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FLORIDAFamily TrackScreen Guideupdated May 13, 20141
FLORIDA Family Track Screen Guide / Table of ContentsPurpose6AISI Alien Sponsor Information22FLORIDA Information7AIIM Individual Miscellaneous23Acronyms7AISA School Attendance24System References7Food Assistance College Student Helpsheet25PF Keys7Example: AISA Eligible College Student (EA)26AICI Case Information8Example: AISA Ineligible College Student (XA)26AIID Individual Demographics9AIAF Armed Forces27AILG AKA Names/SSN Registration10AIDP Elderly/Incap/Disabled28AIVR Voter Registration11AIMC Individual Misc. Con’t29AIRE Race/Ethnicity12AIMM Medicare Information31AIPB Application Entry Benefit Selection14AIHH Household Relationships32ACAC Application Counselor Information15AIHH Household Relationships Helpsheet34AIIC Individual Living Arrangements16Example: AIHH Specified Relative35Example: AIIC Relative Caregiver Code 3217Example: AIHH Specified Relative (OTR)35Example: AIRL Relative Caregiver Screen17Example: AIHH Child Living with Non-Relative (FRD)3618Example: AIHH Nonjudicial Boyfriend and Girlfriend (NJB/NJG)36AIIA Individual AttributesExample: Identity Citizenship Verf Table TMVR19AIOH Household Relationships37AICZ Alien Refugee Information20AIAP Absent Parent General38AISI Alien Sponsor Information22AIAE Absent Parent Employment392
AIAC Absent Parent Court Order40AALS Lump Sum60AFMQ Medical Expense/Insurance Questions41AABE Business Assets61AFME Medical Expense42AAAT Asset Transfer62Example: AFME Food Assistance Recurring Medical Expense43AFEQ Employment Questions63Example: AFME Food Assistance Recurring Medical Expense43AFEI Employment Information (Current Ongoing)64AFMD Medical Insurance Coverage44AFEI Employment Information (Current Ongoing)64AFMC Medical Insurance Coverage45AFIN Earned Income / Expense Calculator PF1966ASEQ SSI Eligibility Questions46AFEI Employment Information (Actual/Past Month)67ASEV SSI Eligibility Verification47AFEM Employer Provided Health Insurance68ASPV Protected MA Eligibility Verification48AFSE Self Employment Questions69ARDT Welfare Reform Data Tracking49AFBE Blind Work Expenses70ARCA Welfare Reform Cash Data50AFIQ Unearned Income Questions71ARFS Welfare Reform Food Stamp Data51AFMI Monthly Unearned Income72AAAQ Asset Questions52AFUI Unearned Income Calculator73AAVH Vehicle Assets53AFBA Income Benefits Applied For74AANA Vehicle Model Selection54AFIC Unearned Income Questions Continued75AANA Vehicle Body Style Selection55AFEA Educational Aid76AALA Liquid Assets56AFEA Educational Aid76AARP Real / Personal Property Assets57AFAA Educational Aid Applied For77AARC Real / Personal Property Assets Continued58AFRQ Room And Board Questions78AALI Life Insurance Assets59AFRQ Room And Board Questions783
AFRE Room And Board Earnings79Example: AFUT Standard Utility Allowance (SUA)96AFBP Room and Board Paid80Example: AFUT Basic Utility Allowance (BUA)96AFDQ Dependent Care Expenses81Example: AFUT Telephone Standard97AFDE Dependent Care Expenses82Example: AFUT Multiple AGs Living In The Same Dwelling97AFDE Dependent Care Expense Helpsheet83Example: AFUT Vendor Payment98Example: AFDE Dependent Care (RC, ?)84Example: AFDE Dependent Care (RC, SC)84AFDP Child Support Payments (Outside The Household)AFSU Shelter Utility AssistanceExample: AFSC HUD Rent Subsidy (TCA)9910085AITR Application Tracking101AFDP Child Support Payments Food Assistance Helpsheet86AIFP ACCESS Integrity Referral102Example: ADFP Child Support Deduction (more than court order)87AGCD SFU Composition Display103Example: AFDP Child Support Deduction (no court order)87AGPY Assistance Group Names10488AGCC TCA SFU Composition Change105Example: AFSQ Homeless Income Deduction (FS)89AGCC Medicaid106Example: ABFN Homeless Income Deduction (FS)89AGCC Food Assistance10790AWES Eligibility Summary108AFSC Shelter Helpsheet91ABFG Food Stamp Gross Income Test Budget109Example: AFSC Mortgage (PT, HI, CM paid separately)92ABFN Food Stamp Net Income Budget110Example: AFSC TCA Specified Relative Child Only92ABFB Food Stamp Benefit Determination Budget111AFTD Tax Deductions93ABAD TCA Miscellaneous Deeming Budget112AFUT Utility Costs94ABAI TCA Individual Countable Earned Income Budget11395ABAC TCA Payment Standard Budget114AFSQ Shelter And Utility QuestionsAFSC Shelter CostAFUT Utilities Helpsheet4
