verifications in ies

Verifications in IES

Verifications Job Aid – Updated 9/15/2014 ………….

Important Information!

• Clearances can be triggered from three places:

o Pages in Data Collection: Different clearance icons are located at the top of different pages in Data Collection. Clearance icons are located on specific pages based on verifications needed of that page. Run the clearance from the specific page to verify information while processing the case. This job aid will focus on this option.

o Clearance Results: Use this page to view all clearance results at once. This page is in the driver flow during Application Registration and Data Collection.

o Data Exchanges: Use this page to either run clearances or view historical results. There is no need to print information from clearances because the historical results can be viewed on this page.

• Six clearances, the Federal Data Service Hub (SSA), Disqualified Recipients System (DRS), Illinois

Residency Verification (IL SoS), Key Information Delivery System (KIDS), State Online Query (SOLQ), and

Verify Lawful Presence (VLP) will prefill information on some pages in Data Collection. If information is

available for prefilling from the clearances, you may receive a red prompt at the top of the page instructing

you to review the clearance information.

• All clearances are automatically run, in the background, once the Individual Household page is saved. This information can be viewed or re-run from the Clearance Results page or the Data Exchanges page. Clearances can also be manually triggered on individual pages during Data Collection. Each clearance can only be run once a day. If a clearance is triggered twice in the same day, the original information displays.

o The VLP clearance needs to be triggered by the worker once all required information is entered into IES.

• Clearances do not replace the need to verify information. Instead, they are the first place to check to verify information. If the appropriate information cannot be verified using Electronic Clearances continue to use other sources.

o For example: If identity cannot be verified through the SSA or SOLQ, a driver’s license can be used.

Use this job aid to understand

the different electronic

clearances available in IES,

where to locate them during Data

Collection and key information

provided from the clearances.

Remember, these replace paper

verifications.

Table of Contents

Important Information……………………..…Page 1

SSA…………………….……………...………Page 2

ARS……….…………...................…..………Page 3

DRS………....……………..…….….…...……Page 4

IL SoS…………………………..………..….Page 5

KIDS…………………………...……….....…..Page 6

SOLQ..………………………..…………..…..Page 7

TPLV…………………….…...…………...…..Page 9

AWVS………………….……...…..………....Page 10

TWN..………………….……...……………....Page 11

VLP..………………….……...…………….....Page 12

Clearance Results…...……………………...Page 13

Data Exchange……...……………….……...Page 14

FAQ……………..................…………....…...Page 15



Federal Data Services Hub (SSA): Icon Information

required in IES to run the clearance

What page can I run the clearance from? Primary Verification source for:

• SSN

• First and Last name

• Date of Birth Runs for all applicants and non-applicants whose SSN has been validated within IES.

Click on the icon at the top of the following pages to verify the SSN, U.S. Citizenship Status, and identity of an individual:

• Individual Demographics (view citizenship status)

The SSA Clearance returns the same results as WTPY. Per Federal CMS guidance, citizenship status is only run for individuals that have attested to being a U.S. Citizen.

• Social Security Number

• Identity

• US Citizenship Status

Tip: SSA holds the same information as WTPY and can be done in realtime as oppsosed to the 48 hour delay.

Clearance Prefilling:

If all required information is entered into IES to run the Federal Data Services Hub (SSA), the first time the caseworker arrives at the Individual Demographics – Citizen/Residency page, the US Citizen and Citizen Verification fields will prefill based on information from the SSA clearance. These fields will only prefill if citizenship is verified. The fields will prefill to the following:

• US Citizen: Yes

• Citizen Verification: Verified by SSA

• Citizen/Identity validaded by SSA: The checkbox is marked when validated by SSA



Accounts Receivable System (ARS): Icon Information



N/A • SSN

Runs for the payee and for any requestors whose SSN has been validated within IES.

Run from the following pages to determine any Cash or SNAP recoupable balances and current recovery amounts for applicants requesting benefits:

• Clearance Results

• Data Exchanges

• N/A



Disqualified Recipients System (DRS): Icon Information



• SSN Runs for all applicants a non-applicants who’s SSN has been validated in IES.

Click on the icon at the top of the following pages to determine information about persons disqualified from SNAP due to an Intentional Program Violation (IPV) decision:

• Non-Cooperation/Sanction – Questions

• IPV Sanctions – Details The results give information about IPV decisions that have been reported. The start date of any current disqualifications is provided along with the duration of the disqualifications. Staff can use this info to verify that SNAP applicants are not disqualified from receiving SNAP benefits.

• Persons disqualified from SNAP


If all required information is entered into IES to run the Disqualified Recipient System (DRS) Clearance, the first time the caseworker arrives at the Non-Cooperation/Sanctions Questions page the Is there anyone in the case with a SNAP Intentional Program Violation (IPV) sanction? question will default to “Yes” if applicable.

