WAG 19-07-07: Mid-Point Reporting Process

PM 19-07-07

1. (IES) Produces and mails SNAP and TANF Mid-Point Report (Form 2890) in the 5th month of the approval period at the close of schedule cut-off with a due date (2nd calendar day in month 6 of the approval period).
2. (IES) Produces monthly reports:

Mid-Point Report Reminder-Action Required Notice (IL444-2891)

1. (IES) Sends Mid-Point Report Reminder-Action Required Notice (IL444-2891) systematically with a blank IL444-2890 two workdays following the due date of the MPR when there is no valid signature on the MPR or it was not received by the due date (the 2nd day of the 6th month in the approval period). IES will only recognize that the MPR was received if the Mid-Point Report receipt date in IES is populated. 
2. (Customer) Must complete and return a Mid-Point Report within 10 calendar days of the date of the reminder notice.
3. (FCRC) If the households returns a completed Mid-Point Report after the due date, but within 10 calendar days of the date of the reminder notice, process the Mid-Point Report no later than 10 calendar days after the household's normal benefit issuance date.
4. (IES) At schedule-cut off, centrally closes the TANF and/or SNAP EDGs. 

Note: The IL444-2891 informs the household that if they do not return the SNAP & TANF Mid-Point Report and any requested proof then their benefits will stop. This serves as a notice of adverse action and the household will not be sent another notice when benefits are stopped.

 IL444-2890 SNAP & TANF Mid-Point Report Process

For SNAP, no action is needed if the household reports no changes. Document the report of no changes in Case Comments. No further action is required.

For TANF, hours of employment must be verified, even if no changes are reported on the Mid-Point Report form. The Work Number may be used to verify hours worked.

Paystubs must be provided when Question #4 is answered "Yes".

• When the IL444-2890 is returned completed and signed by the due date and no changes have been reported by marking "No" to all the questions on the report the following occurs:
  • Once a Mid-Point Report is scanned Datacap will determine:
    • What program(s) the IL444-2890 is for (TANF/SNAP).
    • If an adult on the case is receiving TANF a task will be created in IES for the WVS inbox for the caseworker to verify the individual's hours of employment with task name "Verify Work Hours".
    • If there are questions answered "Yes" indicating changes are being reported for the case.
    • If there are questions answered "No" indicating no changes are being reported.
    • If the IL444-2890 is invalid (unsigned) or valid (signed).Valid
• If all questions are answered "No" indicating no changes are being reported, the Mid-Point Report received date will be auto populated in IES on the Mid-Point Report page and:
  • All questions on the Mid-Point Report page will be populated with "No".
  • A Mid-Point Report task will be created in the Mid-Point Report queue and IES will automatically process the MPR and mark the task complete.
  • A case comment will be added in IES stating "a No Change MPR was auto-processed thru scanning".
• When a IL444-2890 is returned signed, completed, and at least one question is marked "YES" the following will occur: 
  •  IES will create a "Mid-Point Report" task in the Mid-Point Report queue for the caseworker to process the Mid-Point Report. The Mid-Point Received date will be populated in IES on the Mid-Point Report page.
• When a IL444-2890 is received with a signature but one or more of the questions are not answered by marking "Yes" or "No" then the following will occur:
  • IES will create an "Incomplete MPR" task in the EDM inbox Mid-Point Report queue in IES for the caseworker to process.
    • The caseworker should attempt to call the customer to resolve the incomplete IL444-2890.
    • If the caseworker is unable to resolve the incomplete IL444-2890, they are to complete the unanswered questions in IES on the Mid-Point Report page by selecting "Pend" to systematically generate IL 444-267 Verification Check List (VCL).
    • If the IL444-267 (VCL) is not returned by the due date, an "Overdue VCL" task will be created in the Ready to Certify queue.
    • Before closing the SNAP EDG for failing to comply, the caseworker will need to review the ECR to be sure the VCL has not been responded to as well as confirm the CSU Datacap Process is complete thru the VCL due date.
    • If the IL444-2890 is returned after the TANF and/or SNAP EDG has been closed, it will be placed in the Electronic Case Record (ECR). The received date will be populated only if the TANF and/or SNAP EDG is closed for failure to return the MPR. A "Late Mid-Point Report" task will be created in the MPR queue to be reviewed for potential reopen of the TANF and/or SNAP EDG.
• If the IL444-2890 is returned by the due date without a signature, a blank IL444-2890 notice will be resent to the customer accompanied by a Mid-Point Reminder-Action Required notice (IL444-2891). The IL444-2890 will be placed in the ECR and labeled as 'Invalid MPR' with a case comment that the IL444-2890 was returned with no signature.
• If IL444-2890 is returned after the due date and does not contain a valid signature, the form will be routed in IES to the ECR, and no action is required by the caseworker because the IL444-2891 has already been sent to the customer.

