National New Hire Report Distribution Procedures
- MIS creates reports of matched information during the first part of the month for both monthly and quarterly reports.
- Reports are mailed to the FCRC by the Bureau of Program & Performance Management (BPPM).
- FCRC staff reference the reports and take action as required for each match.
- The FCRC mails reports back to BPPM for shredding.
Due to federal confidentiality requirements of earnings records provided by the Internal Revenue Service, National New Hire reports are not available for viewing in Mobius.
For procedures to protect the confidentiality of earnings records received through a federal crossmatch, see PM 01-01-04-c.
State New Hire Report Distribution Procedures
A listing of matches to the State New Hire Registry is provided weekly via Mobius report #50470321.
National and State New Hire Matches - New Employment
Active cases appear on lists when:
- a client's SSN and the first 3 digits of their last name match information in the state or federal registry, and they are age 16 or older; and
- no earnings are coded in Item 90 (code 801, 802, 803, 804, 805, or for 94 or 96 cases, code 538 with E in the number field); and
- Item 80 code 651 EE is not present or is present with a date that is earlier than the month and year provided by the employer.
The lists provide the case name and address, case I.D. number, caseload number, client name, SSN, employer name, employer address, FEIN, date of hire, if available, and the mail date of the central notice. The central notice is sent only to active clients.
Central Notice Sent
For active clients appearing on the lists, the system sends Instructions to Client - New Hire (Form 1721A). The notice tells clients to contact their caseworker to report their new job.
Review the cases on the lists the same day you receive the lists. Prompt action on cases can help prevent payment errors even when clients do not report the change.
- If the information received confirms what the client has already reported, make sure proper case action is taken immediately. If case action has already been taken, no further action is necessary.
- If the information received has not been reported by the client, set a control for 10 days from the mail date of the central notice. When the client provides verification of wages, take proper case action the same day.
- If the income is from a child's earnings, take the following actions:
- For TANF: The income is exempt. Enter code 805 in Item 90 of Form 552 if the child currently has earned income (see PM 08-01-01-e).
- For Family Health Plans and the ACA Adult program: Refer to PM 15-06-01-h to determine whether the income of a child or a tax dependent of any age should be budgeted.
- For SNAP: The income is exempt if the child is age 17 or younger, under the parental control of an SNAP unit member, and attending elementary or secondary school. If the child currently has exempt earned income, enter Item 90 code 805 on Form 552 (see PM 08-04-01-g).
- For AABD: budget the income (see PM 08-02-00).
- For cases other than SNAP Only cases, if the client says that they are working, ask if they have health insurance. If appropriate, complete Form 1442 and send it to the TPL unit.
- If the client does not respond to the central notice within 10 days, determine if:
- the budgeting of the client's earned income is not required (e.g., on a TANF RPY case where the RPY is not a parent or stepparent, the income is not budgetable against the case), or
- the information necessary to clear the New Hire match through entry of earned income or code 651 EE in Item 80 is either unknown or inappropriate.
If so, clear the State New Hire for both TANF and SNAP, and the National New Hire for TANF matches by entering code H in Item 52 of Form 552. Entry of code H prevents code N from appearing on the Priority Action List (PAL). Note: Code N does not list for the National New Hire for SNAP match on the PAL.
- Example 1: A client on a FHP case appears on the State New Hire Match. Instructions to Recipient - New Hire (Form 1721A) is sent to the client. The notice tells the client to contact their worker to report the new job.
- If the client fails to cooperate, the Last Medical Determination Date (LMDD) is within the last 12 months, and persons under 19 are in the case, delete the adult(s) in the case.
- The State New Hire Match must still be cleared to prevent an N code from appearing on the PAL. To clear the State New Hire Match, enter code H in Item 52 of Form 552. Entry of code H prevents code N from appearing on the PAL.
- Example 2: A nursing home client's name appears on the State New Hire Match. It is discovered that the client's name appeared because of an incorrectly reported social security number.
- To clear the State New Hire Match, enter code H in Item 52 of Form 552. Entry of code H prevents code N from appearing on the PAL.
- Example 3: A client in a TANF case appears on the National New Hire Match for TANF.The FCRC learns that the person no longer lives in the household, and deletes the individual. The National New Hire Match for TANF is cleared by entering Code H in Item 52.
