0208 208 Clearances And System Matches

User Manual: 208-Clearances-and-System-Matches

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A DEPARTMENT OF HUMAN RESOURCES
FAMILY INVESTMENT ADMINISTRATION TEMPORARY CASH ASSISTANCE
MANUAL
CLEARANCES AND SYSTEM MATCHES
SECTION 208 COMAR
07.03.03.04 APPLICATION
200
REVISED APRIL 2009 Page 1
208.1 REQUIREMENTS
A. Tell the applicant that the social security number and other identifying information
for each family member will be matched with information in other systems.
B. Case managers must:
1. Limit their access to information to data needed to determine eligibility
2. Apply confidentiality provisions to all information received through computer
matches
3. Assist customers with resolving discrepancies received through computer
matches, and
4. Check the case record to make sure the information is applicable and
required for eligibility determination and if so:
Within 10 days of receiving an alert or report, send the customer:
o A “Request for Information” letter Form 1052
o A “Change Report” form (Form 491)
o An employer verification earning form, Form 268
5. Give the customer a 10-day response deadline
6. Make the appropriate changes for current eligibility upon receipt of
verification(s)
7. Close the case if the customer does not respond to the request for
information
8. Process any overpayments
208.2 SPECIFIC ACCESS TO COMPUTER MATCHES
A. Caseworker inquiry into specific systems during application, recertification and
interim change processes
B. CARES matches done on an automated schedule BSDM
A DEPARTMENT OF HUMAN RESOURCES
FAMILY INVESTMENT ADMINISTRATION TEMPORARY CASH ASSISTANCE
MANUAL
CLEARANCES AND SYSTEM MATCHES
SECTION 208 COMAR
07.03.03.04 APPLICATION
200
REVISED APRIL 2009 Page 2
C. The Office of the Inspector General (OIG) routinely runs matches as preliminary
investigations.
208.3 CARES AUTOMATED MATCHES
A. State Directory of New Hires/National Directory of New Hires
1. Provides information about individuals who are newly employed
2. Depending on the employer the following information is provided
a. Name and social security number of the employed person
b. Employer’s name and address
c. First day of work
d. Salary, pay frequency
e. Available medical benefits (employer not required to report this)
2. State match is run daily and produces alerts daily
3. National directory match is completed monthly.
4. Match is run for individuals in an active, pending, active no-pay, or Medical
Assistance spend-down status
B. Income Eligibility Verification System (IEVS)
1. Provides information from the Internal Revenue Service (IRS)
a. Assets as reported by a financial institution on a 1099
b. Unearned income reported on 1099
c. Earnings reported to the Social Security Administration (SSA)
d. Gambling winnings such as a lottery
2. Provides information from SSA:
a. Beneficiary and Earnings Data Exchange (BENDEX) – social security
benefits, private pensions, out-of-state wages, veterans and other
government benefits, and self-employment
A DEPARTMENT OF HUMAN RESOURCES
FAMILY INVESTMENT ADMINISTRATION TEMPORARY CASH ASSISTANCE
MANUAL
CLEARANCES AND SYSTEM MATCHES
SECTION 208 COMAR
07.03.03.04 APPLICATION
200
REVISED APRIL 2009 Page 3
b. State Data Exchange (SDX) – information on SSI customers
c. Automatic verification of Social Security Number (see Social Security
Number)
C. Do not use information from IEVS to determine eligibility without additional
verification unless the information comes from the primary source.
D. Primary Sources for verification
1. SSA is the primary source for SSI and Social Security benefits and
verification of Social Security Numbers.
a. It may be used without other verification
b. SSA is not the primary sources for wages, self-employment or other
benefits and pensions.
It may not be used without additional verification
2. The IRS is not the primary source for information in IEVS.
Verify all IRS information with the primary source or other documents
E. Important Information
1. FIA determines when information from IEVS will generate alerts to the case
manager
2. Local departments are audited concerning security, confidentiality and use of
information procedures
Information received from IEVS has strict confidentiality and security
Access is limited
requirements
Examples of a primary source:
• The employer is the primary source for wages and
•
The bank is the primary source for savings accounts.