ABAG TCA 185% Eligibility Standard Budget115Example: Layering AFEI Screens (Current Ongoing)136ABAB TCA Benefit Determination Budget116Example: Layering AFEI Screens (Actual/Past Month)136ABMG Family Medicaid/Medically Needy Determination Budget117ABSB SSI Related MA Eligibility Determination118Example: Accessing History / Screens with Begin End MMCCYY fields138AAED Asset Eligibility Determination119Example: Accessing History / Screens without MMCCYY fields139ATED Technical Eligibility Determination120AWEC Expected Changes121AWAC Application Creation122AGBI Assistance Group Benefit Information123Example: AOBT PF20141AGBI Assistance Group Benefit Information123Example: AOBT PF21142AGAR Authorized Representative124Example: AOBT PF22142AGPI Work Programs125Example: AWAA Reason Code 051143AGTF Application Tracking Food Assistance126Example: CLRC Bill Tracking Form143AGTC Application Tracking Cash128AGTM Application Tracking Family Medicaid129AGTS Application Tracking SSI Related130AWGV Pending AG Display Screen131AGVR Pending Verification Checklist132AWAA Assistance Group Authorization133Attachment 1: CLRC Running Record Comments134Attachment 2: How To Layer Screens BEG MMCCYY and END MMCCYY135Attachment 3: How To Access HistoryAttachment 4: “NO PENDING AGS EXIST FOR THIS CASE”Example: AGCD shows no TCA or MedicaidAttachment 5: AOBT Medical Bill TrackingAttachment 6: AMIC Print Emergency MIC / Reissue Hard Card5137140140141144
PurposeHelpsheets appear after certain difficult screens to detail important policy, such asFood Assistance Student Eligibility.The FLORIDA Screen Guide is intended to provide an electronic reference to helpstaff complete FLORIDA screens. The pages are shown in landscape format for abetter view with less scrolling.Examples help explain how to enter specific information, such as completing AFSCfor a TCA specified relative child only case.The Table of Contents is linked to each page. Click the heading to go directly tothe page. Use “control home” keys to return to the title page.Attachments cover screens that do not appear in the driver and other importanttopics related to FLORIDA.Other Screen Guide Sections are available electronically:1. Family Track Screen Guide de/2. Inquiry Screens, CRAD Driver Screen nguide/3. CLCH Change Driver Screen Guide . DSUM Disability Driver Screen Guide he FLORIDA Screen Guide is intended as a supplement to other policy referencesand does not replace policy manual materials.Example: AFSC Shelter Cost page from the Screen GuideThe screen pages contain the following items: Title: Screen Name that appears in the table of contents. Screenshot: A snapshot of a training region case. For clarity and printingpurposes, the background is changed from black to white. However, otherFLORIDA colors are the same: green input, red error, blue system field.A description in blue text follows most of the screenshots. Important Fields are described from a system view. System / Policy Reminders offer hints and tips for completing the screen orthings to remember about policy.This reference is a 2011 ACCESS Leadership Class project by Rodrigue Baly,Terri Caldwell, Burton Cummings, Pauline Glover, Janice E. Johnson, Joyce Kinney,Tom Sallette, and Louella Teague.Thank You to Cathy Kenyon, Jena Grignon, and Kara O’Brien for their guidance anddirection in completing this project.6
