Computer Report Training

1. Computer Report Training

2. This training will help answer the following: 1. How do we access reports ? 2. Why we need reports 3. Which reports do we process?

3. How Do We Access Them? • Most computer reports are available on the Report2Web report distribution center. https://mars.eia.gov.bc.ca/scripts/portal/ • The one report not available on this System is the Caseload Management Report, this is sent out monthly with the computer cheques. Clicklink

4. Why need them? • Caseload management reports are generated to help workers proactively manage their caseload. • Reports are generated to keep track of limited Hardship Assistance, Family Bonus top up, Common claimants etc... • These reports must be completed monthly as part of proactive caseload management work. This is done over and above what is generated by the client activity.

5. Why we need them? Con’t • Each report has different tasks associated with them. • Prevention of office initiated over payments, and detection early of client initiated overpayments • It is fundamental to review these reports each month: • Failing to do so will result in: • incorrect cheque amounts on cheque issue • cheques not generated on cheque issue • system generated signals on cheque issue

6. List of reports we use? • Open GA files with Outstanding Debt where monthly amount may need to be set • Outstanding PPMB reviews • Out of the Province Transit Number by Worker • Open GA files of Family Close Imm. Type with Sponsor Expiry and No Assign Request Date • Hardship and Transition Monitoring report

7. List of reports continued: • Gain-Family Bonus Discrepancies • Financial Worker Field Advice • Family Maintenance Discrepancy Report • EI-MHR Common Claimants Report • Caseload Management Report • Total of 10 that are used at the ISC, there are more available to use.

8. Additional Reports: • Adult Care Facility, check for age of recipient • BF messages with no pos id, may be wrong caseload • Clients with no FM assign, eligibility issues need referral • Financial Worker Review Report, many eligibility issues and proactive service quality

9. Additional Reports continued: • Interprovincial file match • No EFT with reasons 2,4,6 & 7 • Persons in more than one open file - not usually any GA files • Volunteer Program List - assess for referral to THEO • Any other one time Run Special Reports IE: special family bonus run report, diet allowance increase, comforts for 05/21 new amount

10. This is what we do!

11. Out of Province Transit Number by Worker • EFT Payments for these files are being deposited in an out of province bank account. As the banks do not move the account when their clients move, you must confirm that the participant still resides in your area. When you are satisfied the participant still lives in your area (this may be via telephone contact or recent interview/meeting), add an annotation to the line on the report for that participant. Please document results of review on file history.

12. Open GA Files of Fmly Cls Imm Type with Sponsor • Review file, what immigration information do we have? What do we need? Are there eligibility issues? • Ensure all immigration information is entered on IMM screen correctly and immediately. • Put “Y” on IMM to query or add a comment - to right persons name

13. Outstanding PPMB Reviews • This report shows PPMB cases that will expire in one month. These cases were identified to the caseworker one month ago but a review has not yet been completed. As the clients assistance will be reduced if no action is taken please ensure that a review is completed and a decision entered onto the PER screen and updated MARS.

14. Hardship & Transition Monitoring Report • Ensure clients have an employment plan • Cheque production on, to mail & EFT • Why is file Hardship? • Does client have other options to Hardship? • What are the clients doing to deal with the “hardship reason?” • Are exemptions in place, DS approval etc…

15. Hardship & Transition Monitoring Report Continued: • Is there more than 1 reason for Hardship, check file for other codes that apply with the hierarchy • No EFT for Hardship • No Mail for Hardship

16. Hardship & Transition Monitoring Report con’t • BF to close if no assistance requested. BF to be done for Wednesday of cut off week • Check for sanctions and see if system mem#4 applies (EP to be waived?) • Hardship C - why no E.I. in pay? • Time frames, send hr84/hr2131 prior to cheque issue • If to regular EA - ensure no other codes like ID needed (J or K)

17. Hardship & Transition Monitoring Report con’t • Cheque production to mail • Review for other allowances: i.e. natal, diet etc...

18. Open GA files with Outstanding Debt where monthly amount needs to be set • Review file • Determine why debt not set or recovered, could be error in file, or cheque production off pending close. • Correct problem on file

19. Gain-Family Bonus Discrepancies • This report lists clients who are not receiving any family bonus from the CCRA or their full amount of family bonus from CCRA. • The persons identified on this report may be eligible for family bonus top-up. • The client’s must submit confirmation they’ve filed taxes & for CCTB/FB.

20. Gain-Family Bonus Discrepancies continued: • Things to consider: • Have they had family-bonus top up before? • How many months? • Have the they exhausted the Family-Bonus top up already? • Have they provided confirmation that they’ve filed their taxes? • Are there exceptional circumstances?

21. Gain-Family Bonus Discrepancies continued: • Retro-pay consists of CCTB and FB funds. • Exempt Income - All CCTB and Only 1 month of FB • Non - Exempt Income - the remaining amount of FB retro pay • Issuing Family Bonus top-up WILL NOT affect how the retro pay is applied to the clients file.

