NC DEPARTMENT OF HEALTH AND HUMAN SERVICES EIS MANUAL

ELIGIBILITY INFORMATION SYSTEM EIS 3102

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CHANGES TO RRF AND SA CASES

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EIS 3102 – CHANGES TO R-RF AND SA CASES

I. GENERAL INFORMATION

II. UPDATING THE NAME OF THE CASEHEAD/PAYEE

III. CHANGE OF PAYEE

IV. COMPLETING THE DSS-8125

V. SIGNATURES AND DATE

VI. KEY THE DSS-8125.

VII. OUTPUTS

VIII. for any changes not listed, see “other changed data.”

PAYEE NAME CHANGES AND CHANGES OF PAYEE

REISSUED 10/01/05 - CHANGE NO. 02-06

I. GENERAL INFORMATION

All changes of casehead/payee require completion of a DSS-8124. This form must be signed by the new casehead/payee.

A. If the new casehead/payee is to be included in the case, this must be processed as an add-an-individual application. Refer to the appropriate application section for instructions on completing the DSS-8124 and DSS-8125.

B. If the new casehead/payee is to be included and is already a recipient in the case, file the signed DSS-8124 in the case record. This is not keyed. Use the following instructions to update the case.

C. If the new casehead/payee is not to be included in the case or is included and a recipent already in the case, file the signed DSS-8124 in the case record. This is not keyed. Use the following instructions to update the case.

NOTE: IF THIS CHANGE REQUIRES THAT AN INDIVIDUAL BE REMOVED FROM THE CASE, REFER TO "DELETION OF AN INDIVIDUAL" WITHIN THIS SECTION.

II. UPDATING THE NAME OF THE CASEHEAD/PAYEE

Use the NAME CHANGE function to update the name and/or demographic data of the casehead/payee. A DSS-8125 is not required. This does not include an actual change of payee. See EIS 1056, Common Name Database.

III. CHANGE OF PAYEE

A. Changing from one casehead/payee only to a different casehead/payee only:

1. On the Name Search screen, enter the EIS Case ID beside “CASE ID”. Press ENTER.

2. EIS displays the individuals associated with the Case ID.

3. Remove the payee designation for the old casehead/payee. (Delete the P.)

4. On the first available blank line, enter S, the casehead name, date of birth, race, sex and SSN (if available). Designate the individual as payee by entering P under the PAY column. Press ENTER to complete Name Search.

5. EIS displays potential matches on the EIS NAME/SSN SEARCH screen. Follow the usual procedures to match the individual or assign an Individual ID. (See EIS 1056, Common Name Database.)

6. Enter a DSS-8125. Key Y to the right of “CASEHEAD PAYEE CHG”. This indicates this is a new casehead/payee, not just a name change for the old payee.

REISSUED 10/01/05 - CHANGE NO. 02-06

III. A. (CONT’D) CHANGING FROM ONE CASEHEAD/PAYEE ONLY TO A DIFFERENT

CASEHEAD PAYEE ONLY

7. When the DSS-8125 processes, EIS displays the new casehead/payee name on the case.

B. Changing from one casehead/payee only to a different casehead/payee who is included:

1. On the Name Search screen, enter the EIS Case ID beside “CASE ID” Press ENTER.

2. EIS displays the individuals associated with the Case ID.

3. Remove the payee designation for the old casehead/payee. (Delete the P.)

4. On the first available blank line, enter S, the casehead name, date of birth, race, sex and SSN (if available). Designate the individual as payee by entering P under the PAY column. Press ENTER to complete Name Search.

5. EIS displays potential matches on the EIS NAME/SSN SEARCH screen. Follow the usual procedures to match the individual or assign an Individual ID. (See EIS 1056, Common Name Database.)

6. Enter the DSS-8125 to change the payee. Enter Y for CASEHEAD/PAYEE CHG. This indicates this is a new casehead/payee, not just a name change for the old payee.

7. When the DSS-8125 processes, EIS displays the new casehead/payee name on the case.

8. Enter the DSS-8124 to add the new payee to the case. Enter Y to indicate the person on line 01 of the DSS-8124 is the casehead/payee.

