS-8125, EIS displays the error message: TO MAKE CHANGE ON DOB, YOU MUST DELETE 8125 FORM. Keying the DSS-8125 after the date of birth change ensures the action processes through the appropriate age edits in EIS.

      2. Enter INDIVIDUAL TERMINATION DATE to:
        a. Approve and terminate an individual on the same DSS-8125.
        b. Delete an ineligible individual from the application. The INDIVIDUAL TERMINATION DATE is the date of application.
        c. The INDIVIDUAL TERMINATION DATE must not be entered if this is the only individual on the application. See CASE TERMINATION DATA.
        d. The INDIVIDUAL TERMINATION DATE must not be entered if the DATE OF DEATH is entered for the individual.
      3. Do enter CASE STATUS CODE. The systems generates an “R”.
      4. Enter the RSDI CLAIM NUMBER if the individual receives Social Security benefits or has Medicare coverage.
      5. Enter a “Y” or “N” in MEDICARE A to indicate whether or not the individual has Medicare A. If “Y” is entered, the RSDI CLAIM NUMBER must also be entered.
      6. Enter a “Y” or “N” in MEDICARE B to indicate whether or not the individual has Medicare B. If “Y” is entered, the RSDI CLAIM NUMBER must also be entered.
      7. Do not enter a FAMILY STATUS CODE. The system generates an “A”.
      8. Enter a LIVING ARRANGEMENT CODE. See the Codes Appendix to determine the appropriate living arrangement code.
      9. Enter a SPECIAL REPORT CODE if needed. See the Codes Appendix to determine the appropriate special report code.
      10. Do not enter WORK REGISTRATION code.
      11. Enter SPECIAL USE CODE and DATA if needed. See the Codes Appendix to determine the appropriate special use code and dates.
      12. Do not enter a REFUGEE STATUS CODE or U. S. ENTRY DATE.
      13. Enter DATE OF DEATH if the individual is deceased.
        a. If DATE OF DEATH is entered for the only individual on the case, CASE TERMINATION REASON and DATE must also be entered.
        b. The DATE OF DEATH must be:

REVISED 10/01/09 – CHANGE 01-10

II. L. (CONT’D)

          (1) Before or the same as the CASE TERMINATION DATE;
          (2) Before or the same as the current date; and
          (3) The date of application or later.

          NOTE: DO NOT ENTER AN INDIVIDUAL TERMINATION DATE IF DATE OF DEATH IS ENTERED.

      14. Enter the RELATIONSHIP TO PAYEE code. See Codes Appendix to determine the appropriate code.
      15. Do not enter JOBS/WORK REQUIREMENT SAVINGS REASON and AMOUNT.
      16. Do not enter WORK EXPERIENCE.
      17. Do not enter GROSS EARNED INCOME.
      18. Do not enter WORK EXPENSES.
      19. Do not enter CHILD/ADULT CARE.
      20. Do not enter NET EARNED INCOME.
      21. Do not enter EDUCATIONAL LEVEL.
      22. Do not enter type and date of EDUCATION provided.
      23. Enter “N” FOR ISSUE CARD.
      24. Do not enter COMMUNITY CARE OF NORTH CAROLINA (CCNC) provider or exempt number.
      25. If there is more than one individual on the case, use the DSS-8126, Continuation Sheet, to report the additional information.
M. SIGNATURES AND DATE
      1. Enter the DATE COMPLETED.
      2. Sign the DSS-8125 in the WORKER'S SIGNATURE field.
      3. The county director or his designee must sign the form in the DIRECTOR'S SIGNATURE field.

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III. SUBMIT THE DSS-8125, DSS-8126 AND SUPPLEMENTAL NOTICE INFORMATION FORM TO DATA ENTRY FOR KEYING.

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IV. OUTPUTS

    When the DSS-8125 has processed successfully, the following are received:

    A. BENEFITS ISSUED

      1. Money

REVISED 10/01/09 – CHANGE 01-10

IV. A. 1. (CONT’D)

        a. PRIOR MONTH checks are produced for the months and amounts indicated in the PRIOR MONTH PAYMENT fields on the DSS-8125. These checks are produced the night the approval form processes and are mailed to the recipient the next working day.
        b. Checks are also produced for the period of time beginning with the MONTHLY PAYMENT EFFECTIVE DATE through the current calendar month. These checks are produced the night the approval form processes and are mailed to the recipient the next working day.
        c. For approvals processed between the fourth worknight from the end of the month and the end of the month, a separate check is produced for the next calendar month. This check is mailed the last working day of the month.

        NOTE: DO NOT ISSUE COUNTY CHECKS FOR SPECIAL ASSISTANCE. ALL CHECKS MUST BE STATE ISSUED.

      2. Medicaid

        A Medicaid card is not produced by EIS.

    B. CASE PROFILE

        A Case Profile is produced the night the approval processes and is mailed to the county the following workday.

    C. CASEWORKER SUPERVISOR REPORT

        The application approval is reported on the Caseworker Supervisor Report. The number of approvals completed is determined from the WORKER NUMBER.

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V. Automatic Notices

    A. An automated notice (DSS-8108A) is produced for each S-CD approval the night the DSS-8125 processes in the system unless “Y” is entered for “NOTICE OVERRIDE”.

    B. The DISPOSITION REASON CODE entered on the DSS-8125 determines the text of the notice.

    C. The system calculates the 60th calendar day for the notice.

    D. The date of the automated notice is the next state workday after the DSS-8125 processes. This is the date the notice is mailed to the recipient. A copy of the notice is not mailed to the county.

    E. A Notice Register Report is produced each night and is mailed to the county the following workday. This report lists vital information related to all automated notices produced for that day. See EIS http://info.dhhs.state.nc.us/olm/manuals/dma/eis/man/Eis2304.htm#10_269 2304 for more information regarding the Notice Register Report.

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