FLORIDA InformationPF KeysAcronyms FS Food Assistance, Food Stamps, SNAP PF1 Screen Help TCA Temporary Cash Assistance, Cash, TANF, AFDC PF7 Page Backward (certain screens only) MFAM Family Medicaid PF8 Page Forward MSSI SSI Related Medicaid PF9 Cancel, New Screen ASIA Application Driver PF13 (SHIFT F1) Sign off ASRE Recertification Driver PF 14 (SHIFT F2) Cancel CRAD Client Registration Application Driver PF15 (SHIFT F3) Exit Table EDBC Eligibility Determination Benefit Calculation PF16 (SHIFT F4) New Screen AABC Tran Code to run EDBC PF19 (SHIFT F7) Income Calculator; Update tracking screen entry. SFU Standard Filing Unit AG Assistance Group ACCESS Home Page http://eww.dcf.state.fl.us/ess/ FLMMIS Florida Medicaid Management Information System Technology Page http://eww.dcf.state.fl.us/ess/technology/ PIN Personal identification Number Policy Manualhttp://eww.dcf.state.fl.us/ ess/policy/policy manual index.shtml Knowledge Bank e.aspx ASIA/ASRE Driver Flowhttp://eww.dcf.state.fl.us/ ess/florida/DRIVERASIA.pdf RFDI Tables http://eww.dcf.state.fl.us/ ess/florida/fl ref tables.shtml Help Desk (850) 922-3099 Technical Help Desk: (850) 487-9400LinksSystem References Press PF1 to view Screen Help for a detailed description of the fields. Type # (pound sign) in the field. Press enter. The table, if any, will display. Type RFDI in NEXT TRAN and the 4 letter table name in PARMS. Pressenter.NEXT TRAN: rfdi PARMS: 4 letter table name7
Important FieldsAICI Case InformationPIP: Name of the Primary Information Person (PIP)LANG: C Creole, E English, S SpanishLIVES IN HH: Enter “Y’ if PIP resides in the household.HOUSEHOLD LIVING ADDRESS: Separate fields are used for each segment. Usethe 2nd line for address continuation, such as “in care of”.CNTY: See Florida County Listing Table TCTY.EMAIL: Enter the PIP’s email address. Do not enter any other information.System / Policy Reminders1. The Location Date is not the RFA or date of application.2. When transferring cases to closed files, update the Case File Location and Date:IN Intake, CF Closed Files, ON Ongoing3. An incorrect address or phone information may cause processing delays. Besure to review and update address, phone, and cellphone contact informationfrom the web application or during the phone interview.4. The PIP may not necessarily reside in the household.Example: Samuel’s address and telephone information are shown here.5. A change of address may indicate other changes in household composition,shelter or utilities.AICI is used to collect and display case address information for the household.6. Enter P.O. Box addresses in the Street/Rural field.7. “DC” fields are used to delete the entire address.8. A homeless AG with no available mailing address may receive mail markedGeneral Delivery at the post office. (This situation must be explained to the AG.)8
Important FieldsAIID Individual DemographicsSSN: Enter the individual’s Social Security Number. Leave blank if unknown. Proofof application for SSN is entered on AIIA.S: Enter the individual’s sex code. “T” is used for the presumptively eligible newborn(PEN) cases.R: Enter the individual’s race code. See Ethnic Class Codes Table TETC.AL N/S: Enter any alias/other names (such as a maiden name) or SSN for theindividual.BU: Born/Unborn indicator used for presumptively eligible newborn (PEN) cases.System / Policy Reminders1. Review AIID carefully to ensure each individual’s demographics are enteredcorrectly including the name, SSN, date of birth, sex, and race.2. Use the individual’s legal name. The customer’s statement “CS” is accepted forSSN and date of birth unless questionable.3. To be eligible, each individual must have a SSN or proof of application for anSSN. The individual’s SSN is electronically verified with an “NU” code throughDENU Numident data exchange alerts.4. When adding a new individual, check the FLORIDA inquiry screens first. If theindividual is already known to FLORIDA or FLMMIS, use the same demographicseven if there is an error or the SSN is missing. After clearance is complete, goback to AIID and update the demographics.AIID is used to collect and display demographic information for each individual in thehousehold. Adding an individual will start the clearance process similar to CRAD. .5. If the message “SSN ALREADY EXISTS IN SYSTEM” appears, check CRPC forthe demographics and PIN linked to the SSN. Check FLMMIS to determinewhich PIN should be used. If you cannot fix the problem, get help or contact thehelp desk. Problems can occur with EBT or FMMIS if you change the pin afterauthorization.9
