2004 Memorandums
IM-39    05/06/04
Staff requested guidance on procedures and policy regarding comments, when to record a comment and where to record it.  A Quick Reference Chart pdf file is developed to assist staff in determining when to record a comment and where it should be recorded.  The chart is mostly organized according to the controlled flow.  There are some Child Care only comment procedures at the end of the chart.  This guide does not include every situation for which a comment may be needed.  Use judgment when determining if a comment is needed.

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.

  • Review this memorandum with appropriate staff.