WAG 19-06-02-a: Code C

This code identifies a person who received earnings, as shown on the Illinois Department of Employment Security (IDES) files, while they were receiving benefits. The case selects if no earnings were budgeted for the quarter. A case is not selected if earnings ended during the quarter and Item 80 Code 651 EE is present. In addition, any case in revised manual textMid-Point Reporting status (Item 36 coded R) for at least one month in the quarter is not selected.

NOTE: During the period 06/12 through implementation of IES Phase 2, SNAP approval periods were extended 6 months for SNAP only (category 08) and Family Health Plan (category 94/96) cases due for mail in rede.  Those cases coded with 801, 802, or 654 in Item 90 that have a SNAP benefit amount of $400 or higher were not extended. The cases with approval periods centrally extended were coded with a C, D, E, G, J, K, or L in Item 80 656 Total Cost field based on the time period for the extension. Codes C, D, E, G, J in Item 80 656 Total Cost field are retained and displayed in ACID and on the Form 552.

For those converted cases coded with a R in Item 36 and a C, D, E, G, J, K or L in Total Cost field of Item 80 code 656 EZ RD, the system will select the case for any of the "match" months. Once the converted cases have matched for the appropriate months, the system will revert to the previous selection criteria so cases with an R in Item 36 will not be selected and will no longer appear on the PAL.

Central C Code Project

Cases receiving SNAP with C codes in the following FCRCs are centrally referred to BOC if no earnings were budgeted for the earnings quarter:

  • DuPage
  • East St. Louis
  • East Alton
  • Granite City
  • Humboldt Park
  • Jackson
  • Kankakee
  • Logan
  • Macon
  • Mid-Illinois
  • Mid-South
  • Peoria
  • Western
  • Williamson
  • Winnebago, and
  • South Suburban

See WAG 19-06-05, for actions on cases referred to BOC.

See PM 19-08-00 for information about batch actions in IES.  In Phase 2, BOC workers will use IES to process and manage overpayments on active and legacy cases. A chart that shows how PAL codes are handles in IES Phase 2 is contained in PM 19-06-00.

Casework Action

  1. Verify that the IDES wage earner is the client rather than someone else using the same last name and/or SSN. If the SSN is incorrect, see WAG 03-11-00 for SSN discrepancy procedures. If the wage earner is not the client, see Step #11 for code removal.
  2. If the person(s) shown on the PAL is a child(ren) age 17 or younger, attending elementary or secondary school and under the parental control of another SNAP unit member, no further action is needed and the code may be cleared. Enter code 805 in Item 90 of Form 552 to prevent re-selection of the case if the child is currently receiving exempt earned income. See Step #11 for PAL code removal.
  3. If the person shown on the PAL is the client, investigate the overpayment. If "Gross Earnings Budgeted" has an amount entered, check the case file for the payment months to determine if earnings were budgeted correctly on a fiscal month basis. The calendar month earnings as reported by IDES may differ from earnings in the appropriate fiscal month. If earnings were budgeted correctly, no further action is needed. See Step #11 for code removal.
  4. If a C code was selected based on employment identified in a previous match, an overpayment was filed for the entire period of employment (if appropriate), and all the appropriate procedures were followed in clearing the original C code, no further action is necessary. See Step #11 for code removal.
  5. If earnings identified on the PAL were not budgeted correctly, determine whether it was a budgeting error by the FCRC. If the participant reported income correctly but the FCRC budgeted it incorrectly, determine the overpayment and file a claim even if it is an agency error (see PM 23-02-02-b). See Step #11 for code removal.
  6. If it was not a budgeting error and there are "Gross Earnings Received" on the PAL that have not already been reconciled, send the client Instructions to Recipient - Earnings Information (Form 1721C).

    If the client does not respond within 10 calendar days from the date Form 1721C is mailed, cancel the case for failure to cooperate with income verification. Send Form 157 to the client. If the client does not respond to the Form 157, divide the quarterly amount on the PAL by 3 to arrive at a monthly income amount. Use the monthly income amount to project income over the entire period up to the month of cancellation. Complete and process Referral of Overpayment (Form 2404) and Notice of Overpayment (Form 2404X) to establish the overpayment claim(s) and generate a notice of overpayment. 

  7. If the client cooperates and contacts the FCRC within the 10 calendar days on Form 1721C, question them regarding employment. If the earnings information cannot be verified by the client, send Request for Employment Verification (Form 266) to the employer(s) listed on the PAL. If they provide verification that employment with the matched employer has ended, attempt to determine if the client has begun work with a new employer.

    If current employment is discovered, follow procedures for budgeting income (see PM 08-04-00). 

  8. If the client states they are unable to provide the wage verifications, wait up to 30 calendar days for the return of Form 266 to calculate any overpayment. If the employer returns the wage verification within the 30-day period, use the information on Form 266 to calculate any overpayment. If the employer does not respond within 30 days from the date of the Form 266, divide the quarterly amount on the PAL by 3 to arrive at a monthly income amount.

    Use this monthly income from the PAL to project income over the entire period up to the current month or the month the income ended, if it can be verified. Report the overpayment and notify the client (see PM 23-04-00). 

  9. If the employer later returns Form 266, recalculate the overpayment based on the additional information and send Change of Overpayment Information (Form 2404C) to the Bureau of Collections.
  10. If no earnings are currently being budgeted and no current employment was discovered, question the client and run a Wage Verification File Inquiry (AWVS) to determine if UI benefits are being received. If benefits are being received, refigure eligibility and benefit amount and determine any overpayment. Form 157C will be centrally sent notifying the client of the reduction or cancellation. Report the overpayment and notify the client (see PM 23-04-00).
  11. If participating, review SNAP eligibility to determine effect of any action taken on the TANF Case.
  12. Enter the letter C in Item 52 to remove the case from the PAL.