Research
Which systems do we use to research the application?
MMIS, SPIDeR (including SOLQ), VaCMS
DOB Verification field: Office of Vital Records
Verification Source field: System Inquiry
Panviva Document 1191 Task 1
If a new employment record was created by Self-direct, and there is the same employment that was historically added, what would your steps be?
Remove the new income that was added by the system, and update the historical record.
On the Eligibility summary, if the client is pending for coverage MN F&C >18, what does this mean?
What about MA-ABD, MA-SSI, MA-EXT INC?
MN F&C >18 - The child is pending for spenddown evaluation, and the case will need to be transferred to the locality for spenddown evaluation.
MA-ABD, MA-SSI, MA-EXT INC - These are all Non-MAGI/ABD and the case will need to be transferred to the locality for Non-MAGI/ABD.
If a client has a SNAP/TANF application and submitted a MA application, what are the next steps?
Complete File Clearance (if applicable), then transfer the case to LDSS as SNAP/TANF.
Fill out and upload communication form to DMIS.
Email communication form to locality workers email.
During research of a 10/26/2026 application, you find the client has approved coverage with a cancel date of 10/31/2026 and a cancel code of 007. Would you process this case at CPU?
No - This case must be transferred to LDSS as a case change due to the client having approved coverage during the month of the application.
Panviva document 1222 Task 3
What system should you always check the clients address in when entering it on the Household Address screen?
USPS. com
Panviva document 1190 Task 2
What would be the projection period for an application where the client is requesting retroactive coverage if employment is current and ongoing?
Projection Period Start Date: 1st day of the month prior to the application month.
Projection Period End Date: Last day of the application month.
Panviva Document 1160 Task 5
If the case is pending Zero Income verifications, what are the next steps?
Check all Electronic Sources for income.
If unattested income is found, add the income using the correct procedure.
If no unattested income is found in ES, process the case based on attestation.
If the client is a noncitizen and/or did not provide a SSN, process the case based on attestation.
DO NOT SEND A VCL FOR ZERO INCOME - UNLESS ELECTRONIC SOURCES SYSTEMS ARE DOWN
What would you do if the case head is requesting coverage for herself, and her newborn child (under 1 year)?
Transfer the case to the PW team in MIO.
In what instance would a re-register of an application be needed?
Case head was given a new client ID due to an incorrect SSN, or spelling of name being entered on the application.
The application was not associated to the Case Heads/Case Heads spouse historical case.
Panviva document 1792 - Identifying and Submitting an Application for Re-Registration (CPU EW)
On Client Demographics Screen, what is the correct ID Verification when the clients citizenship is verified through the Federal Hub?
Finding of identity from Federal or State Agency
Panviva Document 1179 Task 2
What are the conversion factors for weekly, bi-weekly, semi-monthly, and monthly, and annual income?
Weekly - multiply by 4.3
Bi-weekly - multiply by 2.15
Semi-monthly - multiply by 2
Monthly - multiply by 1
Annual - divide by 12 for monthly amount
Panviva 1080 Task 5
What scenarios would the case be transferred to LDSS after eligibility is ran?
Approved (any approval during the eligibility period)
Spenddown
Child Continuous Coverage (This can be seen in Notice Reasons)
True or False:
If the applicant is attesting to MAGI deductions and income, and the case pends for income only, we will send a VCL to include BOTH MAGI deductions and Income verifications.
TRUE
Please review Panviva document 1782 for acceptable MAGI Deductions
If the case head is not the same as on your application.
If the case head on the case is not the spouse of the case head on your application.
If the case is a Child Care and/or Energy Assistance case. (CPU does not associate to these cases)
A client is advising they are homeless and ONLY provide a Physical Address. What should be listed as the mailing address?
The locality address should be listed as the mailing address.
Please use https://www.dss.virginia.gov/localagency/index.php to find the correct address for the locality, and follow Panviva document 1190.
What sources would be checked for verifying Earned and Unearned Income?
TWN - Record must be uploaded to DMIS with each case
Electronic Sources - VEC, TALX, SOLQ (Unearned)
Make an OBC to client for earned income (cannot verify amounts over the phone)
If the case is showing Approved, but there are goggles, what are the next steps?
Please review the reason the case is pending to determine if an error was made during processing.
If the information entered is correct, this is a temporary approval, and the case can be certified and authorized. Please remember to transfer this case to LDSS after cert/auth.
When the application is not signed by the Case Head, what is the next step?
Send a VCL for Consent to apply - Even if the case is approved or denied.
During application research, you discover another pending application for the same Case Head that was submitted before the application you are currently processing. Identify the steps you should take next.
Review for any changes between the two applications, including who the application/case is assigned to (Locality or CPU).
If the applications are the same (no additional HH members requesting coverage), deny the most recent application as a duplicate, and process any changes under the case.
If there are changes, complete the multiple Household Procedure, Panviva Document 1220.
Special Circumstance: If your application is SBE-D (federally approved), you will process your application as is, and deny the prior application as a duplicate.
How would you add a married couple filing jointly on the Tax Return Details page?
Under the drop down for "Do you file taxes jointly with a spouse?" - select Yes
Select the name of the client with whom the tax filer files jointly from the dropdown in the Joint Filers Inside the Home (For Tax Filer) section.
Click Add.
Save+continue.
Repeat the process with the other spouse.
Panviva document 1097
What are the default pay frequencies for the following attested earned and unearned income pay frequency: Irregular, Random, Daily, and One-time payments?
What about for self-employment?
Earned and Unearned Income:
Irregular, Random, and Daily defaults to Weekly
One-time defaults to Monthly
Self-employment: Irregular and Random defaults to Monthly
Panviva document 1160 Task 1
What should be reviewed on the EDG summary for each case where eligibility is ran?
Things to review:
HH Size
Program the clients that are being ran for
Eligibility Period
Requesting Clients - if clients that are not requesting are showing on the EDG during the eligibility period, please reach out in the chat
Notice Reasons
Income Calculations
Eligibility Result
In what situation would CPU need to request consent to apply?
If the Case head is not the listed spouse of the other client that is applying, we must get consent from the client for the case head to apply for them.
If the child that is being applied for is 21 years old or older (regardless of tax filing status of the child), we must get consent.