| Food Stamp Program claims policy and procedures
are changed effective August 6, 2001. Policy and procedures for claims
written for other types of assistance are not changed. A listing
of new update screens and information about new inquiry screens is provided.
These new screens are developed to support the revised food stamp claims
policy and procedures. These screens do not replace CARS screens
currently in use with the exception that OVCA is no longer used to enter
food stamp claims.
SYSTEM NAVIGATION
Most of the new screens may be accessed
through the menu or by typing the tran ID (transaction identifier).
To complete the transaction, some screens require the DCN, others require
the
unique identifier and others must be accessed
from a specific screen. Navigating through the new screens, or flowing
from new screens to old screens can be done by fastpathing. Available
fastpath (PF) keys are listed at the bottom of each screen. The fastpath
may be used for inquiry or update screens.
As part of the revised policy, food stamp
claim referrals are registered in OVAD. To enter detailed
information to establish a claim, the worker uses a controlled flow through
OVPU,
OVTC, and OVBA. This flow is accessed through OVAD when
there is sufficient information to enter the claim at the same time the
discovery claim referral is registered. If the claim information
is entered after the discovery referral is registered, the flow is accessed
from OVDU. OVPU, OVTC, and OVBA cannot be accessed
directly. If this controlled flow is not completed, the worker and
supervisor will receive a "DAILY INCOMPLETE PENDING CLAIM REGISTRATION
REPORT" (FCLDY500-01) the next business day. The report is generated
every day until the claim is established.
Note: Unless the system is in a
controlled flow, pressing the PF12 OVMM key returns the worker to
the Main Menu.
NEW UPDATE SCREENS
The following screens are used to register
and process claim referrals and to update information:
-
OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM:
This is the menu screen for the discovery/tracking system.
-
OVAD - DISCOVERY ADD: This screen
is used to register a discovery claim referral.
-
OVDL - DISCOVERY CHANGE LIST:
This screen is used to display all discovery claim referrals for a DCN
and to select a discovery claim referral for further action.
-
OVDU - DISCOVERY CHANGE: This
screen is used to update or change information on a discovery claim referral.
-
OVPU - WORKSHEET ADD: This screen
is used to add the overpayment information that appears on the demand letter.
This screen can only be accessed through the controlled flow from OVAD
or OVDU.
-
OVPC - WORKSHEET CHANGE: This
screen is used to change information that has already been entered on OVPU,
before the claim is established.
-
OVTC - ADD CLAIM: This screen
is used to add specific information about the claim, such as the program
code, reason, etc. This screen can only be accessed through the flow
from OVPU or OVPC.
-
OVTU - CHANGE CLAIM: This screen
is used to change information that has already been entered on OVTC,
before the claim is established.
-
OVBA - MEMBER ADD: This screen
is used to add individuals responsible for repaying the claim before the
claim is established. This screen can only be accessed through the
controlled flow from OVTC or OVTU.
-
OVBB - MEMBER ADD: This screen
is used to add individuals responsible for the claim who were not already
added on OVBA. This screen can only be used before the claim
is established.
-
OVBX - MEMBER DELETE: This screen
is used to delete individuals who were added but are NOT responsible for
the claim. This screen can only be used before the claim is established.
-
OVLU - LETTER DETAIL UPDATE:
This screen is used to record the date that a demand letter is returned
as undeliverable.
-
OVNA - NOTE ADD: This screen
is used to add notes from phone calls or other contacts regarding a discovery
claim referral or an established claim. It does not replace the Claims
Section of the case record.
-
OVMA - ADD CLAIM MEMBER TO ESTABLISHED
CLAIM: This screen is used to add an individual responsible for
a claim after the claim has been established.
-
OVMD - DELETE CLAIM MEMBER(S) FROM ESTABLISHED
CLAIM: This screen is used to remove an individual determined
not to be responsible for a claim after the claim has been established.
Specific procedures for registering a claim
referral and establishing a claim are included in Memorandum
IM-#144.