9. When you are ready to approve the application for the new payee, enter the DSS-8125. DO NOT ENTER anything in CASEHEAD/PAYEE CHG.

10. When the DSS-8125 approval processes, EIS displays the new casehead/payee as a recipient on the case.

C. Changing from one casehead/payee who is included to a different casehead/payee only:

1. On the Name Search screen, enter the EIS Case ID beside “CASE ID”. Press ENTER.

2. EIS displays the individuals associated with the Case ID.

3. Remove the payee designation for the old casehead/payee. (Delete the P.)

REISSUED 10/01/05 - CHANGE NO. 02-06

III. C.(CONT’D) CHANGING FROM ONE CASEHEAD/PAYEE WHO IS INCLUDED TO DIFFERENT CASEHEAD/PAYEE ONLY

4. On the first available blank line, enter S, the casehead name, date of birth, race, sex and SSN (if available). Designate the individual as payee by entering P under the PAY column. Press ENTER to complete Name Search.

5. EIS displays potential matches on the EIS NAME/SSN SEARCH screen. Follow the usual procedures to match the individual or assign an Individual ID. (See EIS 1056, Common Name Database.)

6. Enter the DSS-8125 to change the payee. Enter Y for CASEHEAD/PAYEE CHG. This indicates this is a new casehead/payee, not just a name change for the old payee. Enter the individual termination date to delete the previous payee from the case. (See “DELETION OF AN INDIVIDUAL” within this section.)

7. When the DSS-8125 processes, EIS displays the new casehead/payee name on the case. The previous casehead/payee is deleted as a recipient at the same time or when the timely action processes, depending on the change code.

D. Changing from one casehead/payee who is included to a different casehead/payee who is included:

1. On the Name Search screen, enter the EIS Case ID beside “CASE ID”. Press ENTER.

2. EIS displays the individuals associated with the Case ID.

3. Remove the payee designation for the old casehead/payee. (Delete the P.)

4. On the first available blank line, enter S, the casehead name, date of birth, race, sex and SSN (if available). Designate the individual as payee by entering P under the PAY column. Press ENTER to complete Name Search.

5. EIS displays potential matches on the EIS NAME/SSN SEARCH screen. Follow the usual procedures to match the individual or assign an Individual ID. (See EIS 1056, Common Name Database.)

6. Enter the DSS-8125 to change the payee. Enter Y for CASEHEAD/PAYEE CHG. This indicates this is a new casehead/payee, not just a name change for the old payee. Enter the individual termination date to delete the previous payee from the case. (See “DELETION OF AN INDIVIDUAL” within this section.)

REISSUED 10/01/05 - CHANGE NO. 02-06

III. D. (CONT’D) CHANGING FROM ONE CASEHEAD/PAYEE WHO IS INCLUDED TO A DIFFERENT CASEHEAD/PAYEE WHO IS INCLUDED

7. When the DSS-8125 processes, EIS displays the new casehead/payee name on the case. The previous casehead/payee is deleted as a recipient at the same time or when the timely action processes, depending on the change code.

8. Enter the add-on DSS-8124 to add the new payee to the case. Enter Y to indicate the person on line 01 of the DSS-8124 is the casehead/payee.

9. When you are ready to approve the add-on application for the new payee, complete the DSS-8125. Do not enter anything for CASEHEAD/PAYEE CHG.

10. When the DSS-8125 approval processes, the new casehead/payee displays as a recipient on the case.

E. Adding a casehead/payee as a recipient who was previously casehead/payee only:

1. Since the casehead/payee is already in the group, you do not have to designate the payee in Name Search again.

2. Enter an add-on DSS-8124 to add the casehead/payee as a recipient. Enter Y to indicate the person on line 01 of the DSS-8124 is the casehead/payee.

3. When you are ready to approve the add-on application for the new payee, complete the DSS-8125. Enter N for CASEHEAD/PAYEE CHG, since you are not changing the payee.