AILG AKA Names/SSN RegistrationImportant FieldsAKA NAMES, TYPE: M Maiden Name, A Other Alias Name.AKA SSNs, TYPE: AO Alias SSN, IS IRS SSN, PR Prior SSN. See SSN TypeCodes Table TSST.System / Policy Reminders1. Delete any misspelling errors.2. When the name or SSN fields are updated, the old information is sent to AILG.For example, when the demographics on a PEN case are updated, the“BABYAOFPARENT’SFIRSTNAME” is added to AILG.3. Delete any SSNs entered in error. If the real owner of the SSN applies forbenefits, it will create processing problems.Example: Samuel’s name was entered as “Sam” in his first case. When AIIDwas corrected, his old name was automatically added to AILG.AILG is used to collect and display information about alias names and/or socialsecurity numbers. This screen is displayed for each individual when “Y” is answeredto the AKA NM/SSN question on AIID.10
System / Policy RemindersAIVR Voter Registration1. This screen is displayed during the ASIA/ASRE drivers and after AICI CaseInformation Address fields are updated.2. Only one “X” entry is allowed for each voter registration activity.3. If the PIP does not make a selection, they are declining the opportunity toregister to vote.4. The Voter Registration form cannot be printed online but can be mailed fromTallahassee. Public contact staff should have manual forms from the ElectionsOffice available for customers.Example: Samuel’s web application indicates he wants to register to vote.AIVR is used to enter the PIP’s voter registration information from the application.11
Important FieldsAIRE Race/EthnicityETHNICITY: Enter "Y" if the individual is Hispanic or Latino. Enter "N" if theindividual is not. This is a mandatory field.A Hispanic/LatinoB Not Hispanic/LatinoRACE: Enter “Y” in one or more of the fields to indicate the individual’s Race. Theother fields are left blank. Other/Unknown is entered if no selection was made.1 – American Indian or Alaskan Native,2 – Asian,3 – Black or African American4 – Native Hawaiian5 – WhiteAMERICAN INDIAN OR ALASKA NATIVE: A “Y” entry will prompt the AIANAmerican Indian/Alaska Native screen.System / Policy RemindersRace and Ethnicity information is found on the customer’s application.AIRE is used to collect and display the race/ethnicity of individuals in the household.12
AIAN Application Entry Benefit SelectionSystem / Policy Reminders1. For medical assistance applications, the individual’s tribal affiliation and tribalservices information is collected in case the application is forwarded to theFederally Facilitated Marketplace (FFM).2. If “MORE” is shown in the lower right corner, press PF8 to view the nextindividual.3. This information is found on the application.AIAN is used to collect additional details for American Indian/Alaska Nativeindividuals.13
Important FieldsAIPB Application Entry Benefit SelectionIS ANYONE IN YOUR HOUSEHOLD INTERESTED IN APPLYING FOR: Enter “X”to select a single benefit type or a combination of benefit types for the household.SUBMITTED THROUGH A CERTIFIED COUNSELOR: Answer “Y” if the applicationwas submitted through a certified counselor. The ACAC Application CounselorInformation screen will appear next.RELATIVE CAREGIVER: Enter “X” to schedule relative caregiver screens. Thisprogram requires specific criteria to be eligible.KIDCARE: Driver used by Kidcare processing unit.EMERGENCY FOOD STAMPS: Emergency Food Stamps is now known as theFood For Florida (FFF) program. This selection is unavailable unless activated.System / Policy Reminders1. CRDE Client Registration Data Exchange selections from CRAD appear here.2. When recertifying, do not uncheck active benefits. Otherwise, FLORIDA willforce the benefits to be closed on AWAA.3. AIPB functions at the case level. If one AG wants to apply for a benefit butanother AG does not, select the benefit on AIPB. Answer “N” in the AGPY "DoYou Wish To Apply?" field for the AG that is not requesting benefits.Example: Samuel applied for Food Assistance and Medicaid.AIPB is used to select the benefits the individual applied for and which type ofbenefits FLORIDA will evaluate. This screen functions at the case level.14
