Paycheck Coding in AIS
Since budgeting is prospective, you must indicate in AIS what the anticipated paychecks will be for the first regular roll month. For example, in order to budget prospectively for July (the first regular roll month), enter paycheck amounts that are anticipated to be received in July.
To simplify the procedure in AIS, do the following:
- Enter the actual paycheck amounts and the corresponding paydates. For example, if July will be the first regular roll month, enter the paycheck amounts and dates for June.
- If the client does not indicate any anticipated change to the amount of pay received, obtain an average from the paychecks provided (i.e., if 4 paychecks were received, drop cents from each paycheck, add up the 4 paychecks and divide by 4. If 5 paychecks, add all 5 paychecks and divide by 5).
- Enter that averaged amount as the first paycheck to be received in the following month (i.e., obtain an average of the 4 paychecks received in June and enter that amount for the first payday of July).
- Use the continuation function to continue that averaged paycheck amount out.
The system will then have the correct paycheck amount to use when it converts the income to a monthly amount.
Example 1: A client applies for GA and SNAP benefits. She is employed and there is no unearned income.
The client receives approximately $100 a week. The amounts and paydates reported are:
$100 on 02/04/02,
$100 on 02/11/02,
$ 90 on 02/18/02, and
$110 on 02/25/02.
Using Best Estimate policy, determine the weekly gross amounts to be used. Since the client reported no anticipated changes, enter the paydates and actual amounts in AIS. Add the 4 amounts up and divide by 4 to obtain an average.
$400 divided by 4 = $100
Enter that amount for the first paydate of 03/02 and use the continuation function to carry the $100 amount out.
Now the system has the paydate entries it needs to convert the income to a monthly amount. The system adds the amounts up, divides by 4 and multiplies by 4.3.
$100 X 4.3 = $430
$430 is the gross earned income (code 802) that will be used to determine eligibility, cash benefit amount, and SNAP benefits on the regular roll.
Example 2: The same situation as Example 1, except that after the case is approved, the client reports that she received a raise.
Using Best Estimate policy the local office anticipates that the client will receive $110 a week.
The worker multiplies $110 times 4.3.
$110 X 4.3 = $473
The worker budgets as gross earned income (Item 90 code 802) $473 for the next available month.