Mid-Point Report Text Alerts and Reminders

The SNAP unit may choose to designate an alternate phone number to opt-in to receive text alerts and reminders when their Mid-Point Report Form is due and/or past due. Mid-Point Report Form proactive reminders and/or alerts will be sent 14 calendar days prior to due date if the MPR is not received and the received date is not populated in IES.  A reminder will be sent when the MPR is due 2 calendar days prior to due date if MPR is not received and date not populated in IES.

(FCRC) When a customer submits a paper Mid-Point Report (IL444-2890) and has submitted a designated phone number to receive text message alerts and reminders, update contact information accordingly to  allow customer to receive text message alerts and updates.

Processing Paper Mid-Point Reports 

1. (FCRC) Scans a paper IL444-2890 using Datacap. Enter 0 (zero) instead of a form number in the Verify Page. Datacap pre-selects the corresponding IES Task Title and EDM inbox queue depending on the document being scanned and the customer's case status. It is important that staff enter the Mid-Point Report receipt date in IES so that the reminder notice is mailed only to those households who didn't provide one.
2. (IES) Creates a Mid-Point Report task in the Mid-Point Report queue.
3. (FCRC) From the Left Navigation, select EDM, then Inbox, Retrieve a Mid-Point Report task from the Mid-Point Report queue and start the task.
4. (IES) Defaults the What action do you want to Perform? field to Case Change on the Initiate Data Collection page.
5. (FCRC) Continue through the pages until the Mid-Point Report page displays. Once in Data Collection the Mid-Point Report page has to be accessed through Left Navigation.
6. (FCRC) Select IL444-2890 SNAP and TANF Mid-Point Report hyperlink to open the MPR PDF and use to record the customer's responses to the questions. Select ADD to update the record.  The Mid-Point Report page is used to log a record in the case and deem the Mid-Point Report as processed. Complete this page for both reported changes and no reported changes.
7. (FCRC) Follow the instructions in #8 or #9 below depending on whether the customer reported a change on the MPR.
8. No Changes Reported  
   • If the customer answered No to all questions and no changes were reported, update any Conversion activities on the case (income, relationships, education, and verifications). If Conversion activities have already been completed from Left Navigation, select Eligibility, then Run Eligibility.
9. Changes Reported
   • If the customer answered Yes to a question and reported a change. IES adds the appropriate pages to the driver flow to complete. Process any changes reported.
   • Run Eligibility and certify the case.

Processing Mid-Point Reports Submitted via ABE MMC

If a customer submits a Mid-Point Report through ABE with no changes and the case does not have a TANF EDG, the Mid-Point Report is auto processed by IES. No action to continue eligibility is required. If the customer submits a Mid-Point Report via MMC with no changes and case has TANF EDG or if the customer reported changes, Mid-Point Report task is created for a worker to complete in the Mid-Point Report queue.