INQUIRY SCREENS
A number of screens are used for inquiry.
All of the inquiry screens display the debtor's name, DCN, race/sex, birth
date, and social security number. Following are the inquiry screens
and instructions:
OVID - DISCOVERY INQUIRY LIST:
This inquiry screen displays a list of
all discovery claim referrals registered for a specific individual.
The screen displays for each discovery claim referral the discovery ID
(unique identifier assigned when the claim referral is registered), due
date, discovery date, status, county number, and load number.
Access OVID by:
-
Typing OVMM. Press enter.
The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.
Select OVID by entering an "S". Press enter; or
-
Typing OVID followed by the DCN.
Press enter.
OVDD-Discovery Inquiry Detail is used
to view detailed information about specific discovery claim referrals.
OVDD - DISCOVERY INQUIRY DETAIL:
This screen displays the information listed
on OVID, plus the following additional information: address, worker
ID, supervisor ID, date of entry, last updated date, status date, and reject
code. This information is not changed once the claim is established.
Access OVDD by:
-
Typing OVMM. Press enter.
The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.
Select OVID by entering an "S". Press enter. OVID - DISCOVERY
INQUIRY LIST provides a list of all of the discovery claim referrals
registered for a specific individual. Type DCN and press enter.
Select the appropriate Discovery ID. Press enter; or
-
Typing OVID followed by the DCN.
Press enter. Select the appropriate Discovery ID. Press enter;
or
-
Typing OVDD followed by the 20-digit
Discovery ID. Press enter.
OVTI - CLAIM INQUIRY:
This is the inquiry screen to view information
entered regarding a specific claim prior to the claim being established.
The screen displays the address, worker ID, supervisor ID, county number,
load number, program, from/to dates, total owed, FS W/EID, cause, referral
source, demand letter name, and demand letter amount.
Access OVTI by:
-
Typing OVMM. Press enter.
The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.
Select OVTI by entering an "S". Press enter; or
-
Typing OVTI followed by the 20-digit
Discovery ID. Press enter.
OVTI shows the information entered
by the worker on OVTC or OVTU while establishing the claim.
Use OVCI to view current information on the established claim.
If you need to change information displayed, go to OVTU to correct
information prior to the claim being established or OVCC to correct
information on an established claim.
OVPL - WORKSHEET INQUIRY:
This is the inquiry screen to view a specific
worksheet for a specific claim. The worksheet includes the months
in the claim period and the amount of overpayment for each month.
Access OVPL by:
-
Typing OVMM. Press enter.
The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.
Select OVPL by entering an "S". Press enter; or
-
Typing OVPL followed by the 20-digit
Discovery ID. Press enter.
OVBD - MEMBER INQUIRY DETAIL:
This screen lists the individuals responsible
for repayment of the claim. The screen identifies each individual
by DCN, name, race/sex, birth date, social security number, and whether
the individual was a member of the food stamp household at the time of
the claim. These names will appear on the demand letter. This
screen is accessed when you have completed entry of an
overpayment to verify the correct members
are added to a moved claim. Make changes prior to the claim being
established, if necessary, using OVBB and OVBX.
Access OVBD by:
-
Typing OVMM. Press enter.
The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.
Select OVBD by entering an "S". Press enter; or
-
Typing OVBD followed by the 20-digit
Discovery ID. Press enter.
OVLI - DEMAND LETTER INQUIRY:
This is the inquiry screen to view all
of the demand letters sent to a household. The system displays the
discovery ID (unique identifier), letter types, dates sent, number of letters
sent on each established claim, and number of letters returned on each
claim.
Access OVLI by:
-
Typing OVMM. Press enter.
The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.
Select OVLI by entering an "S". Press enter; or
-
Typing OVLI followed by the DCN.
Press enter.
All claims have a unique identifier.
For claims established 08-06-01 or later the unique identifier is the discovery
ID. Memorandum IM-146 describes how the discovery ID is assigned.