System / Policy RemindersACAC Application Counselor InformationThis information is found on the customer’s application.ACAC shows details for the certified application counselor.15
Important FieldsAIIC Individual Living ArrangementsLIVING ARRANG TYPE: Enter the code for the type of living arrangement theindividual has. See Living Arrangements Table TLAR.LIVING ARRANG DATE: Enter the date the living arrangement began. The systemconsiders the individual to be ineligible prior to this date.VR: The customer’s statement is accepted as verification unless questionable.TEMPORARILY ABSENT RSN: Enter the reason code for why individual is absentfrom the household. See Temporarily Absent Reason Table TTAR.BGN DTE: Date the temporary absence began.END DTE: Date the temporary absence is estimated to end.VR: The customer’s statement is accepted as verification unless questionable.System / Policy Reminders1. Be sure to use the correct Living Arrangement Type and Date to avoid systemproblems or payment errors. Specific codes are used for boarders (04), unbornPEN coverage (34), PEN coverage (26), relative caregiver (32), homeless (13),battered spouse (12), nursing home coverage (09), if the individual has passedaway (22), etc. Do not change Child In Care (CIC) Living Arrangement Types27, 28, or 29 unless the CIC case is closed.Example: Samuel’s Living Arrangement Type is “01” Independent Living.2. For retroactive Medicaid, the Living Arrangement Date must include therequested month.AIIC is used to collect and display living arrangement and temporarily absenceinformation for each individual in the household.3. At recertification, do not change the Living Arrangement Date. The field isupdated when Living Arrangement Type changes.4. Temporary absence criteria vary by program. An individual may be excluded forFood Assistance but included for TCA and/or Medicaid.16
Example: AIIC Relative Caregiver Code 32Example: AIRL Relative Caregiver ScreenExample: The Relative Caregiver Communication Form was received fromChild Welfare showing that Todd and Danielle are approved for RelativeCaregiver benefits. Change the child’s Living Arrangement Type to “32” tobuild the benefit. The following screens must be completed to build RelativeCaregiver benefits: AIPB, AIIC, AIRL.Example: AIRL is used to build relative caregiver benefits for each child codedwith AIIC Living Arrangement code 32.To be eligible for relative caregiver benefits, specific criteria must be met. SeePolicy Manual 2020.0400 - 0402 Relative Caregiver Program (TCA).17
AIIA Individual AttributesImportant FieldsID VR: For Food Assistance, see Verification Codes Table TVR4.For Food Assistance and Medicaid, see Identity/Citizenship Verification Code TableTMVR. If ID VR field is pended with a “?”, Food Assistance will not process asexpedited.SSN APPL DATE, VR: Use “?” to pend for proof of application for an SSN.EXEMPT CODE: Enter these codes for specific situations, such as processing EMAcoverage. See SSN Exemption Table TSSN. A Adoption Pending,E EMA application, O Good Cause Exemption For Food Assistance, U Unborn Child, Z Refused EnumerationUS CIT, VR: Enter "Y" or “N" to indicate if the individual
May 13, 2014 · AANA Vehicle Model Selection 54 AANA Vehicle Body Style Selection 55 AALA Liquid Assets 56 AARP Real / Personal Property Assets 57 AARC Real / Personal Property Assets Continued 58 AALI Life Insurance Assets 59 AALS Lump Sum 60 AABE Business Asse
