FAMIS is the electronic case record. Information previously recorded on paper forms must be recorded in comments if it is not contained on a specific screen. The electronic case file must contain enough information that it can stand up in a hearing and support decisions made by FAMIS and/or the caseworker. Comments are recorded to provide additional information, to clarify information entered in FAMIS, and to support any action taken on a case. A comment is needed in the following situations, including, but not limited to:
- Recording IMES, identity, and interview at each application;
- Recording about any items in the paper file (correspondence with the EU, verification received, etc.) or action taken outside the system (such as appointment letters or requests for contact sent to the EU);
- Recording information at appropriate detail screens;
- Including sources of verification and any other information needed to explain the data entered on a screen;
- Recording any information not contained on the details screens;
- Recording any off-line decisions not tracked by FAMIS;
- Recording when the actions/information in the system are not self-explanatory;
- Recording when information is ambiguous or questionable;
- Recording when actions are taken that are different from the recommended action by FAMIS (EXAMPLE – FAMIS suggests an approval of benefits, but the EU wishes to withdraw the application);
- Recording why benefits are issued via WIBCA and what information is used; and
- Recording what information is used on the WIBCA claim budget.
When a hearing is requested, print the comments screens containing information pertinent to the action for use during the hearing.
For more specific instruction on when to record a comment and what to include in the comment, refer to the Comments Quick Reference Chart.