Enter Income, Including Cents, with Pay Frequency in IES for Cash and SNAP

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04/29/2021

Policy Memo

Summary

  • IES is now dropping cents from the income calculations correctly for SNAP and Cash programs. An HSC should enter a customer's individual pay stubs, including cents with the pay frequency in IES instead of converting the income to a monthly amount. 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.
  • Policy has not changed regarding dropping cents from individual pays when determining the income amount to budget or in calculating the benefit amount. The change is that the HSC should now enter the income in IES as it appears on the pay verification, including cents rather than as a monthly amount. Until the policy manual is updated this policy memo serves as notification to FCRC staff.
  • Including cents from the customer's pay stubs or pay verification rather than entering only the whole dollar amount in IES reflects the customer's actual income for historical purposes and case reviews. When calculating income, IES should use cents in the calculations of eligibility for some programs while dropping cents for other programs, as necessary.  A review of the Employment Budget Summary screen will show the total averaged income, including cents.  For accuracy, the HSC should review the Eligibility Summary screens to ensure IES has dropped cents appropriately for each program.
  • This policy memo includes the procedure to convert existing income in IES from monthly to the appropriate frequency. IES requires expenses to be entered as a monthly amount.  For expenses paid weekly, bi-weekly, semi-monthly or any frequency other than monthly, continue to convert to a monthly amount to determine the amount of the deduction before entering in IES.

Include Cents when Entering Income in IES

  • IES is now dropping cents from the income calculations correctly for SNAP and Cash programs. Policy has not changed regarding dropping cents from individual pays when determining the income to budget or in calculating the benefit amount. The change is the HSC should now enter income as it appears on the pay verification rather than entering as a monthly amount.
  • Including cents on the customer's pay stubs or pay verification rather than entering only the whole dollar amount in IES reflects the customer's actual income for historical purposes and case reviews. When calculating income, IES should use cents in the calculations for some programs and drop cents for other programs, as necessary.  A review of the Budget Summary screen will show the total income, including cents averaged to a monthly amount. For accuracy, the HSC should review the Eligibility Summary screens to ensure IES has budgeted cents appropriately for each program.
  • At initial application, redetermination IL444-1893 (REDE), or Mid-Point Report IL444-2890 (MPR), when a change is reported 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 SNAP, (PM 10-01-01) for TANF or (PM 11-02-01) for AABD cash.
  • When entering income, the HSC should enter a customer's individual pay stubs, including 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 a monthly amount to  a pay frequency at REDE, MPR  or when an income change is reported.
  • Do not use IES system generated average pays for any missing pay verification. The HSC should request any needed pay verifications.

Converting Existing Monthly Income in IES from Monthly to the Correct Frequency

At REDE, MPR or when an income change is reported, follow the steps below if income already exists in IES for the customer and that same income continues, but the frequency needs to be changed. Instructions vary slightly based on income type, however, in all income types, the income must be ended prior to adding the income with the new pay frequency:

  1. End Old Income record in IES with the monthly frequency (See IES Wizards and the IES Income Job Aid): 
    1. CS/CD: Last day of month 6 for Mid-Point Report (Form 2890), last day of 12th month for Medical, Cash and SNAP Redetermination (Form 1893), change received date, or the day before the new pay frequency CS/CD to be used.
    2. Reported On: REDE Received/Mid-Point Report 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 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 Received Date and 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 to correct the pay frequency.
    1. CS/CD: Date of 1st check to process the REDE or Mid-Point Report.
    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).

Examples of Income Entered in IES with Cents

The income amount for the next 12 months is based on the income received in the last 30 days, unless the customer reports a change. Accept the last 4 pay stubs if paid weekly, last 2 pay stubs if paid every other week or twice monthly, and the last pay stub if paid monthly that the customer provides. Enter the individual gross pay amounts, including cents by pay date on the Employment- Pay Details page.

Example 1: Mr. B applies for SNAP benefits on 04/30/21. He provides the following paystubs:

  • 04/05/21  $375.25
  • 04/12/21  $375.25
  • 04/19/21 $450.85
  • 04/26/21  $375.25
Example 1 Screen Shot

Example 2: Ms. D completes her REDE application on 04/09/21. Ms. D provides the following paystubs: 

  • 04/08/21   $250.25
  • 04/22/21   $475.35
Example 2 Screen Shot

Entering Expenses in IES

IES is currently calculating expenses using a monthly amount. For expenses paid weekly, bi-weekly, semi-monthly or any other frequency besides monthly, continue to convert to a monthly amount and enter the amount of the deduction.

Grace B. Hou

[signed copy on file]

Secretary, Illinois Department of Human Services

Forms referenced:

Form 1893

Form 2890