1. (FCRC) From Left Navigation, select EDM, then Inbox. Retrieve a Mid-Point Report task from the Mid-Point Report queue and start the task.
2. (IES) The Mid-Point Report page prefills with the customer's responses from MMC.
3. (FCRC) Review the responses and select ADD to update the record.
4. (FCRC) Follow the instructions in #5 or #6 below depending on whether the customer reported changes on the Mid-Point Report.
5.  No Changes Reported
   • If the customer answered "No" to all questions and no changes were reported, update any Conversion activities on the case (income, relationships, education, and verifications). If Conversion activities have already been completed from Left Navigation, select Eligibility, then Run Eligibility.
6. Changes Reported 
   • If the customer answered "Yes" to a question and reported a change. IES adds the appropriate pages to the driver flow to complete. Process any changes reported.
   • Run Eligibility and certify the case.

Processing Late Mid-Point Reports/Mid-Point Report with Received Date Not Populated

IES automatically closes SNAP or TANF EDGS for individuals who fail to complete a required Mid-Point Report by the scheduled cut-off in the sixth month. If the Mid-Point Report is processed after the month it is due but was received timely and an Mid-Point Report Date is populated in IES, the EDG remains active and benefits continue to be issued.

When a customer submits a late Mid-Point Report with SNAP after cut-off, reopen the SNAP EDG. Choose the appropriate Case Action on the Initiate Data Collection page to process the Mid-Point Report.  Reopen a SNAP EDG when the Mid-Point Report is received after schedule cut-off but before the end of month 7 and when the Mid-Point Report date is not populated in IES.

1. From Left Navigation, select EDM, then Inbox. Retrieve a Mid-Point Report task form the Mid-Point Report queue and start the task.
2. On the Initiate Data Collection page, select the appropriate Case Action from the What Action Do You Want to Perform? drop down list.
   • For SNAP Only cases: Select Reinstate
   • For Medical still active only, SNAP closed cases: Select Case Change.
3. Continue to Case Action Confirmation page. Verify that the case action is correct for the type of case.
4. Continue through the Pending Casework page.
5. On the Mid-Point Report page, select the ECR icon and select the IL444-2890 SNAP and TANF Mid-Point Report hyperlink to open the MPR PDF and use it to record the customer's responses to the questions, Select ADD to update the record.
6. From Left Navigation, select Individual Information, then select Program Request. The Program Request - Summary page displays.
7. Select the Edit icon for the SNAP Program Request. The Program Request -Details page displays.
8. Complete the following fields:
   • Is there a reinstatement, reapplication or is there a denied program that needs to be reopened:
     • Select Reinstatement of a Closed Programed from the drop-down list.
   • Reinstatement Date: Enter the date on which the benefits should resume.
   • Reinstatement Compliance Date: Enter the date the Mid-Point Report was received.
   • Reinstatement Reason: Select Complied with program requirements from the drop-down list.
9. Continue to the Program Request -Individuals page, select Save +Continue.
10. Follow the instructions below, depending on whether the customer reported changes on the Mid-Point Report.
11. No Changes Reported
    • If the customer answered "No" to all questions and no changes were reported, update any Conversion activities on the case (income, relationships, education, and verifications). If Conversion activities have already been completed from Left Navigation, select Eligibility, then Run Eligibility.
12. Changes Reported
    • If the customer answered "Yes" to a question and reported a change. IES adds the appropriate pages to the driver flow to complete. Process any changes reported.
    • Run Eligibility and certify the case.

Datacap Night Utility

Scan Mid-Point Reports and associated submitted verifications as individual case batches into Datacap the same day they are received in the FCRC. A nightly automated process runs in Datacap that progresses the Mid-Point Report batches through the scanning workflow all the way to the Datacap "Verify" task.

Complete the following steps when Scanning Paper Mid-Point Reports into Datacap for auto-completion:

1. Scan Mid-Point Reports the same day they are received by the FCRC.
   • Scan Mid-Point Reports submitted with verifications through-out the course of the day.
   • Scan Mid-Point Reports to be included in the Datacap nightly auto-process as individual batches towards the close of the business day. When the utility runs in the evening, any Mid-Point Reports that don't need/have verifications or are without errors will auto-process in Datacap and create a task in the Mid-Point Report queue in the EDM box in IES.
2. On the next business day, identify any batches with priority higher than 5 (Mid-Point Reports with L444-2890s in them but failed to auto-complete). Manually complete in Datacap any batches that failed to auto-process.