4. When the DSS-8125 approval processes, the casehead/payee displays as a recipient on the case.

F. Deleting a casehead/payee as a recipient who remains casehead/payee

1. Enter a DSS-8125 to delete the casehead/payee as a recipient. Enter the individual termination date to delete the casehead/payee as a recipient. (See DELETION OF INDIVIDUAL in this section.)

2. When the DSS-8125 processes or at the end of the timely notice period (depending on the change code used), the individual no longer displays as an active recipient on the case. The casehead/payee name does not change.

REVISED 10/01/05 - CHANGE NO. 02-06

III. G. (CONT’D) CHANGING TO A NEW CASEHEAD/PAYEE ONLY, WHILE OLD CASEHEAD/PAYEE REMAINS AS A RECIPIENT ON THE CASE

G. Changing to a new casehead/payee only, while old casehead/payee remains as a recipient on the case

1. On the Name Search screen, enter the EIS Case ID beside “CASE ID”. Press ENTER.

2. EIS displays the individuals associated with the Case ID.

3. Remove the payee designation for the old casehead/payee. (Delete the P.)

4. On the first available blank line, enter S, the casehead name, date of birth, race, sex and SSN (if available). Designate the individual as payee by entering P under the PAY column. Press ENTER to complete Name Search.

5. EIS displays potential matches on the EIS NAME/SSN SEARCH screen. Follow the usual procedures to match the individual or assign an Individual ID. (See EIS 1056, Common Name Database.)

6. Enter the DSS-8125 to change the payee. Enter Y for CASEHEAD/PAYEE CHG. This indicates this is a new casehead/payee, not just a name change for the old payee.

7. When the DSS-8125 processes, EIS displays the new casehead/payee name on the case.

IV. COMPLETING THE DSS-8125

A. Use the following instructions to designate or change the casehead/payee of a Refugee or Special Assistance case. This includes the situations in III. above. If a numeric field requires less digits than spaces available, precede with zeroes.

1. Write the CASEHEAD/PAYEE NAME at the top of the form for filing purposes, if using a paper form.

2. Write the COUNTY NAME, if using a paper form.

3. Enter the CASE ID from the current Case Profile.

4. Enter your assigned WORKER NUMBER.

5. Enter the COUNTY NUMBER from the Case Profile.

6. Ensure the DISTRICT NUMBER on the Case Profile is correct. If incorrect, enter the appropriate DISTRICT NUMBER.

REVISED 10/01/09 - CHANGE NO. 01-10

IV. A. (CONT’D) COMPLETING THE DSS-8125

7. Enter the AID PROGRAM/CATEGORY.

8. Enter Y or N for CASEHEAD/PAYEE CHG. See III. above. Enter Y if this is a new payee. Enter N if this is the same casehead/payee that is already on the active case.

B. DO NOT ENTER the following fields on the DSS-8125:

1. Verification Indicator

2. Change Code

3. Notice Override

4. Application Data

5. Case Termination Data

6. Payment Data

7. Medicaid Effective Date

8. Retro MA Data

9. Work Experience

10. Educational Level

11. Issue CRD (See EIS 3105 for how to request replacement cards.)

NOTE: ALL OTHER FIELDS ARE OPTIONAL. A DETAILED EXPLANATION OF EACH FIELD IS INCLUDED IN "OTHER CHANGED DATA."

V. SIGNATURES AND DATE

A. Write the DATE COMPLETED.

B. Sign the DSS-8125 in the WORKER'S SIGNATURE field.

C. The county director or his designee must sign the form in the DIRECTOR'S SIGNATURE field.

VI. KEY THE DSS-8125.

VII. OUTPUTS

When the DSS-8125 processes successfully, the following are received:

A. Case Profile

An updated Case Profile is produced the night the DSS-8125 processes and is mailed to the county the following workday.

REVISED 10/01/09 - CHANGE NO. 01-10

IV. B. (CONT’D) COMPLETING THE DSS-8125

B. Caseworker Supervisor Report

All changes completed by an IMC are reported on the Caseworker Supervisor Report. The number of actions completed is determined from the WORKER NUMBER.



VIII. for any changes not listed, see “other changed data.”