Application for Benefits Eligibility (ABE) and Integrated Eligibility System (IES) Overview

HFS LogoDHS Logo

12/04/13

Summary:

  • On 09/15/13, the DHS Web Application for Cash, SNAP and Medical and the All Kids Web Application were taken offline. 
  • As of 10/01/13 a link to the Application for Benefits Eligibility (abe.illinois.gov) is available on the Illinois Department of Human Services (DHS) and Healthcare and Family Services (HFS) websites for customers to apply for Cash, Medicaid, Medicare Savings Program, and SNAP benefits.
  • Applications electronically submitted through ABE for Cash, Medical and SNAP are not accepted without an electronic signature. 
  • Effective October 1, completion of Form 2781, Attachment to All SNAP Applications Regarding Citizenship/Immigration Status is only required for walk-in SNAP applications taken in AIS if SNAP is requested with AABD cash, AABD medical or TANF.
  • IES does not generate a TAR with SNAP applications registered in IES.
  • If an application comes from ABE, the date will be pre-populated to the correct application date.
  • The application date must be entered into IES by the worker when the application is mailed or the client is being interviewed in IES (walk-in). 
  • Workers need to add the correct programs for each individual during the application registration in IES, see Action Memorandum: Temporary Procedure for Processing Applications. If staff must add or withdraw a program on the application after clicking submit, they must add or withdraw the program from the case in Data Collection.
  • IES will not generate a TA 00 to void a mercury or PE transaction. In order to change the amount of a mercury issuance, staff must recalculate and recertify that month in IES the same day.
  • IES does not re-assign former legacy case I.D. numbers upon approval. Only new case I.D. numbers are generated from an approval action in IES.
  • The "Mail Link Card Centrally" field has three values; Blank, Yes, and No. Workers need to override the blank and change to 'No' when FCRC is issuing the card locally.
  • For Cash and SNAP cases approved in IES, the worker is unable to go through IES to make changes and issue supplemental payments.  Issue Cash and supplemental payments through IPACS.
  • After the application registration process, the caseworker can upload client documents and associate with the application on which they are working. The caseworker will be able to view these documents in IES.
  • There are special procedures for TANF cases for minor parents applying for their own case, performing the TANF first 30-day test, and TANF IPEs.

Former version of the Web Applications Taken Offline

On 09/15/13, the DHS Web Application for Cash, SNAP and Medical and the All Kids Web Application were taken offline.

Application for Benefits Eligibility (ABE)

New Version of the Web Application for Cash, Medical, and SNAP Benefits

As of 10/01/13 a link to the Application for Benefits Eligibility (abe.illinois.gov) is available on the Illinois Department of Human Services (DHS) and Healthcare and Family Services (HFS) websites for customers to apply for Cash, Medicaid, Medicare Savings Program, and SNAP benefits.

Applicants can submit applications for all programs through ABE and the applications will be routed to the IES Inbox at the correct office. ABE auto populates screens in the IES worker portal.

Application Signature

Applications electronically submitted through ABE for Cash, Medical and SNAP are not accepted without an electronic signature.

Form 2781

Effective October 1, completion of Form 2781, Attachment to All SNAP Applications Regarding Citizenship/Immigration Status is only required for walk-in SNAP applications taken in AIS if SNAP is requested with AABD cash, AABD medical or TANF.

SNAP applications submitted through ABE or by Form 2378b or Form 683 include the correct wording from Form 2781. Completion of Form 2781 is not required.

Integrated Eligibility System (IES)

In addition to submitting an ABE application, a person can submit a paper application or walk in to a local office with no appointment and may be able to see a caseworker the same day and be interviewed. ABE applications are retrieved from the Electronic Document Management(EDM) Inbox.

Initial applications must be registered in IES as specified in Action Memorandum: Temporary Procedure for Processing Applications. Once an ABE application is selected from the EDM, the paper application is received, or the walk-in applicant is seen, workers need to proceed to Application Registration.

Application Registration

If an ABE application was submitted, then the worker retrieves the ABE application from the EDM Inbox and continues to Application Registration. In Application Registration they review the data that was prefilled from ABE.

If a paper application is submitted or a person walks in to a local office and is able to be seen that day, then the worker goes directly to Application Registration.  In Application Registration, they enter the data either from the paper application or based on the interview with the applicant.

  • Applicants that are able to walk in to the local office and be interviewed that day do not need to complete an ABE or paper application but offices may choose to have the applicant complete a paper application while they wait for the interview.
  • If the applicant did not complete and sign a paper application in the waiting room, then the caseworker prints the Combined Application Form (CAF) for the applicant to review and the Application Summary and Rights and Responsibilities page in IES for the applicant to sign.
  • The caseworker scans the signed entire paper application or the signed Application Summary and Rights and Responsibilities page in IES and uploads to IES.

Application Date 

If an application comes from ABE, the date will be pre-populated to the correct application date.

The application date must be entered into IES by the worker when the application is mailed or the client is being interviewed in IES (walk-in).  The date cannot be changed after clicking submit in the application registration process. If the incorrect date is entered, staff need to re-enter the correct date prior to hitting submit. Make sure the correct date is entered. If the correct date is not entered, withdraw the application and re-register.