The fields will prefill on the IPV-Disqualification-Details to the following based on

information from the clearance:

• Program Type: SNAP

• IPV Disqualification: First Disqualification due to IPV, Second Disqualification for IPV, Third Disqualification for IPV, depending on Customer Information

• Determination Source: Administrative Hearing, Court Ordered, or Signed Waiver, depending on Customer Information

• Determination Date: IPV sanction decision date

• Disqualification Begin Date: First day of fiscal month when the IPV sanction became effective

• Disqualification Months: Length of IPV sancton in months

• Disqualification End Date: End date of IPV sanction



IL Residency Verification (IL SoS): Icon Information



• SSN Runs for the payee and for any requestor who’s SSN has been validated within IES.

Click on the icon at the top of the following page to verify the customer is an Illinois resident:

• Individual Demographics – Citizenship/Residency

• Illinois Residency


If all required information is entered into IES to run IL SoS, the first time the caseworker arrives at the Individual Demographics – Citizen/Residency page, the State of Residence and Residency Verification fields will prefill based on information from the IL SoS clearance. The prefill overrides information from ABE. View the information provided by the customer on the ABE PDF.

The fields will prefill to the following if the customer is an Illinois Resident (Status: Y):

• State of Residence: IL

• Residency Verification: Secretary of State

The fields will prefill to the following if the customer moved out of state (Status: M):

• State of Residence: State name from the clearance

• Residency Verification: Not Verified

The fields will prefill to the following if there is no record found (Status: N) or the address is unknown (Status: U):

• State of Residence: IL

• Residency Verification: Not Verified



Key Information Delivery System (KIDS): Icon Information



• SSN Click the icon at the top of the following pages to determine child support information (made or received) for an absent responsible relative which is included on the case in IES or employer information, if applicable:

• Absent Parent Court Order Support Liability

• Questions – Income

• Employment – Pay Details

• Self-Employment – Details

• Support Expenses – Details

• Non-custodial parent status

• Child support benefits received

• Child support benefits paid

• Child support order

Tip: The employer information does not include detailed income information, but rather,

only information about the employer.


If all required information is entered into IES to run the Key Information Delviery System (KIDS), the first time the caseworker arrives at the Absent Parent-Details, the Absent Parent-Child Link and the Absent Parent Court Order Support-Liability page, fields will prefill based on information from the KIDs clearance. These fields will only prefill if verified.

The fields will prefill to the following based on information from the clearance:

• Absent Parent-Details page

o Absent Parent Name:Name of Absent Parent

o SSN:SSN of Absent Parent

o DOB: Date of Birth of Absent Parent

• Absent Parent-Child Link page

o Child Name: Name of Child on Case with Absent Parent

o Absent Parent Name: Name of Absent Parent (if on the case)

o Custodial Parent: Name of Custodial Parent

• Absent Parent Court Order Support-Liability page

o State: State where Court Order processed

o County: County where Court Order processed

o IV-D Docket Number: Docket number of Court Order

o IV-D Case ID: Case ID of Court Order



State Online Query (SOLQ): Icon Information



• SSN or SSCN (when SSN not applicable)

Click on the icon at the top of the following pages to verify information about SSA Title II & Title XVI (SSI) benefits, Medicare, and disability:

• Household Individuals Questions

• Aged/Disability Benefits Details

• Disability Details

• Medicare Claim Details

• Questions – Assets

• Vehicle Details

• Real Property Details

• Lump Sum / Accumulated Benefits Details

• Life Insurance Details

• Questions – Income

• Unearned Income – Details

• Disability status

• SSA benefits and SSI

• Medicare status

Secondary verification source for:

• Identity

• Social Security Number

Tip: There are several types of pop-up windows that may appear for SOLQ, including full SOLQ details, a smaller assets/resources subset of results, and pop-ups for individuals and for households. Different pop-ups will appear on different pages depending on the information needed to complete the page in IES.


If all required information is entered into IES to run the SOLQ clearance, the first time the caseworker arrives at the Household Individual Questions page, IES will prefill “Yes” if appropriate based on information from the SOLQ clearance.

Fields then prefill on the Individual Information, Aged/Disability Benefits-Details, Special Medicaid Approvals-Details, Disability Details, and Medicare Claim-Details pages if applicable.


• Individual Information page

o Verification Source-SSN: Federal Data Services Hub

o If Deceased-Day of Death: Date of death, if deceased

• Aged/Disability Benefits-Details page

o Benefit Type: Railroad Retirement or SSI, dependent on Customer information

o Benefit Application Date: Application date

o Benefit Begin Date: SSI eligibility date



o Status: Approved or Denied, dependent on Customer information

o Denial Date: Date of denial, if applicable

o Is there an appeal of the denial?: Yes, if applicable

o Appeal Date: Date of appeal, if applciable

• Special Medicaid Approvals-Details page

o Approval Type: Renal Dialysis

• Disability-Details page

o Disability Begin Date: Begin date of Disability

• Medicare Claim-Details page

o Type: Part A, Part B, BOTH (A and B), dependent on Customer Information

o Begin Date: Begin date

o End Date: End date

o Buy-in Begin Date: Begin date of buy-in

o Buy-in End Date: End date of buy-in



Third Party Liability (TPLV): Icon Information



• SSN

• Name

• DOB

• Document Type

Run for any legacy case # ID associated with the payee and the requestors who’s SSNs have been validated in IES.