- If the client does not respond to the central notice within 10 days, and the Family Community Resource Center needs information from the client concerning the New Hire Match, take immediate action as follows:
- For Cash/Medical:
- TANF & RRA Cash: Use TAR 57 or TAR 83 to cancel the case. A central notice is sent. With these TARs, TANF cases receive extended medical.
- FHP: Use TAR 57 to cancel the case if the LMDD is more than 12 months or there are no persons under 19 in the case. If the LMDD is within 12 months and there are persons under 19 in the case, delete the adults. A central notice is sent.
- When the adult(s) is deleted, clear the New Hire Match by entering code H in Item 52 of Form 552. Entry of code H prevents code N from appearing on the PAL.
- AABD Cash & Medical: Use TAR 54 to cancel the case. A central notice of adverse action is sent.
- For SNAP:
- SNAP when the Medical or Cash case is canceled and ineligible for SNAP: Prepare a local notice of adverse action per the instructions below.
- SNAP only case: Use TAR 93 to cancel the case. Suppress the notice and prepare a local notice of adverse action per the instructions below.
- SNAP only on a Cash or Medical case: Use TA 31 TAR 07 to cancel SNAP. Suppress the notice and prepare a local notice of adverse action per the instructions below.
- Local Notice of Adverse Action: Prepare a local notice of adverse action with the following message: Because you failed to verify your earned income by ________, we are unable to determine your continued eligibility. PM 08-04; Debido a que usted no verifico sus ingresos del trabajo antes del __________, no podemos determinar si su elegibilidad continua. PM 08-04
For PAL coding instructions - Cash/Medical see WAG 19-06-01-h; SNAP see WAG 19-06-02-b.
National New Hire Match - Unemployment Benefits
The National Unemployment Insurance Match displays the case name and address, as well as the name and address of the person receiving the UIB. Additionally, the report displays the State they are receiving from and the amount issued in the most current quarter available. If the amount displays zero, the client has applied for UIB benefits during that quarter, but has not received benefits by the time the data was provided.
Results of the matches are reported on the National Unemployment Insurance Match Report, and National Unemployment Insurance Match Report for SNAP. Reports are provided in the months February, May, August, and November. See National New Hire Report Distribution Procedures.
- Review the information on the report and determine whether UI benefits are being budgeted appropriately. If UI benefits are being budgeted correctly, and any appropriate overpayment has been referred, no further action is needed.
- If the information on the report differs from what is being budgeted, verify that the UI recipient is the TANF or SNAP unit member, rather than someone else using the same SSN and last name. If the SSN is incorrect, see PM 03-11-00 for SSN discrepancy procedures.
- If the UI recipient is a TANF or SNAP unit member, budget the correct amount of UI benefits and determine if an overpayment occurred. If an overpayment is found, use the income verification provided by the client or if appropriate, from the National Unemployment Insurance Match to determine the amount of the overpayment. Notify the client of the overpayment. (see PM 23-04-00)
- If the case remains eligible, budget the correct UI benefits with code 516 with source code "S" to indicate out-of-state UIB.
In determining the correct amount of UI benefits to budget, ensure the Federal Additional Compensation (FAC) amount of the UI benefits is exempt from the cash and medical programs but budgeted toward SNAP.
National New Hire Match - National Quarterly Wages
The National Quarterly Wage listing displays the case name and address, the employer name and address, the social security number for the person with the wages, the amount of wages in the quarter, and the state the wages were received from.
Results of the matches are identified on the National Quarterly Wages Report, and National Quarterly Wages Report for SNAP. Reports are provided in the months February, May, August, and November. See National New Hire Report Distribution Procedures.
- Verify the wage earner is the TANF or SNAP unit member rather than someone else. If the SSN is incorrect, see WAG 03-11-00 for SSN discrepancy procedures.
- If the wage earner is a TANF or SNAP unit member, contact the customer requesting verification of the employment.
- If an overpayment is found, use the income verification provided by the customer or if appropriate, the income displayed on the National Quarterly Wage listing. Notify the customer of the overpayment (see PM 23-04-00).
- If the case remains eligible and the employment exists, budget the earned income.
- Document all actions taken.