NC DEPARTMENT OF HEALTH AND HUMAN SERVICES EIS MANUAL

ELIGIBILITY INFORMATION SYSTEM EIS 2266

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APPROVING AN S-CD ADD-AN-INDIVIDUAL APPLICATION

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EIS 2266 – APPROVING AN S-CD ADD-AN-INDIVIDUAL APPLICATION


I. GENERAL INFORMATION

II. SPECIAL SITUATIONS

III. ACTIONS THAT REQUIRE A SEPARATE DSS-8125

IV. COMPLETING THE DSS-8125

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

VI. OUTPUTS

VII. AUTOMATED NOTICES


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EIS 2266 – APPROVING AN S-CD ADD-AN-INDIVIDUAL APPLICATION

REVISED 07/01/95 - CHANGE NO. 2-95

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I. GENERAL INFORMATION

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II. SPECIAL SITUATIONS

REISSUED 07/01/95 - CHANGE NO. 2-95

II. B. 1. b. (CONT'D)

REISSUED 03/01/08 - CHANGE NO. 05-08

II. B. 2. c. (CONT'D)

REVISED 03/01/08 – CHANGE NO. 05-08

II. B. 4. (CONT’D)

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III. ACTIONS THAT REQUIRE A SEPARATE DSS-8125

REISSUED 03/01/08 – CHANGE NO 05-08

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IV. COMPLETING THE DSS-8125

REISSUED 03/01/08 – CHANGE NO 05-08

IV.A. (CONT’D)

REISSUED 03/01/08 – CHANGE NO 05-08

IV.C.(CONT’D)

REISSUED 03/01/08 – CHANGE NO 05-08

IV.C.(CONT’D)

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

IV. D. 6. (CONT'D)

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

IV. (CONT'D)

        NOTE: MAINTENANCE AMOUNT IS NOT ALLOWED IF CASE TERMINATION REASON AND DATE ARE ENTERED.

      2. Do not enter AMBULATION CAPACITY.
      3. Do not enter DOMICILIARY RATE.
      4. Enter the TOTAL COUNTABLE MONTHLY INCOME.
        a. If zero, leave blank.
        b. If entered, amount must be dollars and cents.
        c. Do not enter if CASE TERMINATION DATA is entered.

        NOTE: TOTAL COUNTABLE MONTHLY INCOME IS NOT ALLOWED IF CASE TERMINATION REASON AND DATE ARE ENTERED.

    I. SPECIAL DATA

      1. Enter a FOOD STAMP NUMBER for each case receiving Food Stamps if the number is not displayed on the Case Profile.
      2. Do not enter STEPPARENT INDICATOR.
      3. Do not enter GRANDFATHER STATUS CODE or DATE.
      4. Do not enter SSI STATUS. (System generated).
      5. Mark “YES” or “NO” for VA PAYMENT.
      6. Enter SPECIAL REVIEW TYPE and DATE if needed. Not allowed if CASE TERMINATION DATA is entered.
        a. See the Codes Appendix to determine the appropriate special review type 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).

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

IV. (CONT'D)

    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. Enter 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 the individual must be between the ages of 18 and 64.

        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. Do not enter INDIVIDUAL TERMINATION DATE.
      3. Do not enter CASE STATUS. The system generates an “R”.
      4. Enter the RSDI CLAIM NUMBER if the individual receives 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 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 be entered.

REVISED 10/01/09 – CHANGE NO 01-10

IV.L.(CONT'D)

    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. The date of death must be less than or equal to the CASE TERMINATION DATE and must be less than or equal to the current date and greater than the date of application.
      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.

REVISED 10/01/09 – CHANGE NO 01-10

IV. (CONT’D)

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

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VI. OUTPUTS

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

    A. BENEFITS ISSUED

      1. Money
        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.

          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.

REVISED 10/01/09 – CHANGE NO. 01-10

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VII. AUTOMATED 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 determinses 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 2304 - NOTICE REGISTER REPORT for more information regarding the Notice Register Report.

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