Use the table below as a helpful reference when scanning Mid-Point Reports into Datacap.

Datacap Down Procedures

If Datacap is down or there is a need to scan/upload and create a task manually for any other reason, follow the steps below to create a task manually through the Upload Documents /Create EDM Tasks page:

1. From Left Navigation, select EDM then selet Upload Documents/ Create EDM Tasks.
2. Select Create an IES Inbox Task -Upload a Document from the Request Action drop-down list.
3. Complete all required fields in the Document/Task Level Information section.

Required Verification for TANF, Even If No Change Reported

• For TANF (with or without SNAP), verify the number of hours worked, even if no change is reported on IL444-2890. 
• Use the Work Number to verify hours worked, if pay verification was not returned with Form IL444-2890 or the hours worked cannot be determined from the verification.
• If any change is reported, follow up as appropriate.

Example: Ms. P was approved to receive TANF and SNAP January 2023 through December 2023. She is currently employed. In May Ms. P receives IL444-2890 to complete and return to the FCRC by June 2nd. Ms. P completes IL444-2890 with no reported changes and mails it back to the FCRC. Verification of weekly hours worked were not included. The HSC sends Il444-267 VCL, requesting proof of weekly hours. Allow 10 calendar days for the customer to return verifications. The Work Number may also be used to verify hours worked.

Customer Reports a Change 

1. (FCRC) Reviews IL444-2890 for any reported changes and updates the case to reflect the change.
   • For SNAP, verify an income reported change to Question #4, "Has the income from work changed for any member of your household?" and the response is answered "Yes". Verify a new report of a child support obligation that was not reported in the previous 6 month contact. No other reported changes are verified.
   • For TANF, verify the number of hours worked and any other reported changes. Check the Work Number first to verify hours worked, if verification is not provided with IL444-2890. 
2. (FCRC) Send a IL444-267 VCL, (Verification Check List), if verification of income is not provided or the information on IL444-2890 is unclear. Allow 10 calendar days for the customer to provide verification. If the 10th day falls after schedule cut-off and the customer does not provide verifications by the due date void SNAP and/or TANF benefits for the payment month, if a timely Notice of Decision (IL444-360c) can be sent to the customer at least 10 days before the date of change. Cancel the TANF EDG and SNAP EDG for the following effective month. Do not cancel the Medical EDG. Refer to PM 23-02-01 for Cash Overpayment and PM 23-02-02 for SNAP Overpayment to determine when to consider benefits as an overpayment.
3. (FCRC) Send a timely Notice of Decision (IL444-360c) when SNAP and/or TANF benefits are voided for the payment month if the 10th day falls after schedule-cut and the customer does not provide verification by the due date of IL444-267 VCL. Cancel the SNAP EDG and TANF EDG for the following effective month. Do not cancel the Medical EDG. Review the case for any overpayment and take the appropriate action.

Example: Ms. J receives TANF and SNAP. Ms. J's approval period is December 2022 through November 2023. In April, Ms. J receives her Mid-Point Report form due May 2nd. Ms. J completes IL444-2890 and mails it back to the FCRC by the due date. She has reported a change in income and has provided paystubs. For TANF, the paystubs verifies hours worked. Because Ms. J has reported a change the HSC must make the appropriate changes to the case. After the appropriate changes have been made document the action taken in case comments. 

IL444-2890 Returned After Due Date But Before the 7th Month in the Approval Period

1. Returned before the end of month 6 of the approval period:
   • (Customer) Returns IL444-2890  before end of month 6 in their approval period.
   • (FCRC) Reinstates benefits without proration.
2. Returned in month 7 of the approval period
   • (Customer) Returns IL444-2890 after month 6 in their approval period.
   • (FCRC) Prorates benefits from the date of receipt.

Note: The household must file a new application if  IL444-2890 is received after the 7th month in their approval period.