Claims established prior to 08-06-01 are assigned a 20-digit number consisting
of two zeros, followed by the DCN, the date the claim was established,
and two zeros.
Example: A claim
with head of household DCN of 99887766, established on 12-28-99 will be
assigned a Unique Claim Identifier of 00998877661999122800.
The first and last demand letter sent for
all established claims are displayed on this screen. All demand letters
sent prior to 08-06-01 have a letter type of CON (Converted). The
codes depicting the type of letter sent are as follows:
-
CON - (Converted) Demand letter sent prior
to 08-06-01,
-
TRA - Trafficking demand letter,
-
AE - Agency Error demand Letter,
-
IHE - Inadvertent Household Error demand letter,
and
-
IPV - Intentional Program Violation demand
letter.
The old system only stored the dates of the
last demand letter sent. For claims that have had only one demand letter
sent, only one date is displayed. For claims that had one or multiple
demand letters sent and the date sent is missing from the system, the date
99-99-9999 appears.
A "Y" in the R column indicates the demand
letter was returned as undeliverable. An "N" indicates the demand
letter was not returned as undeliverable.
Type "S" in front of any letter for which
you wish to see detailed information and press enter. The OVLD
LETTER INQUIRY DETAIL screen is displayed.
OVNI - NOTE INQUIRY LIST:
A note can be added for future reference
to a discovery referral, moved claim, or established claim. This
screen is used to view a list of the notes that have been added for a specific
DCN.
Access OVNI by:
-
Typing OVMM. Press enter.
The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.
Select OVNI by entering an "S". Press enter; or
-
Typing OVNI and the DCN. Press
enter.
For each note displayed the date entered,
the time (military) entered, and the USERID of the person who entered the
note is shown. Use the OVND - NOTE DETAIL INQUIRY to view
a specific note.
OVND - NOTE DETAIL INQUIRY:
This screen is used to view a specific
note and can only be accessed through OVNI. The DCN, debtor
name, date the note was entered, the person who entered it, and the note
are displayed.
Access OVND by:
-
Typing OVMM. Press enter.
The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.
Select OVNI by entering an "S". Press enter. The OVNI -
NOTE INQUIRY LIST screen displays. This screen provides a list
of all of the notes, which have been added, for a specific DCN.
Select the appropriate Note. Press PF9 - NOTE DETAIL; or
-
Typing OVNI and the DCN. Press
enter. The OVNI - NOTE INQUIRY LIST screen displays. Select
the appropriate Note. Press PF9 - NOTE DETAIL. The OVND
- NOTE DETAIL INQUIRY screen displays.
OVIM - CLAIM MEMBER(S) FOR ESTABLISHED
CLAIM:
This is the inquiry screen to view all
of the members responsible for repayment of an active claim established
after 08-06-01.
Access OVIM by:
-
Typing OVIM, space, claim indicator,
DCN, space, program type, space, date established. Press enter.
The OVIM - CLAIM MEMBER(S) FOR ESTABLISHED CLAIM screen displays.
The claim indicator, program type and date established can be obtained
from the OVCS screen. Access to the OVCS screen has
not changed.
Example: An established claim with
an indicator and DCN of I27020231, program type 12, and date established
08/17/01, would be typed in as OVIM I27029231 12 081701.
All members responsible for the active claim
are displayed.
OVMI - CARS MEMBER CLAIM INQUIRY:
This is the inquiry screen to view the
details of a claim established after 08-06-01 for which a specific member
is responsible. The member does not have to be the head of household.
Access OVMI by typing OVMI,
space, claim indicator, DCN. Press enter.
This screen displays the member name, the
debtor name, and the details of this claim including the date established
and the amount of the claim. The debtor name is the head of the household
on this claim.
This member may be responsible for more
than one claim. Press enter to view the next claim. The message
"END OF INQUIRY" appears at the bottom of the screen for the last claim
for this specific member.
The Forms Manual is being revised.
Copies of the screens will be distributed at that time. |