Individual Information
What should you do if someone is listed on the case but not on the application?
List them as "Out of Household". (Panviva 1191, Task 2)
What should you do if someone has an employer listed in VaCMS but after research it was determined that the applicant no longer works there?
Close out old income. (Panviva 1160, Task 5)
What is the projection period for Self-Employment?
For the Period Start Month, enter the month prior to the application.
For the Period End Month, enter the month of the application.
(Panviva 2664, Task 1)
Where can we verify unearned income such as SSI or SSA?
SOLQ
Title II = SSA Claim Information
Title XVI = SSI Claim Information
(Panviva 1817, SOLQ Guide)
When do we send a VCL for SSN?
Only send a VCL for Social Security Number if you are also requesting other information. (Panviva 1643, VCL Special Comments Template)
In the Client page, what do we select for "DOB Verification" and "Verification Source" if the applicant is undocumented alien?
"Self Certify" and "No SSN Required" (Panviva 1191, Task 1, Alien T&T)
What should you do if Self-Direct created a new record (same job listed twice) for an existing employer?
Delete the new entry and update the historical record. (Panviva 1160, Task 1)
Can a Profit & Loss (P&L) be hand-written?
Yes, as long as it's legible and it meets the requirements needed. (Panviva 1127, Profit & Loss)
When should we check Electronic Sources?
When reasonable compatibility is not met and VaCMS is requesting income verification (Panviva 1817)
When should you add case notes?
Always unless you are just reviewing the case under View Data Collection Read Only
In what screen can you pick the language that NOAs and VCLs are printed?
Household Information (Panviva 1190, Task 1)
What is the first step you should take to be able to update the pay frequency?
Start by updating the field "Is there a change to Pay Frequency?" from "NO" to "YES".
The system will then ask you to verify that you want to update it the frequency.
Afterward, the "Pay Frequency" will no longer be greyed out and you can update it accordingly.
Exception: "Irregular" will sometimes act funny and not allow you to update it. If this happens, you will have to close the record and create a new one with the correct frequency. Don't forget to document your notes.
What should you always do after you enter all self-employment information?
Review the income calculations to determine if they are reporting correctly. Make sure that the correct monthly income and monthly expenses are listed. (Panviva 2664, Task 3)
What should you always do under the income section, even if the applicant attests to no income?
Go to MA Electronic Sources Summary and search each household member, regardless of age, if they have an SSN.
(Panviva 1194)
When can an applicant keep their MMIS ID but is issued a new MMIS Case Number?
They will need a new MMIS Case Number, if the applicant is Case Head of their own VaCMS case but they are not Case Head of the populated MMIS Case.
If a client requests retro coverage, on what screen will you use the retro date for "Effective Begin Date", "Reported On", "Date Change Occurred", and "Verification Received On"?
The Tax Screen (Panviva 1097, Task 2)
For the retro income - Can we use the Employment Budget as the income for each retro month?
No. Retroactive income is not projected. It is the actual income received in the month being evaluated. (Panviva 1160, Task 2)
What are the two primary tax schedules used to evaluate self‑employment income when tax forms are received?
Schedule 1 and Schedule C are the 2 most common ones that you will use to verify self-employment income since they breakdown the income received and business expenses
You may also see Schedule E (used for rental income and royalties), and Schedule F (used for farming). (Panviva 1720 & Panviva 1127)
What groups do not qualify for a Gap Filling Evaluation after being denied for over income?
1. Individuals not in a Tax-Payer Household
2. A household with a married couple who live in the same home, but they file separately
3. Emergency Service Aliens
4. FAMIS Prenatal
Why do we check MMIS Transaction History after certifying and authorizing the case?
To confirm that the determination has successfully bridged to MMIS. IF it doesn't successfully bridge to MMIS, we will need to take the next steps to ensure that the coverage bridges over to MMIS. (Panviva 1060, Task 6)
In Client Demographics, what should the ID verification be if the applicant is not a citizen?
Not Verified (Panviva 1179, Task 2)
How do you confirm that the Employment Budget being displayed is correct?
You will need to do the math. (Panviva 1160, Task 4 // Panviva 1080 Task 3)
The Employment Budget is calculated by:
1. Adding all the paystubs within the projection period (you need a minimum of 30days of paystubs within your projection period),
2. Dividing that number by the number of paystubs, and
3. Multiplying by the conversion factor
You have received tax documents to verify self‑employment. What is the correct process for entering self‑employment income and expenses in VaCMS?
Self-employment income should be listed as yearly (Annual Frequency)
Expenses should be added individually, review Panviva 1127 to confirm which expenses are acceptable. When adding each expense, the system will request you add the "Monthly Expense Amount". You will then review the amount listed in the tax form and divide by 12 to convert the amount to monthly. (Panviva 2664, Task 2 & Panviva 1127, C)
What steps should you take if you are completing zero income procedure and after checking all electronic sources no income was found?
Proceed to Certifying and Authorizing the case with zero income.
Also don't forget to make sure you:
1. Add to your case notes: "Electronic sources were checked and no income was found."
2. If VaCMS Electronic sources are not available, you must check Equifax (The Work Number) and upload those results to DMIS
(Panviva 1076)
What should you do if you had to use VEC to verify income (no other source available) and reasonable compatibility was not met?
Send a VCL to request income verification. (Panviva 1817, VEC Guide)