Click on the icon at the top of the following pages to determine information regarding any existing medical insurance coverage for an applicant:

• Insurance Policy Information Details

• Insurance Policy Information Eligible Clients

• Non Financial – Questions

Note: This only displays information that was previously entered in MMIS. Follow-up with the customer to obtain verification on current third party insurance coverage.

• Third party insurance coverage



Automated Wage Verification (AWVS): Icon Information



Current Wage:

Historical Wage:

• SSN Run for all applicants and non-applicants whose SSN is present on the case.

Click on the icon at the top of the following pages to retrieve employer and wage information. The clearance also reflects any claims for Unemployment Insurance Benefits (UIB) and provides a history of the last eight UIB checks received by a client (if applicable). This enables local office staff to verify earned income information and UIB income information reported by a client:

• Employment – Pay Details

• Self-Employment Details

Work Number is still the primary source to verify earned income.

CW:

• Unemployment benefits

• Secondary source for earned income (medical only)

HW – Supplemental source for:

• Income

Tip: The clearance can be invoked in two formats: Current Wage (CW) returns the most recent four quarters of income information for applicable employers. The Historic Wage (HW) returns income information for a one year range specified by the caseworkers.

Tip: If you run the Current Wages clearance and don’t receive results, run the Historical Wages clearance to gain a complete view of potential earnings for the customer. The Work Number System continues to be your primary verification source for income.



The Work Number (TWN): Icon Information



• SSN Click on the icon at the top of the following pages to retrieve employer and wage information for all applicants and non-applicants who provided a SSN:

• Employment – Questions

• Employment – Pay Details The clearance reflects information found in the Equifax database and is organized by employer.

• Earned Income



Verify Lawful Presence (VLP): Icon Information



One of the following is required to run the clearance:

• Alien Registration #

• Document Type

• Document Number

• SEVIS ID

Click on the icon at the top of the following pages to verify the Lawful Presence status for non-U.S. Citizens:

• Alien – Details

Workers must provide information from one of several residency documents (such as a visa or passport, for example) in order to run the interface. Workers should still run SAVE to obtain Class of Admission.

• Lawful Presence (non-citizens)


If all required information is entered into IES and VLP is run from the Clearance Results page or the Alien – Details page, the U.S. Date of Entry, Is there a Sponsor for this alien?, Alien Admission Status, Alien Registration Number, Student and Exchange Visitor Information System (SEVIS ID) fields prefill based on information from the VLP clearance.


• U.S. Date of Entry: Provides the date of entry if found, overrides information from ABE

• Is there a Sponsor for this alien? Prefills to ‘Yes’ if the clearance finds a sponsor, if the clearance does not find a sponsor, the field will not prefill

• Alien Admission Status: Prefills to ‘Documented’ if the clearance verifies the alien status, if the clearance does not verify this information, the field will not prefill

• Alien Registration Number: Provides the registration number, overrides information from ABE

• Student and Exchange Visitor Information System (SEVIS ID): Provides the SEVIS ID if found

Note: Not all required pages on the Alien-Details page prefills from the clearance. For example, the Alien Type Document and Alien Type Verification need to be manually entered.



Clearances Results Page The Clearance Results page displays after the Program Request – Summary page during Data Collection and

after the Individual-Summary page in Application Registration. The page will display for each individual on the

case. All clearances results are displayed for each individual with a SSN and can be updated by clicking [Retrigger

Clearances] at the top of the page. The Name drop down list allows the worker to choose which individual on the

case to run or view clearances for.

A message displays at the top of the page that says “Clearance results do not auto-populate the necessary fields in

IES. The necessary information must be manually entered.” This is a reminder that IES does not populate fields

based on the information found on Clearance Results page.

A green check indicates SSN validated, or verified citizenship. A red X indicates an invalidated SSN, or lack of

citizenship verification.



Data Exchanges Page The Data Exchanges page is directly accessible on the Left Navigation. An individual clearance or all clearances

can be displayed for any SSN and can retrieve current or historical information.



Verification - Frequently Asked Questions

Q. How do I know when prefilled clearance information has changed?

A. If new information is available from a prefilled clearance; a message will appear on the Summary page of the Logical Unit of Work indicating that the details pages must be reviewed for the specific

individual. Click on the Edit icon to review the information.

Q. Are there pages where clearances automatically run?

A. All clearances are automatically run, in the background, once the Individual Household page is complete. This information can be viewed or re-run from the Clearance Results page or Data Exchanges page. Clearances can be manually triggered on individual pages during Data Collection.

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