22. Gain-Family Bonus Discrepancies continued: • If you will be issuing Family Bonus Top Up ENSURE: the client knows this process so they can properly plan for use of the retro funds. • Send them HR2949

23. Financial Worker Field Advice • This report generates several messages: • Recapture per month not deducted • Allowance code dropped from master due to expiry • Cancellation date next month, last payment • Funds in Admin Manually • Allowance exceeds maximum • Allowance may have been dropped • Rate calculation due to client turning 19, or 60 etc..

24. Financial Worker Field Advice continued: • Review each message completely, correct errors on file • May need to advise client if more information needed • Comment on MIS action taken, and report

25. Family MaintenanceDiscrepancy Report • Failing to action this report will : • Delay the next computer cheque. Not changing the “Y” indicate to “N” will automatically set a signal the next computer cheque. • Computer cheques will be generated in the wrong amount, resulting in overpayments or underpayments • How to see this: • Review the FPS L screen. • This screen is a tape match with FMEP & tracks payments from respondents to our clients. This screen shows the amount of payment & the EA month it should be applied too.

26. Family Maintenance Discrepancy Report continued:“WHY?” • What generates a discrepancy report? • Client not reporting full maintenance or reporting maintenance when they aren’t getting any • No FMW involvement (i.e.: referral to fmw not done, FM AOB not complete) • Client reporting income that’s not being tracked by FMEP (not registered with FMEP)

27. Family MaintenanceDiscrepancy Report continued:“Factors to consider” • Look at the corresponding FM file, review payment list as it does identify the actual payment dates from FMEP. If payments are made on the 4th , 5th or 6th there is room for discretion on when they received it. • FM payments are treated same as income. Reported from the 5th to the 5th.

28. Family Maintenance Discrepancy Report continued: • If FMEP has mailed the cheque it could be up to 5 business days for it to arrive at the client. • If the client says there is a discrepancy with our tape match, they need to provide us with information which proves this. • The FPS List is the same as FMEP. • FMEP would provide proof of an error is if they are reversing a payment.

29. Family MaintenanceDiscrepancy Report continued:“Tricks for this report” • Use the FM file, if you Query ( put a “Q” beside) the payment in questions on the FPS L it will take you to the corresponding FM file (FMP Q FM#). This will show the exact date of payment from FMEP. • Please remember our clients may have multiple FM files due to different respondents. Make sure you check any corresponding files for the payment details.

30. Family Maintenance Discrepancy Report continued: • There may also be one order registered with FMEP and one which is not (which will result in 2 different payers). All FM payments must be through FMEP.

31. EI-MHR Common Claimants Report • This reports several very important factors: • Is the client now pending E.I.? • Watch for weekly rate. • Number of weeks unused • Disqualification or disentitlement codes • Exhausted sick, maternity or parental claim, may mean regular claim possible.

32. EI-MHR Common Claimants Report“Important Questions” • Are they going to get EI? • How much? What's the weekly rate? • Are they on hardship C, should they be? • If they are hardship is the weekly rate less than MHR’s, can we switch to regular EA. Review for other HS codes in hierarchy.

33. EI-MHR Common Claimants “Important Questions” • Are they disqualified or disentitled to EI? • Did we know? • How did we treat it? • Does or did the client qualify for EA • Did the client fail to disclose to MHR, potential for fraud?

34. EI-MHR Common Claimants Report continued: • IMPORTANT - touch base with client reconfirm how to report income, submit hr2131, or EI docs • New Process, don’t forget this new step! Web AOB Link

35. DO NOTmultiply the weekly rate by 4 and enter on income screen This figure will result in incorrectrate calculation (under or overpayment to the client).

36. Caseload Management Report • Cheque production on • ensure that letter of 1st client & last client are within caseload letters (not relevant if sort is by geographical area) • go through all pages and look for files that have cheque production ON but no cheques produced for that client. Review why. Fix it. I.e.: was it one time income in excess, has it been ongoing? Funds in admin manually etc.. • See who has “cc” rather than “bc”, and review EFT for those without.

37. Caseload Management continued: • Adult Care • look for cheques produced, if not check it out… should it be MSO or something else • file review date, must be looked at every 2 years as not on included on EAR reports • review the clients age

38. Caseload Management continued: • Cheque Production Off • review file, is it hardship? Supposed to be off? • Send hr2131 (AKA s84) to clt for signing prior to cheque issue if code C. • Is it regular/cheque production was shut off, mail on? • Are the DS approval on for hardships? • If file can be switched from hardship to regular, review file thoroughly to ensure no other hardship codes apply • Was it a bf to close or should it be MSO? • Issue cheque and correctfile.

39. Caseload Management continued: • MSO • check review date on FIM, if old check file history and update review date if necessary. • If necessary send MSO review letter. • Ensure if not 65 that there is approval , and not time limited Created by : Krystal Madill