Program Request

Workers need to add the correct programs for each individual. If staff must add or withdraw a program on the application after clicking submit, they must add or withdraw the program from the case in Data Collection.

End of Application Registration

At the end of Application Registration, the application is routed to either a worker or a queue based on the office setup. If routed to a queue, then the application is routed to the No Interview -- Initiate Data Collection queue or the Interview Required -- Initiate Data Collection queue.  Even though the system routes applications based on IES routing rules, the worker can immediately navigate to Data Collection to reassign the application to themselves if the interview is being conducted the same day. After the application is routed the worker enters the date of the scheduled appointment on the Application Registration Summary screen.

IES does not generate a TAR with SNAP applications registered in IES.

ABE Application on Active Cases

If an ABE application is received from someone that has an active case or is trying to complete a redetermination, take the following actions:

  • download the ABE application pdf;
  • withdraw the application in IES;
  • route to the worker or manager in Service Coordination that is responsible for the active case.

Legacy Case I.D. Number

IES does not re-assign former legacy case I.D. numbers upon approval. Only new case I.D. numbers are generated from an approval action in IES.

Data Collection

After registering a case the worker completes the Data Collection section in IES during the interview.  For specific instructions on completing the sections in Data Collection see the IES Job Aids and IES Training Materials.

Eligibility

Run Eligibility

Once Data Collection is complete and eligibility is determined, select Run Eligibility from the Navigation menu.

Combined Application Form

The Combined Application Form (CAF), application summary, is produced after eligibility is run. The CAF icon will appear at the top of the IES screen. Selecting the CAF icon will allow the worker to view and print the application summary.

Changing a Mercury Amount Issued

IES will not generate a TA 00 to void a mercury or PE transaction. In order to change the amount of a mercury issuance, staff must recalculate and recertify that month in IES the same day.

Mail Link Card Centrally Field

The "Mail Link Card Centrally" field on the Issuance-Details screen allows workers to suppress the central mailing of link cards. The field will be enabled if the case has SNAP or Cash assistance on it. The field has three values; Blank, Yes, and No. Workers need to override the blank and change to 'No' when FCRC is issuing the card locally.  Initially workers will have the ability to also select Yes. However, selecting Yes does not ensure a card will be mailed centrally. A card will never be sent centrally when:

  • authorizing expedited SNAP benefits (TAR 04);
  • authorizing zero allotment (TAR 07); or
  • authorizing crisis assistance (205 code in Item 80).

Processing Supplemental Payments

For Cash and SNAP cases approved in IES, the worker is unable to go through IES to make changes and issue supplemental payments.  Issue Cash and supplemental payments through ACM/IPACS.

Special Procedures for TANF Cases

TANF Absent Parent

Answer "NO" to question "Is there an absent parent" when a minor parent is applying for their own case as an adult. A minor parent must still cooperate with child support, but answering NO to this question prevents IES from expecting information about the minor parent's own parent.

TANF First 30-day Test

Enter income expected to be received during the initial 30 day period beginning with the date of application. This is the only source of income for the initial eligibility test in IES.

IES deducts the Initial Employment Deduction (IED) from Earned and Self-Employment income, but the worker must subtract the following before entering:

  • Self-employment deductions from Self-Employment Income.
  • Court ordered support (child support or alimony) from any income type.
TANF IPE

Enter income expected to be received during the first calendar month of eligibility, even though the IPE period includes a second month. IES considers income for an entire calendar month, so since in most cases, the beginning date of cash eligibility is not the first day of a calendar month, worker input is needed for the first month. Enter income for the first month of cash eligibility even if it is for an entire calendar month.

IES deducts the 3/4 earned income disregard from the total of Earned and Self-Employment income, but the worker must subtract the following before entering:

  • Self-employment expenses from Self-Employment income;
  • $50 pass-through from Child Support Income entered in Unearned income;
  • Court ordered support paid (child support or alimony) from any income type;
  • Adult/teen/childcare disregard from Earned or Self-Employment income.

Scanning and Uploading Documents

After the Application Registration process, the case worker can upload client documents and associate with the application on which they are working.  The caseworker will be able to view these documents in IES.

  • Items are indexed to the individual/case in IES and loaded into Content Manager.
  • When scanning original documents provided by the customer, verify the document is scanned and legible and return the original document to the customer.
  • Once documents are uploaded into IES and verified, shred any paper copies and delete the pdf from the hard drive to avoid overloading the memory on computers.
  • When staff print the CAF and has the customer read and sign the signature page, the worker only needs to scan the signature page to upload to IES.

After the case is certified, Caseworkers can view the documents in Worker Portal by selecting "View Data Collection Screens (Read Only)" case action and selecting the ECR icon on any page in Data Collection.

For specific instructions, refer to the Scanning to IES Network Drive & Uploading Documents to IES .

[signed copy on file]

Michelle R. B. Saddler

Secretary, Illinois Department of Human Services

Julie Hamos

Director, Illinois Department of Healthcare and Family Services