A DEPARTMENT OF HUMAN RESOURCES
FAMILY INVESTMENT ADMINISTRATION TEMPORARY CASH ASSISTANCE
MANUAL
CLEARANCES AND SYSTEM MATCHES
SECTION 208 COMAR
07.03.03.04 APPLICATION
200
REVISED APRIL 2009 Page 4
208.4 INQUIRY MATCHES
A. Maryland Automated Benefits System (MABS)
1. Required
a. Application, and
for all adults in the assistance unit and minor heads of household
at:
b. Each recertification
2. Provides quarterly earnings for the most recent 6 quarters in the system
a. Includes employer’s name, address and phone number
b. Information available is generally 1 – 2 quarters behind
3. Provides unemployment insurance benefit information
4. Information provided for unemployment claims includes
a. Amount and date of each unemployment benefit issued including a
payment history
b. Liens (child support or recoupment) against the benefit to be paid
c. Employee name, address and phone number
d. Date of filing for benefits
e. Last day of employment and the reason work stopped
5. Data is available on-line immediately upon access
B. Motor Vehicle Administration (MVA)
1. Provides the following information:
a. Maryland licensed vehicle registration, make, model
b. Unlicensed vehicle make, model, from the most recent Maryland
registration
c. Vehicle purchase and lien information, owners, co-owners, addresses
A DEPARTMENT OF HUMAN RESOURCES
FAMILY INVESTMENT ADMINISTRATION TEMPORARY CASH ASSISTANCE
MANUAL
CLEARANCES AND SYSTEM MATCHES
SECTION 208 COMAR
07.03.03.04 APPLICATION
200
REVISED APRIL 2009 Page 5
d. Driver’s license data
2. Is not required for TCA eligibility determination because vehicles are not
counted as an asset or resource and absence is no longer required to be
verified
3. Data is available on-line immediately
C. State Verification Data Exchange System (SVES) with the Social Security
Administration:
1. SVES provides:
a. Social Security Number verification
b. Retirement, Survivors, Disability Insurance (RSDI) benefits
c. Supplementary Security Income (SSI) benefits
d. Work History – Quarters of Coverage
e. Prisoner information
2. Request each type of information separately, but consecutively without delay
3. A separate response screen for each type of information is available the next
working day after the request
4. Required as needed for eligibility determination
5. SVES protects the integrity of customers’ information by providing an audit
trail indicating who accessed the system, for what and when.
D. Systematic Alien Verification Entitlements (SAVE)
1. Provides immigrant status verification to determine non-citizen applicant’s
eligibility for public assistance
2. Required for all immigrants at application
3. SAVE supplies state agencies with information that immigrant’s sponsors
provided on the original Affidavit of Support, Form I-864
A DEPARTMENT OF HUMAN RESOURCES
FAMILY INVESTMENT ADMINISTRATION TEMPORARY CASH ASSISTANCE
MANUAL
CLEARANCES AND SYSTEM MATCHES
SECTION 208 COMAR
07.03.03.04 APPLICATION
200
REVISED APRIL 2009 Page 6
Request for sponsor information must be through the VIS (Verification
Information System) or by submitting the Document Verification Request,
Form G-845S, along with the Document Verification Request Supplement,
Form G-845 Supplement, to their local USCIS office.
4. Immigrant information is verified through an internet based system with
immediate response time www.vis-dhr.com/webone/
E. Public Assistance Reporting Information System (PARIS)
1. PARIS shares public assistance data among States to detect and prevent
improper payments by conducting:
a. An Interstate match, which compares participating States data against
each other and determines if an individual is collecting benefits in more
than one State
b. The Federal match determines whether anyone receiving benefits is also
collecting a salary or retirement pension as a current or former U.S.
military or civil service employee.
c. The Veterans Administration (VA) database match determines if an
individual is collecting VA benefits
2. CARES alerts-993, 994 and 995 notifies case managers of a possible match.
208.5 MATCHES RUN BY OFFICE OF THE INSPECTOR GENERAL
A. Matches that are run against individuals and information in CARES
1. Maryland State Employment Match - matches State employment records
2. Maryland State Bureau of Vital Statistics - matches death records
3. Baltimore City Jail - matches inmate records with individuals active on
Maryland Department of Corrections - matches inmate records in State
facilities
4. Public Assistance Recipient Information System - matches individuals on
CARES receiving TCA or FS benefits with those concurrently receiving
benefits in other states
a. The number of states participating varies
A DEPARTMENT OF HUMAN RESOURCES
FAMILY INVESTMENT ADMINISTRATION TEMPORARY CASH ASSISTANCE
MANUAL
CLEARANCES AND SYSTEM MATCHES
SECTION 208 COMAR
07.03.03.04 APPLICATION
200
REVISED APRIL 2009 Page 7
b. Match is run quarterly
c. Individual state matches for concurrent benefits and earnings are currently
in place with Pennsylvania, Delaware, Virginia, and DC
d. Veterans Administration - matches veteran benefit records
5. Maryland Department of Corrections Match-identifies individuals who are or
were incarcerated while receiving benefits in Maryland.
6. Police Departments – Fugitives Match –match with fugitive warrant records in
Maryland and DC
7. Child Day Care Records
a. Matches individuals receiving day care subsidies with CARES earned
income data
b. Matches individuals on CARES with day care provider records
B. All matches run by the Office of the Inspector General are reviewed by OIG staff
and tested to determine if the data is valid.
