IEVS Training FW/CAA Conference October 2009

1. IEVS Training FW/CAA Conference October 2009

2. What Are IEVS? Information Eligibility Verification System Federally required automated data exchange system for applicants and participants. Federal mandate includes TANF and Health Care. Minnesota includes FS as well. Data received from IRS, SSA, and DEED. Client’s social security number is used as the source of information.

3. *Changes in benefits only following initial exchange

4. Estimated Dates IEVS Matches are sent to DAIL/DAIL Reports SDXS – The Third Saturdayof the month BNDX – The Third Monday of the month BEER – Mid month UBEN and WAGE – The 11th and 19th day of each month. UNVI – A few days after the tape is received from IRS. It is run once a month with a annual run usually in March of each year.

5. Why DHS is Concerned About IEVS? • Unresolved matches may mean inaccurate benefits to clients. • Continued non-compliance places the state at risk of sanction • The sanction could be 2% of the state’s TANF block grant • The most recent OLA report identified 15 counties that continue to struggle with meeting compliance. • However, MN has now met compliance as a state.

6. Timeliness • 80% of all IEVS matches must be resolved within 45 days. • Once the IEVS match hits the DAIL/DAIL the 45 day clock starts ticking. • Upon receipt of an IEVS match quickly review it to determine if a Difference Notice must be sent and initiate it immediately. • Clients have 10 days to respond to the Difference Notice

7. Did You Know???? • 180 ≠ 45

8. MAXIS REPT/IEVC 09/09/09 07:35:53 MAXIS FMLVCAM2 Income Verifications To Do (IEVC) Worker: _______ Supervisor: _______ County: 02 Case Stat: X Match Stat: U Worker Name Case Rel DOB Type Period Days __X102ABC GARDIAN, ANGEL 54455 01 05/11/1984 A70 01/08-12/08 (40) __X102ABC DAY, SONNY 738206 01 10/04/1972 A51 04/09-06/09 16 __X102ABC COOL, JOE 3571598 02 11/26/1973 A50 04/09-06/09 (568) __X102123 ROSE, SUMMER 313166 02 05/26/1971 A51 04/09-06/09 01 __X102123 BUILDER, BOB 195735 01 02/11/1970 A60 08/09-08/09 (999) The match type codes are: A50 WAGE-JOBS AMOUNT NOT EQUAL A51 WAGE NO JOB REPORTED A60 UBEN-UNEA AMOUNTS NOT EQUAL A70 BEER RECORD HAS BEEN STORED

9. IEVS Resolution Codes • BN (Already Knew) • BN is used when the IEVS match information is already known and verified. • BE (No Change) • BE is used when the IEVS information was not previously known.

10. IEVS Resolution Codes Cont’d • BP (Earner is not the client) • BP is used when the IEVS match information occurs, and the earner is not the client.

11. IEVS Resolution Codes Cont’d • DI (NEVER, EVER, EVER use this code)

12. Closed Case • BC (Case Closed) • BC is used once the effective date has passed. • You will need to note the match type, amount and benefit month in CASE/NOTEs so that the information can be pursued if the person reapplies. The match will not reappear if the case re-opens. • The household is not eligible for any benefits until they cooperate with resolving the old IEVS match.

13. Navigation • To navigate to a match from DAIL/DAIL, use "I" and transmit. That will take you to INFC, and the client's SSN will already be inserted. Type "IEVP" on the Command Line, and all matches for that client (i.e. SSN) will be displayed. • To navigate to REPT/IEVC from DAIL/DAIL, insert a "V" at the match on DAIL and transmit. This will take you directly to REPT/IEVC.

14. Transmit vs. PF3 • Why won’t my match drop off of DAIL/DAIL? • Try re-entering the Action Code and transmit again. If the DAIL/DAIL still does not drop, PF11, request MAXIS staff to delete the message.

15. Temporarily Stopping FS WAGEMatches MAXIS email dated 7/23/09 Parts 1 and 2 were issued announcing FS WAGE matches would stop beginning August 11, 2009.

16. Client Cooperation • Cooperation is either providing requested verifications or by signing the Difference Notice authorizing the agency to secure the needed verifications. • A client is considered cooperating once the Difference Notice is signed or requested verification is provided. • NEVER close a pregnant woman, disabled child, or auto newborns.

17. Safeguarding • The IRS has much more restrictive requirements on data security than the MN Data Practices Act. • As a result, all staff with access to MAXIS, and thus UNVI and BEER information, must sign an initial oath on safeguarding and an annual reminder/oath thereafter. These oaths will automatically come up on MAXIS and prompt you to respond. • UNVI and BEER information should not be copied or filed in the case file. • CASE/NOTEs should never state that the match is an IRS match or the source of the match such 1099 tax information. It is acceptable to state that the match is an IEVS match.

18. Safeguarding • A client should never be told the source of the IRS IEVS match. • The Difference Notice is two pages. The first page includes the source of the IEVS match while the second page is the client’s authorization to collect information. • ONLY page two of the Difference Notice should be retained in the file.

19. Additional Handouts • Flow chart with the overview process of resolving IEVS matches. • Step by step instructions on how to resolve IEVS matches.

20. Reports There is a handout highlighting five IEVS INFOPAC Reports. Supervisors should have access to these reports. Each report looks at IEVS in a little different way The quarterly report I request supervisors to review is the IEVS Quarterly Timeliness Report (FN750301) Monitoring this quarterly report along with monitoring REPT/IEVC at least monthly should keep IEVS activity current.

21. QUESTIONS

22. Barb Martin, IEVS Coordinator • Program Assessment & Integrity Division • Barb.Martin@state.mn.us • MAXIS Email: GKY • 651/431-3977