Area and county staff have already started cleaning up data in the IWKR system and the worker and load information in the current Legacy food stamp system.  Please update this data as needed to ensure the majority of food stamp cases are automatically converted.

This memorandum addresses the next phase in the clean-up process.  FAMIS and FS Program and Policy staff have developed a report to identify cases with addresses that will not be automatically converted.  These cases cannot be converted and will error out for the following reasons:

• the case is coded as a transient case,

the address is a PO Box only, 

• the address is General Delivery, or

• the address is unknown to Code-1.

CONVERSION ERRORS: The conversion errors occur outside the Code-1 database and the error does not mean the address is not correct.

•  CONVERSION ERROR - TRANSIENT REJECTION:  The case is coded as a transient case.  Review the case to determine if the transient code is used correctly.  If not, remove the transient code and enter the appropriate residential address.

• CONVERSION ERROR - POST OFFICE BOX REJECTION:  The address contains only a PO Box and cannot be converted.  If a residential address is also known, enter the PO Box and the residential address to prevent this error.

• CONVERSION ERROR - GENERAL DELIVERY REJECTION:  The address contains General Delivery.  If there is a residential address for this case, remove the General Delivery from the address lines to prevent this error.

• CONVERSION ERROR - MAIL RECORD NOT FOUND REJECTION:  If this error is received, there is something wrong with the case in the Legacy system.  Review the case to determine what address should be entered into the Legacy system. 

CODE-1 ERRORS:  The address has been run through the Code-1 database and is unknown or incorrect.  The Code-1 database is updated quarterly and may not recognize new addresses.

• CODE-1 ERROR - APARTMENT NUMBER MISSING OR NOT FOUND:  The address should have an apartment number and it is not there, the apartment number given is incorrect, or the address is new.

• CODE-1 ERROR - INSUFFICIENT OR BLANK ADDRESS INFORMATION:  The address is not complete as given.

• CODE-1 ERROR - HOUSE/BOX NUMBER NOT FOUND ON STREET:  The house or box number does not exist for the street given or the address is new.

• CODE-1 ERROR - DIRECTIONAL IS REQUIRED (N, S, E, W, NE, NW, SE, SW):  This address requires a direction in the address.  For example, 100 Elm St. should be 100 E. Elm St.

• CODE-1 ERROR - INVALID DIRECTIONAL FOR THIS STREET:  This address either should not contain a direction or contains the incorrect direction.

• CODE-1 ERROR - SUFFIX IS REQUIRED (ST, RD, LN, AVE, BLVD, CT, TER):  The address cannot be identified because there are multiple streets with the same name but different suffix.  For example, in some cities there may be 100 Elm Drive and 100 Elm Road.  Without the suffix, Code-1 cannot identify which address is given.

• CODE-1 ERROR - INVALID SUFFIX FOR THIS STREET:  The suffix given for this particular street does not exist. 

• CODE-1 ERROR - MULTIPLE ADDRESS MATCHES WERE FOUND:  The address entered has two or three possible matches.  More information is needed to determine the correct address match. 

• CODE-1 ERROR - STREET NAME NOT FOUND IN ZIP CODE:  The street name is either incorrect or is a new address.

• CODE-1 ERROR - ZIP CODE NOT FOUND IN DATABASE:  The zip code given does not exist or is a new zip code.

•  Review each case record.

• If the address is a PO Box or General Delivery, or the case is coded as a transient, determine if the household has a residential address. 

• If yes, enter the residential address in FSU5 (IAPP when appropriate).  If a PO Box is needed and a residential address exists, enter both the PO Box and residential address in FSU5 (IAPP when appropriate).  Enter the PO Box on the line required by your local Post Office.  The conversion process is changed to allow the PO Box on either line.

 
• Remove the transient code or General Delivery address if there is a residential address.

•  If an address errored because it is unknown to Code-1, contact the household to verify the address is correct.  If not, enter the correct address in FSU5/IAPP, as appropriate. 

• If the address is a new address but is correct, record that information on the report page and forward a copy of that sheet to the FS Program and Policy Unit. 

• If an address cannot be changed for automatic conversion, record that information on the report page and forward a copy of that sheet to the FS Program and Policy Unit. 

To ensure as many errors are prevented as possible, check all addresses in Code-1 (CD1P) prior to entering IAPP or FSU5.  Data Processing staff are working on an edit in FSU5 that will require an address to be Code-1 compliant.  A memorandum will be issued when this change is complete.

If you have any questions, follow supervisory channels prior to contacting Central Office.

• Discuss this memorandum with all appropriate staff.

• Review cases appearing on this report to determine how to clean up the address so the case can be automatically converted.

• If it is not possible to change the address to make it Code-1 compliant, record the information on the report and forward a copy to the FS Program and Policy Unit.