C. The Office of the Inspector General (OIG) produces other matches as an
investigative resource to reduce fraud. Matches, like investigations are
determined effective by analysis. The OIG will continue to look for resources to
create new matches and to update or replace existing matches.
D. For frequency of matches refer to the pages 8-10 of this section.
ADDITIONAL INFORMATION
• Technical Eligibility – Social Security Number
• Technical Eligibility – Citizenship/Immigrants
DEPARTMENT OF HUMAN RESOURCES
FAMILY INVESTMENT ADMINISTRATION TEMPORARY CASH ASSISTANCE
MANUAL
CLEARANCES AND SYSTEM MATCHES 208 COMAR 07.03.03.04 APPLICATION 200
REVISED APRIL 2009 Page 8
NAME OF MATCH DEFINITION FREQUENCY Department/Division
Responsible for Execution
PARIS (Public Assistance
Reporting Information
System)
Interstate
Multiple state matching system to help
identify "double dipping" defined as
individuals receiving assistance in more
than one state.
Quarterly Bureau of Systems
Development and
Management (BSDM), Local
Department of Social
Services (LDSS)
PARIS
FEDERAL EMPLOYEES
ARES database matched against
Federal Payroll to identify Federal
Employees receiving benefits and not
reporting income to LDSS
Quarterly BSDM, LDSS
PARIS
VA (Veterans
Administration))
CARES database matched against VA
database acknowledging VA benefits
that were not reported to LDSS
Quarterly BSDM, LDSS
DOC (Maryland Department
of Corrections) CARES database matched against DOC
database acknowledging recipients who
maybe or may have been incarcerated
while receiving benefits.
Quarterly or "As Needed"
with a minimum of Once
Annually
LDSS and OIG
DEPARTMENT OF HUMAN RESOURCES
FAMILY INVESTMENT ADMINISTRATION TEMPORARY CASH ASSISTANCE
MANUAL
CLEARANCES AND SYSTEM MATCHES 208 COMAR 07.03.03.04 APPLICATION 200
REVISED APRIL 2009 Page 9
NAME OF MATCH DEFINITION FREQUENCY Department/Division
Responsible for Execution
BCDC (Baltimore City
Detention Center) CARES database matched against
BCDC database acknowledging
recipients who may be or may have
been incarcerated while receiving
benefits.
Quarterly or "As Needed"
with a minimum of Once
Annually
LDSS and OIG
CCATS CARES database matched against
CCATS to identify individuals receiving
FIA and POC benefits without reporting
to either administration.
Quarterly or "As Needed"
with a minimum of Once
Annually
LDSS and OIG
DEATH CARES database matched against
DEATH RECORDS provided by the
Department of Heath and Mental
Hygiene acknowledging discrepancies of
Date of Death (DOD) and benefit
certification periods.
Quarterly or "As Needed"
with a minimum of Once
Annually
LDSS and OIG
STATES EMPLOYEES CARES database matched against State
Payroll (Annapolis) to identify State
Employees receiving benefits and not
reporting income to LDSS
Once Annually HRDT, OIG, OIG IA and
LDSS
DEPARTMENT OF HUMAN RESOURCES
FAMILY INVESTMENT ADMINISTRATION TEMPORARY CASH ASSISTANCE
MANUAL
CLEARANCES AND SYSTEM MATCHES 208 COMAR 07.03.03.04 APPLICATION 200
REVISED APRIL 2009 Page 10
NAME OF MATCH DEFINITION FREQUENCY Department/Division
Responsible for Execution
FUGITIVE MATCH CARES database matched against files
from State, Local or US Marshall's
Warrant Files. (Felony Warrants)
"As Needed" OIG and LDSS
DRS (Disqualified Recipient
Subsystem) CARES database matched against the
National Food Stamp disqualification
database.
Quarterly or "As Needed"
with a minimum of Once
Annually
OIG and LDSS
*LOTTERY CARES database matched against the
Maryland State Lottery winners. Quarterly or "As Needed"
with a minimum of Once
Annually
OIG, OTHS and LDSS
HABC (Housing Authority of
Baltimore City) CARES database matched against
HABC database to determine accuracy
of information provided to both agencies.
Once Annually OIG,HABC and LDSS
New Hires Alerts (State) CARES database matched against
Maryland residents recently hired Monthly FIA, LDSS
National Directory of New
Hires Alerts (NDNH) CARES database matched against the
NDNH database to identify people that
have federal jobs, people that have jobs
in Maryland but the home office is in
another state.
Monthly FIA, LDSS

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