Revision 12-4; Effective December 1, 2012

 

HHSC and its eligibility staff periodically receive information through a data exchange with the Social Security Administration via electronic files. Some exchanges automatically update client data in TIERS, while others provide potentially new information concerning income or resources. The more common exchanges and tape matches are described in the following sections.

 

R-4100 Beneficiary and Earnings Data Exchange

Revision 12-2; Effective June 1, 2012

 

The Beneficiary and Earnings Data Exchange (BENDEX) is an automated data information exchange received from SSA. HHSC initiates the process by sending SSA a tape containing a person's identifying information. The BENDEX data is SSA's response. The data exchange is performed twice per month.

BENDEX data matches SSA recipient information against the TIERS information. Data matches include recipient's name, sex, date of birth, Social Security number, Social Security claim number and RSDI amount. Should there be a discrepancy in data, an ALERT will be generated for the individual case in the Task List Manager (TLM) and sent to the eligibility specialist for clearance.

At the time of SSA's annual Cost of Living Adjustment (COLA), HHSC receives a BENDEX that is used to update RSDI amounts on all current cases.

 

R-4110 Social Security Administration Deceased Individual Report

Revision 12-3; Effective September 1, 2012

 

The Deceased Individual Report from SSA identifies individuals receiving benefits from both SSA and HHSC who have been reported as deceased to SSA. SSA provides the date of death reported to their agency.

 

R-4200 State Data Exchange

Revision 12-2; Effective June 1, 2012

 

The State Data Exchange (SDX) is an automated data information exchange received from SSA. The SDX tape contains all newly certified Texas SSI recipients and current SSI recipients with updated/changed information. HHSC normally receives SDX data five to six times per month, but not necessarily weekly.

SDX data matches SSI recipient information against all case and client information.

 

R-4210 Contacting Data Integrity

Revision 12-2; Effective June 1, 2012

 

Incorrect SSI information can be temporarily changed or corrected by the Office of Eligibility Services (OES), Business Services, Data Integrity area. Processing of the next SDX tape with updated information on that person will override temporary information entered by Data Integrity. Permanent corrections or changes must be completed by SSA and will be reflected on subsequent SDX tapes.

Staff can request the Data Integrity area make a temporary correction. Staff must also inform the person of the need to make a permanent correction at the local SSA office. A person should never be told to contact the Data Integrity area directly. Follow local procedures for contacting Data Integrity.

 

R-4300 Income and Eligibility Verification System

Revision 10-4; Effective December 1, 2010

 

The Income and Eligibility Verification System (IEVS) was established as part of the Deficit Reduction Act (DEFRA) of 1984, which required state agencies administering Temporary Assistance for Needy Families (TANF), food stamps (now SNAP) and Medicaid programs to conduct tape matches as part of the verification process. IEVS data includes taxable income reported to the Internal Revenue Service (IRS). Income may have been earned through existing resources or generated by the liquidation of a resource. IEVS data also includes wage information from the Texas Workforce Commission (TWC) and self employment and earned data from the Social Security Administration (SSA).

The first IEVS tape match occurred in April 1987, and now occurs at regular intervals. An annual IRS tape match is processed on all active recipients in August or September to obtain data from the last tax year. The system receives quarterly wage data from TWC and the annual self employment and earned data from SSA. The files are run against the system of record using the Social Security number and first four letters of the recipient's last name. If a match occurs, the Automated System for Office of Inspector General (ASOIG) will create, assign and distribute an IEVS worksheet to the designated MEPD specialist for investigation.

DEFRA and IEVS regulations require state agencies to safeguard the tape match data. For more IEVS information, refer to Section C-2400, Safeguarding Federal Income Data, Appendix XVII, System Generated IEVS Worksheets Legends for IRS Tax Data, and HHSC training.

 

R-4400 Employees Retirement System

Revision 10-4; Effective December 1, 2010

 

A tape match is conducted between HHSC and the Employees Retirement System of Texas (ERS) once every three months. A match is also conducted when it is known that ERS will issue a one-time supplemental payment (13th check) to certain annuitants, a cost-of-living increase or other adjustment of benefits.

HHSC provides a tape containing names of current MEPD recipients and their Social Security numbers. ERS matches agency data against its own data base. A response tape is created containing income information for each matched recipient.

When the response tape is run against the system of record, a report is generated for each person matched. Each report indicates the ERS gross and net income amounts and any deductions. The report is considered to be acceptable verification.

Verification of ERS income for new applicants is accomplished by sending Form H1214, Request for Pension Information.

If the request is based on information obtained on the Automated System for Office of Inspector General (ASOIG) MATCH Worksheet, Income and Eligibility Verification Data, use Form H1214-FTI, Request for Pension Information. Check the Yes box. Do not include a copy of the ASOIG MATCH Worksheet with the request.

ERS may issue a one-time supplemental payment (13th check) to certain annuitants. The issuance of the check is not predictable and is not included in the ongoing budget. Consider the 13th check as a lump sum payment.

 

R-4500 Teacher Retirement System

Revision 09-4; Effective December 1, 2009

 

A tape match is conducted between HHSC and the Teacher Retirement System of Texas (TRS) once every three months. A match is also conducted if it is known that TRS will issue a one-time supplemental payment (13th check) to certain annuitants, a cost-of-living increase or other adjustment of benefits.

HHSC provides a tape containing names of current MEPD recipients and their Social Security numbers. TRS matches agency data against its own data base. A response tape is created containing income information for each matched recipient.

When the response tape is run against the system of record, a report is generated for each person matched. Each report will indicate the TRS gross and net income amounts and any deductions. The report is considered to be acceptable verification.

Verification of TRS income for new applicants is still accomplished by sending Form H1297, Request for Information from Teacher Retirement System of Texas. The form must be annotated to indicate the person is a new applicant.

TRS may issue a one-time supplemental payment (13th check) to certain annuitants. The issuance of the check is not predictable and is not included in the ongoing budget. Consider this 13th check as a lump sum payment.

 

R-4600 Public Assistance Reporting Information System (PARIS)

Revision 12-4; Effective December 1, 2012

 

Public Law 110-379 mandates the implementation and use of Public Assistance Reporting Information System (PARIS) by all states. PARIS is a centralized federal database used for cross-state matching. A quarterly interstate match of all active/hold clients will allow HHSC to comply with the federal mandate and further the efforts in identifying possible fraud and recovery of state and federal funds. PARIS matches will include TIERS MEPD, TANF/Medicaid and SNAP recipients.

HHSC will use the PARIS data match to ensure individuals enrolled in Medicaid or other public assistance benefits in one state are not receiving duplicate benefits based on simultaneous enrollment in the Medicaid program or other public benefit programs in another state. Clearance action on interstate worksheets must have the recipient's residency verified via the verification letter OIG 5079, Request for Verification of Residence.

Effective July 19, 2010, the Office of Inspector General (OIG) released a modified version of the current Automated System for Office of Inspector General (ASOIG) System. The July 19th deployment includes both IEVS and interstate matches. Changes to the current ASOIG application are to an ASOIG Menu module. The IEVS Menu module has been changed to Matched Menu module and Interstate has been added as a choice under Source. Selection of Interstate allows end users to access PARIS worksheets. Other than the addition of worksheets from the PARIS matches, there are no changes to the current process that generates, assigns and distributes worksheets from matches with TWC, IRS and SSA. The modified ASOIG System will continue to allow end users to access reports, view and clear worksheets, create referrals, create interstate referrals, view and add comments, search and transfer worksheets, view related worksheets, and generate correspondence. The print location for verification letter, OIG 5079, is limited to LOCAL.