WAG 02-07-03-n
The Asset Verification System (AVS) electronically searches Financial Institutions (FIs) across the United States for assets and asset transfers of Illinois Medicaid's Aid to the Aged, Blind or Disabled (AABD) 
customers. A social security number (SSN) is required to initiate an AVS search. Along with the customer's SSN, AVS uses the customer's name, date of birth and physical address to determine which local banks are to be included in the AVS results.
AVS provides the first day of each month balance for each verified liquid resource.
FIs have 30 days to provide verification of resources in response to an AVS request. IES places the results in the ECR in two separate files.
- The first file contains records for days 1-10 and is placed in the ECR on the 11th day (or the following business day if the 11th day falls on a weekend or holiday). This file is used to determine eligibility at application and the results are utilized in the Form A/B redetermination process.
- The second file consist of records for days 11-30 and is placed in the ECR on the 31st day (or the following business day if the 31st day falls on a weekend or holiday). Caseworkers will need to review both reports as the second file may contain information that was not included with the first report. This file is used in determining ongoing eligibility.
AVS provides real property data for Illinois Medicaid Aid to the Aged, Blind or Disabled (AABD) community medical and Long-Term Care (LTC) clients. Real Property results are displayed on the AVS Report and include verification of up to 60 months of property ownership, address(es) of property, assessed and market values, purchase date, and purchase price. AVS also includes the sale dates, ownership and type of deed associated with the sale of any properties within the last 60 months.
Section 1940 of the Social Security Act requires resources to be electronically verified for certain AABD customers. AABD individuals that require an AVS search to be completed are identified by their Type of Assistance (TOA). TOAs that require an AVS search to be completed are:
| Program |
TOA |
Look-Back Period |
| Widow/Widower |
WDOW |
30 Days |
| DAC |
DAC |
30 Days |
| AABD LTC SLF |
SLF |
60 Months |
| AABD LTC DOA |
DOA |
60 Months |
| AABD LTC NH |
NH |
60 Months |
| AABD COMMUNITY |
AABD |
30 Days |
| AABD COMMUNITY SPENDDOWN |
SPDC |
30 Days |
| AABD LTC Spenddown |
SPDL |
60 Months |
| HBWD |
HBWD |
30 Days |
| SHELTER CARE |
SHLT |
30 Days |
| DOA SPENDDOWN |
DOAS |
60 Months |
| ACA Adult with a LTC Indicator |
ACA - LTC |
12 Months |
| 65+ Group (Individuals turning 65 during the REDE review period*) |
All |
12 Months |
| VTTC |
AABD Med (V) |
60 Months |
*Customers who turn 65 during the REDE process are required to have the resources reviewed.
The following AABD individuals are not required to have an AVS search completed:
- Individuals that are only receiving Medicare Savings Program (MSP) benefits,
- individuals that have countable income less than or equal to 100% of the FPL,
- individuals eligible for Simplified Processing, or
- MAGI EDGs:
- ACA,
- FHP,
- Pregnant Women.
Note: Simplified Processing does not apply to TANF and/or AABD cash cases. This policy applies to Community Medical and Long Term Supports and Services (LTSS) customers.
AVS Search Request
AVS inquiries will be automatically initiated by IES for all applicable TOA's during the following actions:
- Application,
- Program Add,
- Member Add,
- Redetermination, and
- Program Transition.
IES systematically triggers an AVS search every time eligibility is run for AVS TOAs for the above actions. Review the ECR and case comments for recent AVS results. IES does not systematically trigger AVS searches within 60 days from a previous request.
IES considers AVS search results in the redetermination Form A/B process (See PM 19-02-04). An AVS search that verifies resources are under the limit for the TOA satisfies the resource check and will allow the case to be automatically redetermined with Form A, if all other eligibility criteria are met. An AVS search that verifies resources are over the limit for the TOA will result in the customer receiving Form B to complete and return. A report containing the results is placed in the ECR for staff to review.
Case Comment
IES systematically inserts the following case comment when it initiates an AVS search:
AVS Request has been submitted for Individuals - First/Last Name. Results will be available in the ECR after 10/30 calendar days.
Review the case comments section to view the date of the most recent AVS request. Compare the date of the case comment with the Received Date of the Document/Task in the EDM Inbox.
AVS Report
The AVS process includes sending requests to all national banks and pre-selected local and regional banks. Results for the head of household and their spouse are added together and the total amount of verified resources are compared to the resource limit for the assigned TOA. Results for the head of household and/or their spouse are not included with resources for 'other' individuals listed on the case. Results for 'other' individuals are included in their own section of the AVS report. The AVS report also identifies completed searches that did not identify any accounts.
AVS search results are provided in a report format and contain the following eligibility factors for liquid resources:
- Name of FI;
- FI address;
- Type of Resource;
- Account owner(s);
- Individual or joint account;
- Month and year;
- Monthly balance; and
- Date received.
Note: An indicator for either over or under the resource limit assigned to the customer's TOA will be displayed on the AVS Report.
FIs have 30 days to provide verification of resources in response to an AVS request. IES places the results in the ECR in two separate files.
- The first file contains records from FIs for days 1-10 and is placed in the ECR on the 11th day (or the following business day if the 11th day falls on a weekend or holiday). Results received from the FI's are added together and the total amount of verified resources are compared to the resource limit for the assigned TOA. This file is used to determine eligibility at application and in the Form A/B REDE process.
