Drop Cents When Entering Income with Pay Frequency in IES

05/15/19

Policy Memo

Summary

• The Family Community Resource Center (FCRC) human services caseworker (HSC) may now enter a customer's individual pay stubs with the pay frequency in IES instead of converting the income to a monthly amount.
• Policy has not changed regarding dropping cents from individual pays when adding together to determine the income amount to budget or in calculating the benefit amount. The change is that the income is no longer entered in IES as a monthly amount.
•  When entering income in IES, the HSC should not include cents from the individual pays. Do not use IES system generated average pay for missing pay verification. The HSC should request any missing pay verifications, if needed, for a 30 day review.
• Includes procedures on how to convert the existing income in IES from monthly to the appropriate pay frequency for the customer.
• IES is not calculating expenses correctly. For expenses paid weekly or every other week, continue to convert to a monthly amount to determine the amount of the deduction.

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Enter Income in IES with Pay Frequency

• Policy has not changed regarding dropping cents from individual pays when adding together to determine the income amount to budget or in calculating the benefit amount. The change is that the HSC should now enter income using the pay frequency rather then entering as a monthly amount on the Employment - Pay Details screen.  When IES does calculation, the income may include cents as shown on the Employment Budget Summary screen.  For accuracy, the HSC should review the Eligibility Summary screen to ensure that IES has dropped cents in the final calculation.
• At initial application, redetermination (REDE), or when adding a person with earnings, use the customer's income from the last 30 days to project future income unless a change in income is expected (PM 13-02-03).
• For initial applications, the HSC should enter a customer's individual pay stub amounts (drop cents) with the pay frequency in IES instead of converting the income to a monthly amount. See instructions below on converting existing income in IES from monthly to a pay frequency at REDE or when a income change is reported on the Mid-Point Report (Form 2890).

Converting Existing Income in IES from Monthly to a Pay Frequency

At REDE or if an income change is reported on the Mid-Point Report, if income already exists in IES for the customer and that same income continues, but the frequency needs to be changed, follow the steps below:

1. End Old Income record in IES with the monthly frequency:
   1. Circumstances Start/Change Date (CS/CD): Last day of month of 6th month for Mid-Point Report (Form 2890) or last day of 12th month for REDE.
   2. Reported On: REDE Received/Mid-Point Report (Form 2890) Received Date.
   3. Became Aware: Same as Reported On date. The Became Aware Date cannot be in the future.
   4. Add final check with date of last day of 6th month for Mid-Point Report (Form 2890) or last day of 12th month for REDE.
   5. Complete Employment - Loss of Employment screen which is required when entering a final pay. Choose Other Acceptable for Verification Source.  Use Reported On Date for Verification Date and the CS/CD for Date of Job Loss.  Choose Other for Reason for Loss.
   6. Enter Case Comments to explain Converting Existing Income.
2. Click Add Employment button to correct the pay frequency.
   1. Circumstances Start/Change Date (CS/CD): Date of 1st check to process the REDE or Mid-Point Report (Form 2890).
   2. Reported On: REDE Received/Mid-Point Report Received Date.
   3. Became Aware: Date of first check to process the REDE or Mid-Point Report provided (same as CS/CD).

Entering Expenses in IES

IES is not calculating expenses correctly. For expenses paid weekly or every other week, the HSC should continue to convert to a monthly amount to determine the amount of the deduction.

[signed copy on file]

Grace B. Hou

Secretary, Illinois Department of Human Services

Forms referenced:

Form 2890