- The second file consist of records for days 11-30 and is placed in the ECR on the 31st day (or the following business day if the 31st day falls on a weekend or holiday). Caseworkers will need to review both reports as the second file contains information that is not included with the first report. This file is used in determining ongoing eligibility.
See AVS Report and Document/Task for an example.
Liquid Resources
AVS receives resource verifications from participating FIs which provide the total balance of verified resource(s). AVS liquid resource results contain details such as the account branch name, branch address, account owner(s), account type(s), open and closed dates, first day of the month balance and first day of the month interest earned. Enter all liquid resource information received from AVS that is needed to make an eligibility determination on the Liquid Resource page in IES.
AVS does not provide verification for the following types of resources:
- Life Insurance Policies,
- Bonds,
- Stocks,
- Investments,
- Retirement Plans, and
- Treasury Securities.
Real Property
AVS provides real property data for Illinois Medicaid Aid to the Aged, Blind or Disabled (AABD) community medical and Long-Term Care (LTC) clients. AVS responses provide up to 60 months of property ownership, address(es) of property, assessed and market values, purchase date, and purchase price. AVS also includes the sale dates, ownership and type of deed associated with the sale of any properties within the last 60 months. Verification of real property is included in the AVS report.
AVS search results contain the following eligibility factors for real property:
- Address of property;
- Date of transfer;
- Value of property;
- Sale price; and
- Owner name.
Document/Task Title
An 'AVS Search Results (with date)' task is created when accounts are found. However, a task is only created if there is not a pending VCL task or a pending AVS task. An AVS Search Results Days 1-10 or an AVS Search Results Days 11-30 Document is added to the EMN Inbox at the end of the 10th/30th day following the request of an AVS search. If an Open or In Progress task already exist, the older task will be closed and a new task will be created for the current request. The task will be placed in the Changes/Miscellaneous queue. No task will be created if AVS does not locate and verify an account during the search. Tasks are not created during the REDE process.
| AVS Results |
Document Title |
Tasks |
Queue |
Report Added to the ECR |
| No Accounts Found |
AVS Search Results Days 1-10 |
No Task |
NA |
Yes |
| No Accounts Found |
AVS Search Results Days 11-30 |
No Task |
NA |
Yes |
| Accounts Found |
AVS Search Results Days 1-10 |
AVS Search Results Days 1-10 (with date) |
Changes/Miscellaneous Queue |
Yes |
| Accounts Found |
AVS Search Results Days 11-30 |
AVS Search Results Days 11-30 (with date) |
Changes/Miscellaneous Queue |
Yes |
See WAG 02-07-03-n for guidance on AVS Task and Verification Checklist (VCL).
Note: AVS results are not to be used to deny coverage.
Definitions
| Term: |
Definition |
| AdHoc Inquiries |
single AVS search request performed manually in the AVS Web Portal. |
| Current Owner |
the owner of a liquid resource or real property. |
| Deed |
an instrument that conveys ownership of real property. |
| Direct Account Search |
a feature in the AVS Portal that allows the entry of an individual FI to locate and verify accounts not included in the IES initiated search. |
| Electronic Case Record (ECR) |
a collection of all electronic files attached to a case in IES. |
| Other Individuals |
Individuals other than the Head of Household and their spouse that have an AVS TOA. |
| Previous Owner |
an individual that owned a liquid resource or real property in a lookback period. |
AVS Web Portal
The integration of AVS with IES has replaced the need for caseworkers to visit the web portal to initiate AVS searches. The AVS Web Portal remains available for Direct Account searches and for specific case needs such as when a VCL is returned with a SSN, or for months that were not included in the initial AVS request that are required to make an eligibility determination.
Note: Check IES for an AVS related case comment prior to requesting a search in the web portal.
See WAG 02-07-03-n Asset Verification System (AVS) for how to create a Direct Account Search.
Case Queue
The Case Queue is the main screen of PCG's AVS Portal and stores previous search results. This screen also allows the user to assign a case to a different office, organize the case queue, provides a quick search option, verify case alerts, and more (see the AVS 2.0 User Guide (pdf) for the full list of options). The Case Queue requires each office to close cases when the eligibility decision has been made in IES (this will help users locate current results faster).
Case Dashboard
The Case Dashboard allows workers to view the following information:
Eligibility Decision- indicates whether a case is Pending Review, currently under review or, if the review is complete, the determination that was made,
Application Information- displays basic information regarding the request (i.e. nursing home) and case type (i.e. application or renewal),
Account Information- displays the value of current resources as of month of application,
Property Information- displays the value of the currently owned property,
AVS Summary- outlines all the suspicious transfers or properties of an individual who is likely ineligible based on available information,
Eligibility History- identifies the number of times a request has been processed through AVS for this applicant/beneficiary, and
Eligibility Bar- displays basic information regarding the applicant, spouse (if applicable), case and resources.
AVS Support
The AVS system provides support to its users for technical and procedural guidance. The AVS Web Portal includes the Asset Verification System Help Center located on the AVS Dashboard which includes short videos on topics such as:
- Site Access and Change Password,
- Case Queue,
- AdHoc Request (single request),
- Eligibility History,
- Navigation Icons, and
- Results After Decision Queue.
Select the ? icon on the top right of the AVS Dashboard to view the AVS Help Topics such as Case Dashboard and Case Queue. To report an issue or to talk to a representative from PCG concerning AVS issues, contact the AVS call center by email at ilavshelp@pcgus.com. AVS offers support to the participating FIs that are part of the AVS network. When a FI contacts a worker seeking AVS support, provide the following:
