Revision 19-4; Effective October 1, 2019

 

 

C—810 Texas Integrated Eligibility Redesign System (TIERS)

Revision 14-1; Effective January 1, 2014

 

 

C—811 Case Number and Eligibility Determination Group (EDG) Number

Revision 15-4; Effective October 1, 2015

 

All Programs

A case is defined as a group of persons who are seeking benefits together for at least some, if not all, of the members of the group. Members included on the case may or may not be certified to receive benefits. Each case is identified by a 10-digit case number. A TIERS case can include multiple EDGs. An EDG is defined as members of a household whose needs, resources, income, and deductions, as applicable by program, are considered in determining eligibility for benefits. Each EDG is identified by a nine-digit EDG number.

Example: If a household is approved for Temporary Assistance for Needy Families (TANF) and the Supplemental Nutrition Assistance Program (SNAP), assign one EDG number for TANF and another EDG number for SNAP.

Case numbers are kept indefinitely and should be reassigned when the household reapplies for any program.

Note: There may be instances when a new case number may be required, such as for a person leaving a drug treatment facility or for foster care cases.

Related Policy
Supplemental Nutrition Assistance Program Combined Application Project (SNAP-CAP), B-475

 

C—812 Individual Number

Revision 15-4; Effective October 1, 2015

 

All Programs

The first time a person is approved for Texas Health and Human Services Commission (HHSC) services or benefits, TIERS assigns an individual a unique number. Advisors use the same number, called the individual number, for that person for all programs.

Individual numbers are kept indefinitely and should be reassigned when the individual reapplies for any program.

 

C—813 Hierarchy of Individual Identification Data

Revision 15-4; Effective October 1, 2015

 

All Programs

Before approving an applicant who already has an individual number, advisors must compare information in TIERS inquiry to the information in the case record. Advisors should note and clear any discrepancies with the individual.

TIERS retains only one set of identification information for each individual. The advisor must make changes according to the hierarchy. The following priority applies:

  • A program area providing benefits to an individual takes precedence over a program area not providing benefits. For example, TANF caretaker information takes precedence over TANF payee information, and an active case takes precedence over a denied case.
  • For name and birth date identification data:
Priority is given to ... over ...
Medical Programs TANF
TANF Supplemental Security Income (SSI), SNAP, SAS*
SNAP SAS*
  • For sex and race identification data:
Priority is given to ... over ...
Medical Programs TANF, SSI, SNAP, SAS*
TANF SSI, SNAP, SAS*
SNAP SSI, SAS*
SSI SAS*

* SAS is Long Term Care's Service Authorization System. Long Term Care authorizes payments to its service providers using this system.

Note: If the Social Security Administration (SSA) validates the Social Security number (SSN) or claim number, the advisor cannot change the number in TIERS. Document the incorrect SSN in the Request Merge/Separate record, if requesting a merge/separate. Use the existing number on file and report the correct number by memorandum to State Office Data Integrity (SODI) Section, Long Term Care, State Office, Y-922.

Before approving an applicant in another program area, check TIERS for accuracy of identifying information. If the identifying information is incorrect, enter the correct information in the Individual Household Logical Unit of Work (LUW) or other applicable LUW in TIERS.

 

C—814 Merge and Separate

Revision 14-1; Effective January 1, 2014

 

All Programs

Advisors use the functional area on the left navigation bar titled Merge/Separate to request a merge or a separate.

Select Request Merge if an individual has been assigned more than one individual number. Follow the steps below.

  • Enter a minimum of two and up to 10 individual numbers to be merged. Enter mandatory comments explaining the reason for the merge request.
  • Click the Add button. The demographic information associated with that individual number will be displayed in the Selected Individuals section. If it is not the correct person, delete the entry using the Delete icon or use the Binoculars icon to search for the individual using the demographic data, similar to the individual search in Inquiry.
  • Once the individual numbers and mandatory comments are entered, click the Submit button to send the request to State Office Data Integrity.

Select Request Separate when more than one person is assigned to a single individual number. Follow the steps below.

  • Enter one shared individual number and up to three individual numbers to be separated. Enter mandatory comments explaining the reason for the separate request.
  • Enter the individual number or demographic information and click Add. The demographic information associated with the individual number will be displayed in the Selected Shared Individuals and Shared ID above is to be separated to these individuals sections. If it is not the correct person, delete that entry using the Delete icon or use the Binoculars icon to search for the individual using demographic data, similar to the individual search in Inquiry.
  • Once all the individual numbers and mandatory comments are entered, click the Submit button to send the request to State Office Data Integrity.

TIERS will not allow a merge or separate request to be submitted for an individual number when a merge or separate request already exists and will display a validation message. When TIERS displays a validation message, correct the information if entered incorrectly or use the Search Merge/Separate to determine if the individual numbers requested are associated with the same individual number.

Use Search Merge/Separate to track the progress of the request. Some requests will take longer than others. Some individual numbers have to age off of an EDG due to the denial effective date. State Office Data Integrity staff can mark an individual number as a Potential Duplicate (PD) when a merge or separate request is made. Staff cannot select an individual number for addition to new cases if it is marked as PD, which limits the potential for the wrong individual number to be awarded benefits or coverage in error.

Questions concerning a merge or separate request should be sent to the State Office Data Integrity mailbox at tiers_statepaidmedicaid@hhsc.state.tx.us.

 

C—815 TIERS Case Modes

Revision 14-1; Effective January 1, 2014

 

A TIERS case mode is a particular mode that TIERS uses to determine the sequence of LUWs it presents during Data Collection. The case mode is typically determined by the type of action being taken on the case, for example, Intake (new application), Complete Action (redetermination), Change Action (processing a change), and so on. Staff set the case mode in the Data Collection – Initiate Interview page. Staff should check the case mode prior to starting a case by performing inquiry. Inquiry displays the current case mode and the employee number of the advisor currently assigned the case. The current case mode is also displayed at the top of each page in Data Collection.

 

C—815.1 Case Mode Definitions

Revision 15-4; Effective October 1, 2015

 

All Programs

There are 16 case modes.

Mode Definition

Case Reading

Authorized staff use this mode to examine certain information for a case and record results online.

Change Action

Used to make changes to a case when no application is required.

Complete Action

Used for redeterminations and reviews or applications for a new program for an individual in an existing case.

Continue Previously Selected Mode

Allows staff to access Data Collection in the mode previously used.

Conversion

The case mode that System for Application, Verification, Eligibility, Referrals, and Reports (SAVERR) cases and Children's Health Insurance Program (CHIP) cases were converted to if there was mismatched data. This mode is utilized by authorized staff.

Intake

Used when the household is requesting assistance for the very first time or for an existing case when all of the EDGs are denied.

Ongoing

Ongoing mode provides read-only access to all LUWs. Exception: Changes can be made in Ongoing mode to the Household Address – Details page and the Initiate Interview – Initiate Review page. In these two areas, updates can be made without running Eligibility Determination Benefit Calculation (EDBC) and then having to dispose all EDGs. Used with start date and end date fields on the Initiate Interview page to view historical records for a specific time period.

Periodic Income Check (PIC)

Used when a client returns information requested in a missing information request during a PIC.

Reopen

Used when an advisor reopens a case (no active EDGs) and it has been more than 30 days since the last denial action.

Reopen-Left Navigation

Used when the advisor reopens a case (no active EDGs) and it has been 30 days or less since the last denial action.

SSI Certification

This mode is used by State Office Data Integrity staff to approve SSI Medicaid.

SSI Manual Create

Allows authorized staff to establish SSI eligibility in TIERS for an individual when the individual is newly eligible for SSI, or when an SSI-eligible individual has moved from another state and the record is not yet available through the TIERS interface with State Data Exchange (SDX).

Second Level Review

Used when a second level review is required. The staff member must be authorized to perform second level reviews on TIERS cases.

Special Review

Used when a case or EDG requires a review or reauthorization of services that falls outside the normal redetermination time frames.

Spousal PRA

Allows authorized staff to record information and determine the Spousal Protected Resource Amount (SPRA) for institutional and waiver programs.

 

C—816 Case Mode Hierarchy

Revision 14-1; Effective January 1, 2014

 

All Programs

Complete Action and Intake modes have hierarchy over all other modes. When an advisor is working on a case in Complete Action or Intake mode, other staff can enter information in TIERS, but they cannot send notices or dispose the case. Their actions are disposed only when the advisor working in Complete Action or Intake mode disposes the case. If an advisor has the case in Change Action mode and subsequently a different advisor accesses the case in Complete Action mode, the Change Action advisor can continue to enter information in the case, but the Complete Action advisor is the only one who can dispose the case and send notices.

Once an advisor accesses a case in Complete Action mode, all individual-initiated changes go to that advisor until the case is disposed. In addition, once an advisor begins an individual-initiated change, all subsequent individual-initiated changes will go to that advisor until the case is disposed. However, outstanding alerts assigned to someone else do not automatically transfer to an advisor who begins a new action on a case.

Note: TIERS routes agency-generated changes based on the office profile.

 

C—817 Electronic Data Sources (ELDS)

Revision 15-4; Effective October 1, 2015

 

All Programs

Information from ELDS, such as State Online Query (SOLQ), is presented to advisors in TIERS during Data Collection to allow the advisor to use it as verification. If verification is not available through ELDS in Data Collection, advisors must attempt to verify using other electronic sources (i.e., Data Broker) before requesting additional information or documentation from the applicant.

Advisors must receive written or verbal consent for any adult age 19 or older that is included on an application or renewal and whose information is needed to make an eligibility determination before:

  • requesting information from electronic data sources, such as Data Broker or SOLQ; or
  • using the individual’s information from TIERS, if that adult has a case with HHSC (SNAP, TANF, Medicaid or CHIP).

When consent is given, advisors may use ELDS, a Data Broker report, and/or information from a known case.

If the advisors cannot obtain consent to use ELDS, Data Broker, or existing HHSC data, advisors must deny the application for the individual whose eligibility is being determined.

SNAP and TANF

The signature of the person submitting the application or renewal provides permission for all household members.

Medical Programs

The signature of the person submitting the application or renewal provides permission for any adult listed in A-121, Receipt of Application. For individuals not listed in A-121, advisors must attempt to contact the individual whose permission is needed by phone or via Form H1213, Children’s Health-Care Benefits: More Facts Needed from the Parent Who Has Custody.

Example: If a non-custodial parent applies on behalf of a child, information, such as income from the custodial parent, may be needed from the custodial parent to determine that child’s eligibility. Advisors must call and obtain verbal consent from the custodial parent before pulling electronic data on that individual, even if the custodial parent’s information is available in the system. If the advisor cannot get consent from the custodial parent, the advisor must request the missing information needed from the custodial parent using Form H1213. If the custodial parent does not provide consent to use electronic data, the advisor must deny the child’s application.

Related Policy
Verification Requirements, A-1370
How to Use Texas Workforce Commission (TWC) Quarterly Wage Information to Budget Earned Income, A-1355.2

 

C—820 Data Broker

Revision 19-4; Effective October 1, 2019

 

All Programs

HHSC contracts with a Data Broker vendor to provide financial and other background information about SNAP, TANF, and Medical Program applicants and recipients. The vendor collects and combines information from several data sources into one report. This report is called a Data Broker Combined Report and includes information such as residential address, persons living at that address, vehicle ownership, employment, income verification and other information. Within each Data Broker Combined Report, there is an option to request a credit report on the person for whom the Data Broker report was requested.

The Data Broker Combined Report can be requested using TIERS in the Individual Household LUW in any mode other than Ongoing, which is the preferred method for eligibility staff when determining eligibility. The Data Broker Combined Report and individual data searches are accessible using the Data Broker Portal.

Follow policy in C-920, Questionable Information, to resolve discrepancies between Data Broker information and information the applicant/recipient provides. To clear discrepant information:

  • contact the household and allow the person the chance to explain the discrepancy; or
  • send the household Form H1020, Request for Information or Action, asking for information or verification to resolve the discrepancy.

Federal law limits the use of credit reports. See C-824, Permissible Purpose, for information about these limits. Permissible purpose means the person whose credit report is requested must be:

  • an applicant or a certified TANF, SNAP or Medical Program household member (or a member who would be certified but is disqualified); or
  • a Medical Program Modified Adjusted Gross Income (MAGI) household member.

Note: Do not request a credit report before the initial interview if applicable, on the person who signed the application or on persons for whom assistance is requested on the application. The request must be made during the interview.

Use the charts below to determine when to request a Data Broker Combined Report, with or without credit information:

Request a Data Broker Combined Report Without a Credit Report

For TANF, SNAP, One-Time TANF, TP 08, TP 33, TP 34, TP 35, TP 43, TP 44, TP 48 and CHIP

Applications and Redeterminations

for household members age 16 and up.

For SNAP

At change when adding a household member Age 16 or Older

for household members age 16 and up.

 

Request a Data Broker Combined Report With a Credit Report

All Programs

Applications, Redeterminations, Changes – New Household Members

Request a Data Broker Combined Report with a credit report for household members age 16 and up on any EDG when permissible purpose exists (see C-824, Permissible Purpose) and a credit report is needed to:

  • authenticate a caller;
  • help clear questionable information; or
  • clear discrepant information in the EDG, for example, when a person has more than two months of negative management.

Use the prudent person principle in deciding the need for a Data Broker report or credit report in these instances.

 

Notes:

  • Data Broker Combined Reports with or without credit reports are not required for households that apply for or receive SNAP-CAP or SNAP-SSI. However, staff may request a Data Broker Combined Report if needed for verification or a Combined Report with a credit report if needed to resolve discrepancies in reported information (such as negative management, as in the chart above).
  • For independent children or child-only EDGs, request a Data Broker report on the child only if staff believe there are unreported assets (as applicable by program), income or other information that would affect the child's eligibility.
  • For reported changes, use the interactive search feature in the Data Broker Portal to request a specific type of report according to the change (for example, The Work Number (TWN) and Texas Workforce Commission (TWC) for earned income or Office of Attorney General (OAG) for child support information).

Use the Data Broker Portal to access the following acceptable verification sources:  

  • Department of Public Safety (DPS)
  • United States Citizenship and Immigration Services (USCIS)
  • Texas Division of Motor Vehicles (DMV)
  • OAG
  • TWC
  • TWN
  • Texas Lottery Winnings
  • Department of State Health Services (DSHS)
  • SNAP Electronic Disqualified Recipient System (eDRS)
  • Electronic Benefits Transfer (EBT)
  • Texas Department of Criminal Justice (TDCJ).

These verification sources provide information on:   

  • People search information (name, address, driver license/ID and neighbors)
  • Alien verification
  • Vehicle search (name, address, license plate, vehicle identification number, vehicle valuation)
  • Income search (new hire, quarterly wages and unemployment insurance benefits, child support, current earned income, and Texas lottery winnings)
  • Marriage and divorce
  • SNAP disqualifications
  • Out of state shopping via EBT card transactions for SNAP, TANF or both  
  • Texas criminal history

Staff must view the Data Broker reports to accurately determine eligibility and clear any found discrepancies. Failure to view the report may result in eligibility errors that can lead to quality control errors.

 

C—821 Access Permission

Revision 19-4; Effective October 1, 2019

 

All Programs

New Users — Through the HHS Enterprise Portal, supervisors or managers complete and submit Form 4743, Request for Applications and System Access, for each employee who needs access to the Data Broker system. Managers obtain a signed Data Broker Security Agreement, TWC Security Agreement, and OAG Security Agreement form for each employee who needs access. In the comment field of Form 4743, the supervisor or manager notes the dates each of the three Security Agreements were signed. Once added to the system, staff receives an email with a temporary password link and further instructions. The Data Broker temporary password link expires within 48 hours from receipt of provisioning email. If the temporary password link expires before staff creates an initial password, staff can request a new temporary password link by selecting the “Forgot Password” link in the Data Broker Portal login screen.

Note: New staff must access the Data Broker system within 45 days of the Data Broker account creation or the system automatically deactivates the account.

Inactive Users — All provisioned staff must access the Data Broker system via the Data Broker Portal or through TIERS at least every 90 days, or the system deactivates access. Once the system has deactivated access, staff must submit a new Data Broker request through the HHS Enterprise Portal. Once staff has been reactivated, they must again complete the required User Access and Fair Credit Reporting Act (FCRA) trainings to use the Data Broker system.

 

C—822 Data Broker Passwords

Revision 19-4; Effective October 1, 2019

 

All Programs

Users are directed to the User Options page to create a unique password. Staff can change their password at any time by clicking on the “User Options” field located on the left navigation section in the Data Broker Portal. Staff are required to enter their current password, new password, and confirmation of their new password.

Staff who have forgotten their password can use the “Forgot your Password?” link located on the sign-in page of the Data Broker Portal. A temporary password link is emailed to the address associated with the staff’s account.

 

C—823 Login Procedures - Data Broker Portal System

Revision 19-4; Effective October 1, 2019

 

All Programs

This is where you can access the stand-alone Data Broker Portal system. To log on, the staff must enter their User ID which is their 11-digit employee identification number, and a unique password and then click “Login.”

Staff must complete the following steps before gaining access to the Data Broker System:

  • create a new password for the Data Broker system;
  • log in to the Data Broker system; and
  • complete the User Access and Fair Credit Reporting Act (FCRA) trainings.

Notes: The User Access and FCRA trainings are located within the Learning Management System. Staff are directed to these trainings when they login for the first time.

Once the required trainings are completed and staff logs into the Data Broker system, they must read the information and click "I understand the above and agree" to acknowledge that they understand the Data Broker information can only be used for business purposes and is confidential.

Staff must also read the agreement and click "I understand the above and agree" in the “Authorization for Access to Request Credit Report” to acknowledge that they have been adequately trained on the FCRA and agree to only request a credit report when permissible purpose exists.

If staff clicks "I disagree" to either screen, they will not gain access to the Data Broker system or credit reports.

 

C—823.1 Frequently Asked Questions and Data Broker User Guide

Revision 19-4; Effective October 1, 2019

 

The Data Broker Frequently Asked Questions (FAQs) and the Data Broker User Guide are located under the “Training” section on the left navigation menu within the Data Broker Portal. These documents provide answers to frequently asked questions about Data Broker. The documents include instructions and sample screens to assist staff with understanding the different types of reports available in the Data Broker system.

The FAQs and Data Broker User Guide can be found in the Data Broker Portal.

 

C—824 Permissible Purpose

Revision 19-4; Effective October 1, 2019

 

All Programs

The Fair Credit Reporting Act (FCRA) covers access to and use of credit reports. The FCRA permits staff to request credit information for persons to determine eligibility.  Staff may not request credit information for purposes other than to determine eligibility. The FCRA requires permissible purpose before staff can legally request a credit report.

Permissible purpose means the person whose credit report is requested must be:

  • an applicant or a certified TANF, SNAP or Medical Program household member (or a member who would be certified but is disqualified); or
  • a Medical Program MAGI household member.

Note: Do not request a credit report:

  • on a payee EDG unless the responsible relative is the child's parent; or
  • using an invalid Social Security number.

The FCRA makes a clear distinction between requesting credit reports and other types of inquiries made through Data Broker. Under legal statutes, staff may request identifying information such as address, employment and vehicle registration on any person.

Permissible purpose is not required when requesting non-credit identifying information. For example, if staff suspect an absent parent is in the home, staff do not have permissible purpose to request a credit report on the absent parent. However, it is appropriate to request identifying information available through the Data Broker system.

Note: Those who request information without permissible purpose are in violation of federal law and are subject to fines.

 

C—825 Data Broker Combined Report Sources

Revision 19-4; Effective October 1, 2019

 

All Programs

This section describes the various data sources in the Data Broker Combined Report that are not subjected to permissible purpose requirements noted in C-824, Permissible Purpose.

 

C—825.1 Driver License Information

Revision 19-4; Effective October 1, 2019

 

All Programs

Data Broker matches information from the Combined Report Search screen against the Texas Department of Public Safety (DPS) data. When a match is found, DPS data is pulled into the report. Information in this report may identify discrepancies in the identity and residence address of the person. This report includes a person’s sex, race, height, hair color, eye color, name, date of birth, address, and any previous names or addresses. Because DPS re-issues driver’s licenses and ID numbers approximately two years after the driver license and ID number expires, previous names and addresses associated with that number are listed in this section when applicable.

The Validated field displays the date DPS last updated the driver’s license or ID information.

Note: DPS updates information on this report only when the person with a Texas driver license (TDL) or DPS ID provides updated information to DPS.

 

C—825.2 Persons at Entered Address

Revision 19-4; Effective October 1, 2019

 

All Programs

Data Broker searches the DPS database and pulls records for all persons listed at the address entered on the Combined Report Search screen. The information pulled includes each person's name, address, and date of birth (DOB). Previous residents may appear if they have not changed their address with DPS.

Information on this report is useful in providing case clues about household composition and exploring parental absence for deprivation.

 

C—825.3 Neighborhood People Search

Revision 19-4; Effective October 1, 2019

 

All Programs

This report lists residents located in the 20 addresses nearest the address entered on the Combined Report Search screen. This information may be useful as a case clue for locating absent parents or other case-related activities.

Data Broker pulls this information from the DPS database. The information is only as current as DPS's most recent update. Some persons may have both a Texas ID and a Texas Driver’s License (TDL). These persons appear on the report for each Texas ID and TDL.

Note: Staff may contact a neighbor on the Data Broker report only when:

  • the person has allowed staff to do so; or
  • information is received from another source that contradicts the person's statement(s).

See C-920, Questionable Information, and C-930, Providing Verification, for information regarding contacting a collateral source not allowed by the person.

 

C—825.4 Out-of-State Shopping (OSS) Report

Revision 19-4; Effective October 1, 2019

 

TANF and SNAP

The Out-of-State Shopping (OSS) Report lists households receiving SNAP or TANF benefits in Texas that:

  • shopped out of state in the last 60 days;
  • did not shop in Texas within a 60-day period; and
  • have active EDGs.

The OSS Report is included on the Data Broker Combined Report and is considered a case clue that Texas residency may be questionable. Address OSS information at renewal, reapplications and at a change.

Related Policy
Advisor Action on OSS Report Activity, B-353.1
Out-of-State Shopping (OSS) Reports, B-353
Verification Requirements, A-760
Verification Sources, A-761

 

C—825.4.1 Clearing Non-Border OSS Report Activity at a Complete Action

Revision 19-4; Effective October 1, 2019

 

TANF and SNAP

 

At a Change Action

Send the household Form H1020, Request for Information or Action, to request verification of the household’s address.

Exception: It is not required to clear Non-Border OSS activity when the household’s most recent OSS activity occurred in the:

  • month prior to the periodic review month or the periodic review month for TANF; or
  • next to the last benefit month or the last benefit month for SNAP.

At a Complete Action

The household must provide verification of their address if the:

  • most recent OSS activity occurred within six months before the interview/desk review month, and
  • OSS activity listed in the report was not previously cleared.

Refer to chart in B-353, Out-of-State Shopping (OSS) Reports, for appropriate action after a household has been asked to provide verification of address.

Note: Take action on any associated Medical Program EDG when clearing any OSS report activity.

Related Policy
Out-of-State Shopping (OSS) Reports, B-353
Verification Requirements, A-760
Verification Sources, A-761

 

C—825.4.2 Clearing Border OSS Report Activity at a Complete Action

Revision 19-4; Effective October 1, 2019

 

TANF and SNAP

This report must be cleared when a household submits an application or redetermination or at a change action and the OSS activity in the report makes the household’s address questionable. Clearance depends on the facts in the situation.

Example: A household living in Texas near the Arkansas border and shopping in Arkansas may not cause residency to be questionable. A household living in Austin and shopping only in Arkansas in the past 60 days could be considered questionable.

Note: Act on any associated Medical Program EDG when clearing any OSS report activity.

 

Related Policy
Out-of-State Shopping (OSS) Reports, B-353
Verification Requirements, A-760
Verification Sources, A-761
Questionable Information, C-920

 

 

C—825.5 Texas Vehicle

Revision 19-4; Effective October 1, 2019

 

TANF, SNAP, Children on TP 32, and Children on TP 56

The Data Broker searches the Texas Department of Motor Vehicles’ (DMV) database and obtains information for all vehicles listed at the address entered on the Combined Report Search screen. Information obtained includes the:

  • owner of each vehicle;
  • Texas vehicle license tag number;
  • year, make, and model of each vehicle;
  • average wholesale value of the vehicle; and
  • vehicle's lien holder (when available on DMV records).

This information is useful when exploring a household's resources. The information provides case clues on vehicle ownership, value and household composition. Staff must explore and clear discrepancies.

Except for vehicle values, Data Broker receives updated information weekly from the Texas DMV database. Data Broker updates vehicle values monthly. Vehicle values are obtained through the National Automobile Dealers Association (NADA) book. Texas DMV updates its database when a person renews a vehicle's registration, retitles a vehicle, or reports a change of address to Texas DMV. It is possible for vehicles not owned by the household to appear on this report. This can happen when a person does not complete a title transfer or does not update an address with the Texas DMV.

Vehicles registered at an address, other than where the person lives, do not appear on this report. When a person has a vehicle not shown on the report, staff can use the owner's name, the vehicle license plate number, or the vehicle identification number (VIN) to obtain information by using the Vehicle Search option listed on the left navigation menu of the Data Broker Portal.

The value field lists the average wholesale value of the vehicle and can be used as verification to determine the countable value of the vehicle. See A-1251, Verification Sources, for other acceptable methods of verification.

 

C—825.6 Reserved For Future Use

Revision 19-4; Effective October 1, 2019

 

 

 

 

C—825.7 Reserved For Future Use

Revision 19-4; Effective October 1, 2019

 

 

 

 

C—825.8 Reserved For Future Use

Revision 19-4; Effective October 1, 2019

 

 

 

C—825.9 Texas Marriage and Divorce

Revision 19-4; Effective October 1, 2019

 

All Programs

This report is pulled from marriage and divorce records from the Texas Department of State Health Services (DSHS) Texas Vital Statistics Unit. It is only available via an interactive inquiry in the Data Broker Portal. Although this report is updated annually, the marriage and divorce data is delayed by three years. The records do not contain information for the most recent three years.

The report provides the dates and names of people married and divorced in Texas. The names shown on the marriage and divorce reports are the names provided to DSHS on the marriage and divorce documents.

If a person changes their name, staff may need to search using the prior held name to find records. Information from this report is not included on the combined report.

 

C—825.10 Texas Criminal Convictions

Revision 19-4; Effective October 1, 2019

 

TANF, SNAP and One-Time TANF

 

The Texas Criminal Conviction report contains a list of all convictions and felony deferred adjudications that are contained in the digital criminal history system maintained by Texas Department of Public Safety (DPS).

The information included in the report depends on the authority reporting the offense and is considered a case clue only.

In most cases, the report includes the classification of the offense (felony, misdemeanor, deferred adjudication, etc.).

The report lists several pieces of identifying information including DOB, sex, race, hair and eye color, height and weight. When a criminal record is found, check each factor to ensure the person on the report is the person on the EDG.

When the report reveals information that indicates the person may have committed an offense subject to action by HHSC, explore the situation with the person. If the person acknowledges they are the person on the report, take the appropriate action.

If staff have reason to believe that the person is the person indicated on the report, but the person disagrees or disagrees with other information contained within the report (such as the type of conviction or whether it was a felony or misdemeanor) staff:

  • document the person's response in the case comments;
  • proceed with the appropriate EDG action without acting on the criminal history report;
  • contact the Office of Inspector General (OIG) by emailing the HHSC OIG Benefits Program Integrity Policy and Quality Control Unit at oig_gi@hhsc.state.tx.us; and
  • document the reason for contacting OIG in the case comments.

Once OIG obtains information to clear the discrepancy, the assigned OIG investigator provides the response by responding to staff via email and by creating a task within the Task List Manager (TLM). Staff must process and document the results of the OIG's findings in case comments and, if appropriate, make an overpayment referral.

This report is updated monthly; however, since it contains records reported to DPS by various Texas courts, the report may not be complete. When it is incomplete, staff must investigate further.
 

Related Policy
SNAP — Budgeting for Persons Disqualified for Intentional Program Violations, SNAP Employment Services Noncompliances, Felony Drug Convictions or Being a Fugitive, A-1362.4
Alcohol or Drugs, A-2128
Filing an Overpayment Referral, B-770
When the Individual Signs Form H1073, A-2128.1 

 

C—825.11 The Work Number

Revision 19-4; Effective October 1, 2019

 

All Programs

Income information is received from The Work Number (TWN) and provides employment and income information for more than 1,000 employers which represent all industries, such as fast food chains, retail stores, health care organizations, temporary staffing agencies and others. Employers provide employees' salary information to TWN each payroll period. The requested information can be located in the combined search or the interactive inquiry search in the Data Broker Portal.

The following information may be found in the report:

  • employer name and address;
  • Social Security number;
  • employment status (active or inactive as reported by TWN);
  • most recent start date or end date;
  • total time with employer;
  • job title;
  • rate of pay;
  • average hours per pay period;
  • year-to-date (YTD) wages; and
  • pay periods of gross earnings:
    • for the time selected from the interactive search drop-down list (i.e., two months, four months, six months, one year, two years, three years or all available) in the Data Broker Portal; or
    • in a Data Broker Combined report, the current month of the TWN request and the previous two months.

Note: Each employer decides what information is reported to the TWN database. Staff may see blank areas of information if an employer chooses not to report the data.

 

C—825.11.1 Using The Work Number as Verification

Revision 15-3; Effective July 1, 2015

 

All Programs

The Work Number is an acceptable source of verification. Staff must attempt to verify wage information using Data Broker before asking for verification from the individual. If the Data Broker report does not provide wage verification or the verification is not sufficient to prove current eligibility, use an alternate source to get the verification. See A-1371, Verification Sources, for other sources of acceptable wage verification.

 

C—825.12 Employer New Hire Report (ENHR) and National Directory of New Hires (NDNH) Report

Revision 19-4; Effective October 1, 2019

 

All Programs

The ENHR and NDNH reports contain information used as an indicator of unreported earned income. Data Broker displays new hire data from 180 days prior to the date the report was requested up to the current date.

The ENHR contains employer information for people whose employers are based in Texas. The NDNH contains employer information from all 50 states, four territories, and all federal agencies.

These reports provide information such as hire date, employer name and address, and employee name, date of birth and address.

The ENHR and NDNH reports may list the corporate name and address instead of the local business name and address. Consider that the commonly known name of a business may be different from the corporate name.
 

Related Policy
Changes, B-600
Verification and Documentation, C-900
Questionable Information, C-920

 

C—825.13 Texas Workforce Commission (TWC) Wages/Benefits

Revision 19-4; Effective October 1, 2019

 

All Programs

TWC Wages/Benefits information is available through the interactive and combined Data Broker report options and includes information on wages, claimants and unemployment benefit records. Claimant and unemployment benefit payments will display only if the person has applied, is receiving or has received unemployment benefits from TWC.

The TWC information is obtained in Data Broker using one of two methods.

1. Interactive Search allows the user to search TWC information using the TWC Quarterly Wages and Unemployment Insurance Benefits (UIB) link from the left navigation bar in the Data Broker Portal. Four search criteria are identified:

  • Claimant Status
  • Wage Details
  • Benefits
  • Combined Wages, Status, Benefits Report

Individual searches can be completed using any of the first three criteria. Selecting the Combined Wages, Status, and Benefits Report search criteria will return a combined report of all three TWC inquiries.

The date filter option is available for the user to request TWC inquiries for any of the four search criteria. Date filter options include two months, four months, six months, one year, two years, three years or all available.

2. The Standard Combined Report includes the TWC information along with all other reports available. See C-825, Data Broker Combined Reports Sources, for other sources.

TWC information returned on the Standard Combined Report defaults to the last two years of data available for wage detail, claimant and benefit payments. If the user needs more than two years of data, the interactive search in the Data Broker Portal can be used.

The following codes appear within the Claimant Status Search and the Combined Wages, Status, Benefits Report:

  • Clm Sta — current status of the claim
    • COMPLETE = is valid and complete
    • INCOMPLETE = is missing required information
    • VOID = is voided
    • BATCH = claimant must complete and activate the claim
  • Clm Sta DT — date the claim status last changed
  • Pgm — the program under which this claim is filed
    • EUC = emergency unemployment
    • EXB = extended benefits
    • REG = regular unemployment insurance
    • TRA = trade affected unemployment insurance
    • TRX = extended trade affected
    • TUC = temporary unemployment
  • Clm Dt — the Sunday effective date of this claim
  • Pay St — the two initials of paying state
  • File Dt — the date the claimant filed his/her claim
  • Last employer's name and address
  • WBA — the weekly benefit amount
  • MBA — the maximum benefit amount
  • Balnc — the current benefits remaining
  • PaiD – the total amount of benefits paid
  • Pend Invstn — if TWC is investigating this claim. If yes, the person's benefits may be delayed. Y = Yes, N = No
  • BWE — ending date of this benefit week (will always be a Saturday because TWC begins a new week on Sunday)
  • OP — amount overpaid that week
  • Status — the status code of each certification
    • AA = bad address
    • AG = agent state certification
    • AR = system error – notify te
    • CV = converted benefit week
    • DQ = disqualified
    • EE = excessive earnings
    • EH = excessive hours
    • FP = first payment
    • FR = fraud
    • FV = fraud voided by appeals
    • GM = good money/accounting
    • IC = open investigation
    • IE = ineligible
    • IN = incomplete investigation
    • IW = waiting week identified
    • NC = response not certified
    • OP = overpaid
    • OR = overpayment reversed
    • OV = overpayment voided
    • PD = processed
    • PP = pending processing
    • PR = pending employer response
    • RC = recovered
    • RP = partial recovery
    • SP = suppression period
    • VC = voided claim
    • WW = served waiting week
    • XX = forced pay
    • YY = offline pay
    • ZZ = pay old claim
  • TotDist — sum of any recovered overpayments, child support payments and all other distributions for that week
  • TotDedc — sum of any child support deductions and all other deductions for that week
  • PmtAmt — amount of benefits issued to the claimant after any withheld for an overpayment recovery, child support or income tax. This amount may be less than the WBA.

The following codes appear within the Benefit Payments Search:

  • BWE — ending date of this benefit week (will always be a Saturday because TWC begins a new week on Sunday.)
  • File Date — the date the claimant filed the claim
    • V = filed by phone
    • P = filed by paper
  • Week Sts — the status code of each certification
    • CV = convert benefit week
    • DQ = disqualified
    • EE = earning adjustment
    • FP = first pay
    • IC = payment flag is "NO"
    • IE = ineligible (will not receive benefits)
    • IN = investigation pending, no payment
    • IW = identified waiting week; will not be paid until claimant receives three times the weekly benefit amount
    • NC = not certified
    • PD = paid
    • PP = pending payment
    • PR = pending for employer's response
    • PROCESSED = this claim is processed
    • WW = waiting week served and paid
  • Op Amt — amount of UI overpayment, if any
  • Erngs — amount of wages the claimant earned during this week, if any
  • Pgm — program under which this claim is filed.
    • EUC = emergency unemployment
    • EXB = extended benefits
    • REG = regular unemployment insurance
    • TRA = trade affected unemployment insurance
    • TRX = extended trade affected
    • TUC = temporary unemployment
  • Ddct — sum of any child support deductions and all other deductions for that week. A deduction is a reduction in the weekly entitlement or amount benefiting the claimant. An example would be a reduction in benefit payment because the claimant receives retirement payment from a qualifying employer.
  • Dist — sum of any recovered overpayments, child support payments and all other distributions for that week. A distribution is a benefit to the claimant but distributed to an entity other than the claimant. Examples of a distribution would include child support payments, IRS withholdings or overpayment absorption.
  • Amt — amount of benefits issued to the claimant, after any withheld for an overpayment recovery, Child Support or income tax.
  • Date — date the benefits were issued to the claimant.
  • ID – warrant number of this benefit payment. Payment is made by warrant, direct deposit and debit card. The method of payment is indicated by the first character of the payment ID. Codes include:
    • B = direct deposit
    • D = debit card
    • W = TWC warrant

If no information is available for a person, a message with "No records found" displays.

 

C—825.13.1 TWC Error Messages

Revision 19-4; Effective October 1, 2019

 

All Programs

An error message may appear when a request is made and the TWC database is unavailable.

When a TWC inquiry is requested and an error is returned, the Table of Contents of the Data Broker Combined Report will display the following message next to the TWC header:

“Request timed out. Please click here to retry again.”

By clicking on this link, staff can re-request the report without re-entering the person’s information. Staff should continue to retry until the information becomes available.

 

C—825.14 Office of the Attorney General (OAG) Child Support

Revision 19-4; Effective October 1, 2019

 

All Programs

This report contains child support data from the OAG's database. Data Broker searches the OAG database and pulls records for the person entered on the Combined Report Search screen and displays all people receiving and paying support payments associated with that person.

The OAG information available through Data Broker allows staff to obtain child support income that may not be listed on Form H1010, Texas Works Application For Assistance – Your Texas Benefits, or otherwise reported, reducing the risk of fraud and quality control payment errors. Additionally, Data Broker offers household composition case clues by listing an address for each member, if available, on the combined report associated to a particular OAG case.

This report is also available via an interactive inquiry in the Data Broker Search Options menu to conduct a member or financial search.

  • A member search is used when the case name or adult household member's Social Security Number (SSN) is not available.
  • A financial search can be done for specific financial information for a period not found on the Combined Report Search.

Note: The Texas Child Support Enforcement System (TXCSES) web-based system is available for limited use, if needed, to obtain information not found within the Data Broker system.

Related Policy
Accessing Texas Child Support Enforcement System (TXCSES), C-832.1

 

C—825.14.1 OAG Child Support Data

Revision 19-4; Effective October 1, 2019

 

All Programs

Child support data may be provided in some or all of the six fields below for each report:

  • Collections – current child support, medical support, dental support, spousal support, and arrears from the person for whom the Data Broker inquiry was requested.
  • Disbursements – current child support, medical support, dental support, spousal support, and arrears to the person for whom the Data Broker inquiry was requested.
  • Obligated Support – reported for both collections and disbursements.
  • Member Details – includes all members associated with the child support case.
  • Unknown Payments – payments made to a person when the type of payment is unknown.  When unknown payments exist, explore the payment type with the person.
  • Family Violence Indicator – the child support record in Data Broker will have a family violence indicator when family violence is indicated by OAG.

Note: If staff discover payments or the person states they have received payments not listed in Data Broker, access the Texas Child Support Enforcement System (TXCSES) to verify these payments and obligations. If the necessary information is not available in TXCSES, pend for verification.

Case is a 'registry-only' case, which means that not all obligations nor dependents may be listed.

The Data Broker OAG screens contain a detailed breakdown of the following information:

  • The reports are member-oriented instead of case-oriented. The report contains details from all child support cases associated with the person (member), including both collections and disbursements. If the person receives disbursements from multiple absent parents (AP), the payments from each AP are displayed separately within each report.
  • The report displays collections and disbursements. Payments from all child support cases associated with a particular person will be displayed in the report.
  • Support order obligations are sorted per dependent. Legal obligations typically reflect a monthly amount. The Obligated Support section is displayed to inform staff of the legally obligated amount.

    The Per Period Amount column under the Obligated Support section displays the total obligated amount for all children of an absent parent. The Per Child Amount displays each child's portion of legally obligated support. If there is only one child, then the amounts in the Per Child Amount and Per Period Amount columns will be the same. If there are more children, the sum of all the Per Child Amounts will be reflected in the Per Period Amount column.

    The Duration column displays the period for which the legal obligation applies. The child support order establishes the begin date and end date of the legal obligation. Orders normally end once the child turns 18 or graduates from high school, if later, although obligations may continue past this date due to a child's disability. When the obligation includes more than one child of a different age and the obligation ends for a child, a new duration period will be reflected in the duration field. If at any time the AP becomes delinquent in payments, child support and medical arrears can be ordered in addition to the amount the AP is originally ordered to pay, and this may prolong the AP's obligation duration period.

Note: Payments (collections and disbursements) are sorted by support type (e.g., child support vs. medical support).

  • Disbursement Payments are sorted by dependent. The Data Broker child support function automatically calculates and sorts the payment information for each dependent on the case when a single payment is made for more than one dependent.

    The Per Child Amount column displays the amount to be entered into TIERS for each dependent listed in the Dependents column. Data Broker reports payments disbursed for a child under the dependent's name even if the child is not in the household. If a caretaker receives current child support for a nonmember (or a member who is no longer in the home) but uses the money for personal or household needs, count it as unearned income as required by policy in A-1326.2, Child Support. Staff must not count the amount used for or provided to the nonmember for whom it is intended to cover. Verify what the person is doing with the payments and what amount must be counted.

Note: Legal obligations are typically established as a monthly obligation. Wages are typically garnished based on the pay frequency of the AP's job. Therefore, the amounts shown on the screens for collections and disbursements reflect the frequency for which the OAG receives the payments, which is usually other than monthly.

For additional policy information on child support payments and how they are allocated for members and non-members, refer to A-1326.2, Child Support.

  • Disbursement Received dates are calculated by Data Broker and displayed in the report. Data Broker automatically applies the policy in A-1326.2.1, Counting Child Support, to estimate the date a child support payment is received by adding five days from the date a warrant was mailed or by adding two business days from the date an electronic transfer was initiated, excluding weekends and bank holidays. Therefore, when using Data Broker to verify child support, use the Receive Date as the estimated date the person receives a child support payment disbursed by the OAG.
  • Only payments disbursed to the person will be displayed to assist in reduction of calculation and payment errors. All collections will be displayed in the Collections screen. Because all collections are potentially a deductible expense, only payments that were disbursed to the person will be displayed in the Disbursements screen to help reduce errors (e.g., payments given to HHSC as repayment services will not be displayed). If the OAG disbursed additional payments to an entity other than the person, disbursement information will be listed in the additional payments section of the report and will include the name of the entity that received the payment. This is displayed for informational purposes.

Note: If a person reports receiving child support via the Texas OAG and those payments are not being reflected on the Data Broker Portal, check the TXCSES Web portal to verify the payment(s). Infrequently, staff may also be unable to verify using the TXCSES Web portal. In this situation, pend the case for proof of the child support payment.

Example: A person is receiving child support payments for a dependent from an out-of-state order and the Texas OAG does not yet have the child support order but is receiving payments on behalf of the person.

  • Arrears payments are separated in the report to help ensure staff count them properly. Enter arrears payments as income for the person to whom the payments are disbursed, not for the dependent.
  • Member addresses are displayed as a case clue to determine household composition and to aid in determining if an absent parent has moved back into the same home as the custodial party. The Member Details section will display all members associated with the person for whom the report was requested. The report will display the person and all members associated with that OAG case.

Note: If an absent parent is making child support payments but moves back into the home of the caretaker and child, do not count the child support as income nor allow the child support as a deduction.
 

Related Policy
Child Support, A-1326.2
Medical Support Payments, A-1326.2.3
Reimbursements, A-1332
Child Support Deductions, A-1421

 

C—825.14.2 OAG Error Messages

Revision 19-4; Effective October 1, 2019

 

All Programs

Error messages may appear when a request is made and the OAG database information is unavailable. When the OAG information is requested and unavailable, a feature in the table of contents of the Standard Combined Report will display the following message:

“Request timed out. Please click here to retry again.”

By clicking on this link, staff can re-request the report without reentering all the person's information. Staff should continue to retry until the information becomes available.

 

C—825.15 SNAP Out-of-State IPV Disqualifications

Revision 19-4; Effective October 1, 2019

 

SNAP

This report lists Intentional Program Violation (IPV) disqualification information from other states applicable to the person for whom the report was requested. Follow policy in B-941, Disqualifying a Household Member with a Current SNAP Out-of-State IPV Disqualification, when this is reported.

 

C—825.15.1 Texas Lottery Winnings

Revision 19-4; Effective October 1, 2019

 

All Programs

This report contains Texas Lottery Commission verification of winnings and is displayed on the data broker combined report.  

The report contains the following information:

  • winner’s full name, date of birth and Social Security number;
  • paid date;
  • gross, net, and taxes withheld amounts;
  • check ID, claim number and date claim created;
  • debt offset (also known as a recoupment);
  • reason for the offset;  
  • the agency names the offset is for;
  • withholding amount;
  • withholding number;
  • withholding sequence number;
  • check ID and agency ID; and
  • void date.
    • The void date will be provided only if the Texas Lottery Commission voids a check.
    • If the Texas Lottery Commission voids a check, the winnings must not be counted as income.

Related Policy
Texas Lottery Commission, A-1326.28

 

C—825.16 Alien Status/Systematic Alien Verification for Entitlements (SAVE)

Revision 19-4; Effective October 1, 2019

 

All Programs

Data Broker provides a verification of alien status using SAVE.

Staff verify the immigration status of each non-citizen applying for benefits by accessing the:

  • Data Broker Combined Report in TIERS; or
  • Data Broker Portal.

When using TIERS, staff select Individual ID in the Individual Information LUW (only for people 16 years old or older), an Alien Status option appears at the top of the Data Broker Combined Report page with options:

  • Alien Status — Sends a Request for Initial Verification to the Department of Homeland Security (DHS).
    • By clicking on the Alien Status option, the last name, first name and birthdate fields are prepopulated based on the information in TIERS Data Collection.
    • Enter the alien registration number per the U.S. Citizenship and Immigration Services (USCIS) document.
  • Case History — Displays prior SAVE inquiry responses.

When using Data Broker Portal (All people including children under age 16 years old):

  • Alien Status — Sends a Request for Initial Verification to the Department of Homeland Security (DHS).
    • By clicking on the SAVE option, staff will be required to enter the last name, first name and birthdate fields are prepopulated based on the information.
    • Enter the alien registration number per the U.S. Citizenship and Immigration Services (USCIS) document.
  • Case History — Displays prior SAVE inquiry responses.

By clicking on the Verification SAVE Status option, the last name, first name and birthdate fields are prepopulated based on the information in TIERS Data Collection. Enter the alien registration number per the U.S. Citizenship and Immigration Services (USCIS) document. Staff should only access Data Broker reports for people 16 and older. Staff must continue to use the stand-alone SAVE Web-based system for people younger than 16.

 

Related Policy
Verifying Alien’s USCIS Documents, A-355
Providing Verification of the Alien's Sponsor Income and Resources, A-316.1

 

C—825.16.1 Alien Status Historical Data

Revision 19-4; Effective October 1, 2019

 

All Programs

This feature searches alien status history for up to the last six months to determine if a previously submitted inquiry, with a valid document, is available.  A new alien status inquiry will not display if any inquiry with a valid unexpired document has been completed within the last six months. A message will display along with the historical record when this occurs.

If the document on file is expired, a request to perform a new initial verification automatically occurs.

 

C—825.16.2 Alien Status Initial Verification

Revision 19-4; Effective October 1, 2019

 

All Programs

Choose the noncitizen’s document type from a drop-down menu. The Document Type drop-down menu lists the most common types of documents used to verify alien status. If the document type is not listed, choose “Other.” Depending on the type of document, staff must complete certain fields before submitting the request.

The card number from the I-551, Permanent Resident Card, that must be entered in SAVE is 13 alphanumeric digits and begins with three letters. I-551s issued between May 2004 and May 2010 have the card number on the front, and I-551s issued beginning in May 2010 have the card number on the back.

Note: To verify whether SAVE was completed, staff should use Data Broker > Case History in the Data Broker Portal.

 

C—825.17 Inmate/Parolee Match

Revision 19-4; Effective October 1, 2019

 

All Programs

The Inmate/Parolee Match displays prisoner information for people who are incarcerated.

The following identifying information is displayed, if applicable, for the incarcerated person:

  • name;
  • SSN;
  • DOB;
  • last known address;
  • incarceration sentence date (first day of incarceration);
  • earliest release date;
  • prison unit;
  • offense; and
  • date of offense.

Treat prisoner match information as a case clue when Data Broker shows the person is currently incarcerated and the current date is more than 30 days after the incarceration sentence date.

For applications and renewals with an interview (and at a change when applicable), if the person identified as incarcerated is not present or available by phone, staff must ask whether the person is still incarcerated.

If the household:

  • Agrees that the person is not in the home, remove the person from the EDG and process the case action.
  • Disagrees and states that the person is in the home, pend for verification of household composition. For applications and renewals that require an interview and at a change, attempt to contact the household to inquire about the person shown as incarcerated in Data Broker.

If contact can be made, follow the appropriate steps above for households who agree or disagree with the report of incarceration.

  • If contact cannot be made, pend for verification of household composition using the sources explained above.

Document the following information in case comments:

  • the household’s response regarding whether they agreed or disagreed with the incarceration information in Data Broker;
  • when a household member is not included because of incarceration information in Data Broker;
  • if applicable, attempts made to verify and explain how questionable information was cleared (C-940, Documentation); and
  • if applicable, when a fraud referral is sent to OIG (B-720, When to File an Overpayment Referral).
     

Related Policy
Questionable Information, C-920
Verification Sources, A-251

 

C—825.18 Texas Lottery Commission

Revision 18-2; Effective April 1, 2018

 

All Programs

The data broker report contains Texas Lottery Commission verification of winnings and is displayed on the combined report, if applicable.  The report contains the following:

  • winner’s full name, date of birth and Social Security number;
  • paid date;
  • gross, net and taxes withheld amounts;
  • check ID, claim number and date claim created;
  • debt offset (is the same as recoupment), reason for the offset, and the agency name the offset is to, withholding amount, withholding number, withholding sequence number, check ID and Agency ID; and
  • void date.
    • The void date will only be provided if the Texas Lottery Commission voids a check.
    • In the situations where the Texas Lottery Commission voids a check, the winnings will not be counted as income.

Related Policy
Texas Lottery Commission, A-1326.28

 

C—826 Entry Instructions

Revision 12-4; Effective October 1, 2012

 

 

 

C—826.1 Requesting Data Broker Reports in the Stand-alone System

Revision 19-4; Effective October 1, 2019

 

Use the Data Broker Portal to pull specific data element searches, such as TWC, OAG, etc. Staff can also use the Data Broker Portal if TIERS is experiencing technical issues.

 

All Programs

DL Number: Enter the TDL number or Texas ID card number. This is not a mandatory entry, but when staff enter this number and click the Lookup button, the system automatically pulls data for all fields except SSN and Case Number. If DPS data is incorrect or obsolete, enter the correct data over the incorrect data.

Inquire On: Click on the appropriate description for the person on whom you are making the inquiry.

  • Applicant — New applicants or household additions.
  • Recipient — Currently active recipients.
  • None of the Above — Anyone who is not an applicant or recipient.

SSN: Enter the SSN of the person for whom you need Data Broker information. Do not enter an incorrect or false SSN. If an incorrect SSN is entered, an erroneous file may be created or information for the wrong person may be pulled.

Case Number: Enter the TIERS application/case number. Never enter a false TIERS application/case number or one belonging to another person.

Enter information in the remaining fields marked with an asterisk when the Texas ID or TDL number is unknown. These fields are self-explanatory.

 

C—826.2 Requesting Data Broker Reports in TIERS

Revision 19-4; Effective October 1, 2019

 

Staff must request and view the Data Broker Combined Report for applicable household members to accurately determine eligibility and clear any discrepancies. Failure to view this report may result in eligibility errors that can lead to quality control errors.

In the TIERS Regular or Customized Redetermination driver flow, submit a Data Broker request for each individual household member 16 and older, including members without an SSN.

In the Redetermination Summary logical unit of work, each page has a DB icon DB Icon.

  • Click the DB icon DB Icon at the top of the page to access the Data Broker window.
  • The Data Broker Combined Report link will display.
  • Click on the Data Broker Report link to view the Data Broker Combined Report for the person.

Follow the same process for each additional household member for whom a Data Broker Combined Report is needed. The Data Broker Report Link expires after 15 minutes if not clicked.

Data Broker in TIERS cannot do interactive searches on specific data; it only produces the Combined Report. For example, if staff only needs OAG information, staff go to the Data Broker Portal instead.

Requesting a Data Broker Combined Report with Credit Information

A credit report may be requested after a Data Broker report has been displayed. At the bottom of each Data Broker report is a section that allows a credit report to be requested on the person for whom the Data Broker report was run. There is a message displayed that states, “Click here to request and view a credit report.” Clicking on the link is a request for a credit report.

 

Related Policy
Data Broker, C-820

 

C—827 Data Broker Combined Report Sources With Credit Report

Revision 19-4; Effective October 1, 2019

 

All Programs

The credit information provided in Data Broker Combined Report with credit information is received from Experian. It also includes all the sources found in C-825, Combined Data Broker Report Sources.

 

Related Policy
Data Broker, C-820
Permissible Purpose. C-824

 

C—827.1 Credit Report

Revision 19-4; Effective October 1, 2019

 

All Programs

Information provided on this screen is provided to the credit reporting agencies by creditors. Use the information as a case clue only when determining:

  • household management;
  • vehicle ownership;
  • employment; and
  • other potential causes of case errors.

Verify credit report information before taking any action on an EDG.

 

C—827.1.1 Reserved For Future Use

Revision 19-4; Effective October 1, 2019

 

 

 

C—827.1.2 Reserved For Future Use

Revision 19-4; Effective October 1, 2019

 

 

 

 

C—827.1.3 Reserved For Future Use

Revision 19-4; Effective October 1, 2019

 

 

 

 

C—827.1.4 Credit Summary

Revision 13-3; Effective July 1, 2013

 

All Programs

This screen is a record of information creditors provide to the credit reporting agencies. Use the information as a case clue in determining:

  • household cash flow,
  • vehicle ownership,
  • employment, and
  • other potential causes of case errors.

The information is generally accurate; however, it cannot be considered verification for any action taken by HHSC. The advisor must verify credit report information before taking any action on an EDG.

 

C—827.2 Active and Inactive Accounts

Revision 19-4; Effective October 1, 2019

 

All Programs

This report contains detailed information from creditors which includes corresponding payment records.

This information should be used as a case clue for the household’s management. For example, if all credit cards are paid yet the household’s management is negative, staff should ask how the household is able to pay all bills with reported income.

 

C—827.3 Lender Information

Revision 19-4; Effective October 1, 2019

 

All Programs

This report provides the name, address and phone number of the creditor.

 

C—827.4 Client Income

Revision 19-4; Effective October 1, 2019

 

All Programs

This report includes information the person reported to lenders regarding their income. This information is not available on every report and is based only on the person’s statement.

Compare employers and income listed to information received during the interview or from the application. Explore any other income or discrepancies reported by the person to lenders.

 

C—827.5 Inquiries for New Credit

Revision 19-4; Effective October 1, 2019

 

All Programs

This report lists the names and dates of credit inquiries for the person. Each time a credit report is requested, the name of the requestor and the date of the request is added to the person’s credit report.

An inquiry may indicate the need to further explore the person’s income and resources. For example, inquiries from auto dealers or auto lending institutions are case clues to a possible vehicle purchase.

 

C—828 Providing Copies of Data Broker Reports

Revision 19-4; Effective October 1, 2019

 

All Programs

Do not print a Data Broker report unless a person:

  • Requests a copy of the Data Broker (DB) report, staff must provide a copy of the DB report.
  • Requests a fair hearing and staff used a Data Broker report (including a credit report) to determine eligibility, mail a copy of the Data Broker report, including the credit information, to the hearing officer with the other case information.
  • Questions the credit report information, explain that eligibility was based on several sources, including a credit report obtained from the consumer reporting agency.

For most inquiries, historical DB information is retained for five years from the initial inquiry date.  Staff can retrieve and view previously pulled Data Broker inquiries through the Data Broker Portal.

A person has the right under the Fair Credit Reporting Act (FCRA) to obtain a free copy of the person’s credit report within 60 days from the notice of adverse action. To obtain a free copy, the person can contact Experian at:

701 Experian Parkway
P.O. Box 4500
Allen, TX 75013
888-397-3742
www.experian.com

Related Policy
Permissible Purpose, C-824

 

C—829 Case Actions

Revision 19-4; Effective October 1, 2019

 

All Programs

When information on any report and the person’s statement are discrepant, offer the person an opportunity to verify the information.

When staff discover questionable information, treat it as any other questionable information. Provide the individual Form H1020, Request for Information or Action, and pend for verification.

When staff request Data Broker information during a SNAP certification period and the report reveals information regarding anything other than vehicles, follow procedures in B-125.1, Due Dates.

When HHSC takes adverse action on an EDG based on information gained either directly or indirectly through the use of a credit report, the FCRA requires HHSC to notify the person. Staff must indicate in TIERS the action taken was based on credit report information and the TF0001 notice contains specific information about client rights mandated by the FCRA.

Related Policy
Permissible Purpose, C-824
Notice to Applicants, A-2310

 

C—830 Child Support Systems

Revision 01-7; Effective October 1, 2001

 

 

C—831 Grant in Jeopardy Process

Revision 15-4; Effective October 1, 2015

 

TANF

The OAG sends the TANF recipient child support collection interface after the close of business on the last day of each month. HHSC uses the interface to determine if child support collections exceed the TANF grant plus the disregard and processes grant in jeopardy.

The TANF recipient child support collection interface includes the:

  • TANF case information;
  • amount of collections from each absent parent; and
  • amount of excess payments.

HHSC automation staff:

  • compare the OAG collection information to the current TIERS information;
  • send a notice of excess payment to the advisor, if applicable;
  • determine if any member of the certified group was certified for TP 01 or TP 61 in at least three of the last six months; and
  • determine if the collection still exceeds the TANF grant plus the disregard.

If the collection amount exceeds the TANF grant plus the disregard, the system:

  • places the EDG on hold, pending denial;
  • produces a notice reflecting automated action to the advisor and individual; and
  • denies the EDG if the EDG is still on hold at cutoff in the hold effective month.

Examples

November – The OAG receives child support collections on TANF EDGs. At the end of the month, the OAG sends the collection information to HHSC. HHSC determines:

  • whether the collection causes grant in jeopardy; and
  • if there is an excess payment.

December – HHSC receives the collection information the first week of the month. TIERS compares the collection to the grant plus disregard. If it exceeds the grant plus disregard, TIERS:

  • places the TANF EDG on hold effective January 1;
  • produces a notice to the advisor;
  • produces a notice to the individual; and
  • sends the updated tape to the OAG at cutoff.

The OAG repeats the process shown in November for any December child support collections received.

January – The TANF EDG is on hold. In the first week of the month, the OAG sends:

  • the disregard to the individual (from the December child support collection);
  • any excess payment to the individual (from the December child support collection); and
  • any January child support collections (as they are received) to the individual.

At cutoff, TIERS denies the case.

February – The OAG sends any collected child support to the individual.

 

C—832 Office of the Attorney General (OAG) Inquiry

Revision 05-5; Effective October 1, 2005

 

All Programs

The Texas Child Support Enforcement System (TXCSES) is the OAG computer inquiry system. Staff access TXCSES for verification of child support information. In order to access TXCSES, staff must have an OAG user identification number. Obtain a user ID by:

  • completing OAG security Form 08.010, Office of the Attorney General Child Support Division Information Access Statement of Responsibility, and HHSC security Form 4743, Request for Applications and System Access; and
  • mailing both forms to the Regional Security Officer (or designee), who forwards them to the state office security officer. The state office security officer coordinates assignment with the OAG.

Staff must use their security IDs at least every 30 days or the ID becomes dormant and must be reset through the security system.

This section contains information about entering and exiting the system and an explanation of the screens. Refer to the user guide for detailed information.

 

C—832.1 Accessing Texas Child Support Enforcement System (TXCSES)

Revision 05-5; Effective October 1, 2005

 

All Programs

Download the system from www.tx.net/download/oag. Use the following steps to access the system.

  1. Click on the designated icon or click on the Start button and then click Qws3270.Exe.
  2. At the ENTER LOGON prompt (Texas map screen), type TXAGCNTY, press Enter.
  3. On the same screen, click on the Reset button, and then click on the Clear button. These buttons are at the bottom of the application window.
  4. The OAG Child Support Enforcement screen appears.
  5. Follow the standard logon procedures:
    1. In the Application ID field, type "CSES."
    2. Tab to the User ID field and type in your User ID.
    3. Tab to the Password field. The first time you sign on, type your temporary password assigned on Form 4743.
    4. Tab to the New Password field and type in a new password. The new password must:
      • be exactly eight characters in length;
      • be a combination of alpha, numeric and allowable special characters(allowable characters are @, # and $);
      • contain at least one special character that must not be located in the first or last positions;
      • contain only one set of repeating characters;
      • be changed every 32 days;
      • not be shared, written down or posted; and
      • not be reused for periods of up to one year.

      When you press Enter, the system will ask you to retype your new password. The next time you sign on you will use your new password.

    5. The Child Support Enforcement Menu appears. To access a screen, you may type the number corresponding to a screen shown on the menu or you may go directly to the screen by typing the four-letter screen ID in the Command line. Press Enter.

 

C—832.2 TXCSES Menu Screens

Revision 08-4; Effective October 1, 2008

 

All Programs

The following is a partial list of available inquiry screens in the Texas Child Support Enforcement System (TXCSES):

  • Member Search Selection Screen (MSCH) — Use to search for a member with a minimum amount of identifying information.
  • Member to Cases Inquiry (MCAS) — Identifies all cases a member is associated with and other members related to these cases.
  • Case Information (CINF) — Displays basic information about a case.
  • Case Profile (CPRF) — Displays high level information on a case, such as case type, status of case, number of dependents, grant amount, custodial parent (CP) and non custodial parent (NCP) name and their member ID number and current addresses, NCP earnings, and whether health insurance is available through the employer.
  • Grant History Screen (GRNT) — Displays the monthly detail of the grant history and Prior Months Unrecovered Assistance (PMUA) by HHSC Case No..
  • Monthly Receipt Summary (MRSM) — Displays the distribution of the collections for a CP on a monthly basis.
  • Warrant Status History (WHIS) — Displays the disbursement status for a specific warrant or electronic fund transfer (EFT) identifying a direct deposit. The date the warrant was disbursed, issued, mailed, or cancelled. The dollar amount of the warrant and warrant number. The CP's current address and the address where the warrant was mailed.
  • Child Support Office Directory (CSOD) — Provides general information about a child support office.
  • Child Support Staff Directory (CSSD) — Use to search for a specific employee or group of employees. Also, use to identify the name, current address, and telephone number of the child support officer who initiated asanction request.

 

C—832.3 Exiting TXCSES

Revision 04-7; Effective October 1, 2004

 

All Programs

To exit TXCSES:

  • press F3 when the main menu (CSEM) displays;
  • type exit or end in the Command line; or
  • click on the windows X or close while in any of the screens and then click on Exit, located on the top bar menu.

 

C—833 TXCSES Web Child Support Portal Inquiry

Revision 08-4; Effective October 1, 2008

 

All Programs

The TXCSES Web is an Internet-based application developed by the OAG. The TXCSES Web is a comprehensive verification source that allows users to view child support collection, distribution and support obligation records.

TXCSES Web replaces the TXCSES OAG computer inquiry system as the primary verification source for child support payment information.

 

C—833.1 Requesting Access to TXCSES Web

Revision 08-4; Effective October 1, 2008

 

All Programs

Advisors with access to the TXCSES OAG computer inquiry system will use a USER identification (ID) and password to access TXCSES Web. New users must obtain a USER ID by completing:

  • the OAG security Form 08.010, Office of Attorney General Child Support Division Information Access Statement of Responsibility; and
  • the HHSC security Form 4743, Request for Applications and System Access.

Mail both forms to the Regional Security Officer (or designee), who forwards the forms to the state office security officer. The state office security officer coordinates assignment with the OAG.

 

C—833.2 Logging On to TXCSES Web

Revision 08-4; Effective October 1, 2008

 

All Programs

Advisors must have an active USER identification (ID) to access the TXCSES Web. The USER ID and password for TXCSES Web is the same logon as the one used to access the TXCSES OAG computer inquiry system. To log on to TXCSES Web:

  1. Open the link to the TXCSES Web application in the browser (https://portal.cs.oag.state.tx.us/wps/portal).
  2. Type your USER ID in the User ID field.
  3. Type your password and click Login.
  4. Read the Statement of Responsibility and click I Agree.
  5. Read the Account Policy and click I Agree.
  6. Click TXCSES Web located at the top under the header Child Support Online. This will bring up the Main Search Income Verification Screen.

 

C—833.3 Procedures for Obtaining Payment Information

Revision 08-4; Effective October 1, 2008

 

All Programs

The Texas Child Support Enforcement System (TXCSES) Web Main Search Income Verification Screen includes four member search options:

  • Last Name and/or First Name
  • DOB, MMDDYYYY
  • SSN, 123456789
  • Member ID (OAG Member ID)

Note: Advisors should use an SSN for inquiry when possible for a more accurate method of locating an applicant's information.

From the Search Results section, click on the case ID number with an "active status" to retrieve the child support payment information such as collections, distributions and support order obligations.

Note: By clicking on the + icon on the Disbursement Summary Details column, the advisor can view the payment type such as warrant, direct deposit/electronic transfer and Texas debit card. See A-1326.2.1, Counting Child Support, for assistance in determining when to consider the payment type available to the custodial parent.

 

C—833.4 Logging Off of TXCSES Web

Revision 08-4; Effective October 1, 2008

 

All Programs

Click Logout to exit the Texas Child Support Enforcement System (TXCSES) Web application. Users are automatically logged off the application after 30 minutes of inactivity. Three unsuccessful logon attempts or 30 days of inactivity in either TXCSES or TXCSES Web suspends the USER identification (ID). Contact the regional security officer to reset the password if this occurs.

It is important to keep the user name active by logging on periodically. If staff do not logon to TXCSES or TXCSES Web within 90 days of the last logon, the user name is deleted.

 

C—834 Child Support Noncooperation (CSNC) Online System

Revision 05-5; Effective October 1, 2005

 

TANF and Medical Programs

The OAG provides HHSC a weekly interface indicating when anindividual fails to cooperate with child support or medical support requirements. The Office of Family Services receives the interface, processes and maintains the data on the Child Support Noncooperation (CSNC) online system. The online system replaces the manual process for clearing reports of noncooperation.

 

C—834.1 Requesting Access to CSNC

Revision 05-5; Effective October 1, 2005

 

TANF and Medical Programs

Texas Works staff responsible for assigning, clearing, reviewing and/or monitoring child support noncooperation data may request access to the system.

Supervisors/managers complete Form 4743, Request for Applications and System Access, for each employee needing access to the CSNC system and writes CSNC in Box 14. The supervisor/manager sends the completed Form 4743 to their regional security officer (or designee). The regional security officer forwards it to the state office security officer.

 

C—834.2 CSNC Passwords

Revision 05-5; Effective October 1, 2005

 

TANF and Medical Programs

Once Form 4743 is approved, the initial password is returned on the form. Staff may change their password at anytime. For password changes, click "Tools" on the CSNC home page and enter the old and new password information in the appropriate fields. For forgotten passwords, contact the HHSC help desk to have the password reset.

 

C—834.3 Logging on to CSNC

Revision 05-5; Effective October 1, 2005

 

TANF and Medical Programs

After accessing the HHSC Intranet, enter http://opi-pa.dhs.state.tx.us/1708-Online/1708.aspx for the CSNC website. To log on, select Search/Login from the main menu header. Enter username and password. Click "OK" to complete the login.

 

C—834.4 Procedures for Requesting CSNC Data

Revision 05-5; Effective October 1, 2005

 

TANF and Medical Programs

The CSNC system searches the database to locate information by:

  • mail code;
  • region; or
  • case number.

When searching by mail code or region, staff may request data by report run date and download the data to Excel. Click "OK" to obtain the request.

When a match is found, CSNC generates a list of noncooperation data meeting the inquiry criteria.

 

C—834.5 CSNC Field Descriptions

Revision 05-5; Effective October 1, 2005

 

TANF and Medical Programs

The following is a list of data fields and descriptions:

  • MC_WKR — Mail code found on SAVERR for the case record.
  • MC_SUP — Supervisor's mail code for the BJN associated with the case record on SAVERR.
  • TANF_CASE — TANF case number.
  • TP — Type program. Reports are generated for both TANF and medical type program cases.
  • CARETAKER_PARENT — Identifies the person who is noncooperating with the child support requirements.
  • CARETAKER_PARENT_ADDRESS — Caretaker/parent's address.
  • ABSENT_PARENT — Name of the absent parent.
  • REASON_CODE — Reason code associated with the noncooperation.
    1. Failed to keep appointment and did not make another appointment.
    2. Failed to appear for court.
    3. Failed to respond to AFDC questionnaire.
    4. Failed to appear for blood testing scheduled.
    5. Failed to submit payments received directly from NCP to OAG.
    6. Failed to return a URESA-O testimony or paternity affidavit.
    7. Failed to adhere to the terms of a repayment agreement.
    8. Failed to submit or sign legal documents.
    9. AF named by CP excluded by blood test, CP failed to provide info.
    1. (Alpha) Form Text.
  • REASON_DESCRIPTION — Reason code description.
  • ACTION_CODE — Indicates the action the person must take to clear the noncooperation.
    1. Schedule and keep appointment with the child support officer.
    2. Appear in court on set date.
    3. Complete and return questionnaire to child support officer.
    4. Appear with child/children and submit to blood testing when rescheduled.
    1. Free form text.
  • ACTION_DESCRIPTION — Action code description.
  • AG_ADDRESS — Local OAG child support office address.
  • AG_PHONE — Local OAG child support office telephone number.
  • AG_MC — Local OAG child support office mail code.
  • AG_BJN — Local OAG child support officer's BJN.
  • BJN — SAVERR case budgeted job number.
  • REG — HHSC region where the case is located.
  • RUN_DATE — Indicates the date OAG sends the file to HHSC.
  • POST _DATE — Date the Office of Family Services Business Support posted the data to the website.

 

C—834.6 Exiting CSNC

Revision 05-5; Effective October 1, 2005

 

TANF and Medical Programs

To exit CSNC Inquiry, click "Logout" on the menu bar, then:

  • click the "X" in the upper right-hand corner; or
  • select "File" on the browser tool bar, then select "Close."

 

C—840 DataMart

Revision 15-4; Effective October 1, 2015

 

All Programs

DataMart provides a series of online reports, accessed through the State Portal. The reports are used as monitoring tools for various case action activities within Texas Works.

Instructions for accessing and using the various reports may found at the following Texas Works Policy page on the Loop:

https://oss.txhhsc.txnet.state.tx.us/sites/eo/support/qm/fp/DataMart%20Instructions/Forms/AllItems.aspx

 

C—841 DataMart Reports

Revision 19-3; Effective July 1, 2019

 

Number The Report …
DF-001a Felony Drug Conviction (FDC) Disqualification for SNAP
Provides a monthly count of people previously disqualified for an FDC occurring on or after August 22, 1996 who are now receiving SNAP benefits on an approved SNAP EDG.
DF-001b EDGs Denied for Parole/Community Supervision Compliance Verification
Provides data on SNAP EDGs denied for failure to provide verification of compliance with parole or community supervision.
DF-001c SNAP FDC Disqualifications
Provides data on the number of people who have a two-year or permanent SNAP disqualification related to FDC.
DG-001 Reviews and Recertifications Due by Office
Allows managers and appropriate field staff to identify TANF, Texas Works (TW) Medicaid, CHIP and SNAP Redeterminations that are due in a month specified by the user.
DG-002 Pending Applications
Allows managers and appropriate field staff to identify pending TANF, SNAP, TW Medicaid, CHIP, CHIP perinatal and Healthy Texas Women (HTW) applications on a daily basis.
DG- 003 Work In Progress (WIP)
Allows managers and appropriate field staff to identify open TANF, SNAP, TW Medicaid, CHIP, CHIP perinatal, and HTW actions on a daily basis.
DG-004R Delinquency Analysis Data Report
Provides detailed data that is consolidated to aid in the analysis of causal factors contributing to each delinquency.
DG- 006 Task List Manager (TLM) Task Aging by Past Due Date
Allows managers and appropriate field staff to identify all the tasks that are not closed by the TLM task due date.
DG-007 Appointment No Show
Gathers all the details for an appointment with a No Show (NS) status to ensure TLM No Show task actions are completed timely.
DG-008 Appointment Slots Utilization
Allows managers and appropriate field staff to identify all the appointment slots published for a specific office or group of offices using State Portal Scheduler and the number of appointments slots already scheduled for an interview for a selected office and reporting period.
DG-009 Tickets/Service Request Status Report
Provides a consolidated source for viewing all open Remedy and Project and Portfolio Management Center (PPM) tickets or recently closed PPM tickets.
DG-010 Disposition Timeliness Report
Assists management to efficiently monitor the timeliness percentage, total dispositions for all applications and redeterminations, timely and untimely dispositions and the number of disposing employees for TANF, SNAP, TW Medicaid, CHIP, CHIP perinatal, and Medicaid for the Elderly and People with Disabilities (MEPD) programs. This report will display the timeliness based on the disposition date.

Note: This report provides timeliness for redeterminations disposed timely or untimely. Types of Assistance (TOAs) that have a passive renewal will be included if a recertification package is received and processed.
DG-011 Review Timeliness Report
Assists managers to efficiently monitor the number of delinquent reviews, the age of the delinquent reviews and the percentage of the total caseload that is delinquent for the following three types of assistance in TIERS:
  • MA - Parent and Caretaker Relatives
  • TANF Basic
  • TANF State Program
Note: This report provides information on past due redeterminations that have not been processed and/or disposed. Timeliness for other programs is monitored through other reporting mechanisms. TOAs that have a passive renewal will not be included on this report.
DG-012 Pending Applications and Redeterminations over 60 Days
Assists management to identify and monitor applications and redeterminations pending over 60 days for SNAP, TW Medicaid, CHIP, CHIP perinatal, TANF, and MEPD on a daily basis, and to identify the current employee assigned with pending applications and redeterminations.
DG-014 Merge/Separate (M/S) WIP Report
Assist management and Data Integrity staff to identify and monitor pending M/S TLM request tasks on a daily basis.
DG-015 M/S Timeliness Report
Assist management to efficiently monitor the number of completed M/S TLM requests, and the number and percentage of timely completed M/S TLM requests.
DG-016 M/S Daily Potential Duplicate Report
Provides Data Integrity staff a daily list of potential TIERS duplicate individual IDs created and/or updated on any given day and an individual summary and potential match detailed level reports.
DG-017 Office of Eligibility Services (OES) Community Based Organization (CBO) Data Report
Assists with statistics for federal reporting on the Community Partner project. The report provides the number of CBO applications and redeterminations:
  • submitted;
  • pending;
  • disposed; and
  • percentage of total EDGs processed timely.
DG-020 Community Partner Case Action and Status View Report
Case Action Summary report provides CBOs with the ability to track the volume of applications, redeterminations, and changes submitted by their organization. Case Status View Activity report tracks the inquiries completed.
DG-021 Request for Review Report
Allows managers and appropriate field staff to view the CHIP and CHIP perinatal request for review report by region, status, manager and employees. The report captures the number of requests for review pending, completed, and requests for retro coverage.
DG-022 Automated Electronic Reminders
Provides the status of the total number of current subscriptions to electronic reminders at the end of each month and provides the number of electronic reminders sent to people for each reminder type.
DG-038 EDG-Level Processing for Medicaid Renewals
Provides EDG-level information for EDGs completed through the automated Medicaid Renewal Process.
DG-039 ACA Periodic Income Check Report
Provides EDG-level information for EDGs eligible for the periodic income check.
DF-040 Eligibility Performance Report
Provides a method for managers to measure productivity at the Employee and Manager Levels; provides daily and monthly statistics for employees and managers; monitors applications, redeterminations, and changes for SNAP, TANF, Texas Works Medical Assistance (including Children's Medicaid, CHIP and CHIP p), MEPD, and State Paid coverage for a selected time period; and presents the average processing time from the file date to date disposed for applications and redeterminations.
DM-002 Qualified Hospital/Qualified Entity Presumptive Eligibility Report
Provides Community Access Services (CAS) staff with statistical data on Presumptive Eligibility (PE) regarding the number of approved and denied PE determinations. It also provides the number of Medicaid-assisted approved or denied applications. Allows CAS staff to determine if an error should be counted toward a qualified hospital based on the accuracy and timely submission of a PE determination.
DM-005 Reasonable Opportunity Report
Provides the total number of people receiving a period of reasonable opportunity to provide verification of alien status or citizenship and the number of times a person was given a period of reasonable opportunity to provide verification of alien status or citizenship.
DM-007
HB 839 Reinstatement of Medicaid
Provides Centralized Benefit Services (CBS) staff a listing of children whose TP 44 eligibility has been suspended upon notification from Texas Juvenile Justice Department (TJJD)/Juvenile Probation Department (JPD) of placement in a juvenile facility, or reinstated upon notification from TJJD/JPD of release from a juvenile facility.
DM-008 FFCC Ongoing Monitoring Reports
Allows management and appropriate staff to track and review various data regarding people who may be eligible for or are currently receiving Former Foster Care Children's (FFCC) Medicaid (TA 82). There are six sub-reports:
  • People Certified for Non-FFCC Program, Lower than FFCC Hierarchy
    • Provides a list of people who are age 18 through 25, received Foster Care - Federal Match - No Cash (TP 93) or Foster Care - Federal Match - With Cash (TP 94) on their 18th birthday or later, and are certified for a Medicaid program that is below TA 82 in the Medicaid hierarchy.
  • People Certified for Non-FFCC Program, Higher than FFCC in Hierarchy
    • Provides a list of people who are age 18 through 25, received TP 93 or TP 94 on their 18th birthday or later, and are certified for a Medicaid program that is above TA 82 in the Medicaid hierarchy.
  • People Terminated Ongoing Medicaid or Denied at Application
    • Provides a list of poeple who are age 18 through 25, received TP 93 or TP 94 on their 18th birthday or later, applied for non-TA 82 coverage and were denied, or who were on a non-TA 82 Medicaid program and were denied coverage at application or denied on-going Medicaid coverage.
  • Active FFCC Individuals Denied
    • Provides a list of people who received TA 82 and were denied TA 82 coverage in the report month.
  • Active FFCC Individuals
    • Provides a list of all active people on TA 82.
  • TP 93 and TP 94 Denied
    • Provides a list of people age 18 through 20 who were receiving TP 93 or TP 94 in the report month but are not receiving Medicaid in the month following the report month.
DM-011 TP40 Transition Report
Identifies enrollment patterns and transitions between TP 40 and other programs. The DM-011 TP 40 Transition Report also allows staff to review cases when women enrolled in TP 40 do not transition to other coverage and when Alert 824s are not processed timely.
DM-012 HB 337 County Jail Reporting
Identifies persons suspended, terminated, or reinstated due to county jail confinement or release.

 

 

C—850 One-Time Grandparent Payment System

Revision 10-4; Effective October 1, 2010

 

TANF

The Grandparent Payment System (GPS) is designed to:

  • list the history of One-Time Grandparent payments, and
  • allow SODI staff to enter One-Time Grandparent payment requests.

 

C—851 Sign-On Screen

Revision 10-4; Effective October 1, 2010

 

TANF

Users request access to the GPS application by:

  • registering on the Health and Human Services (HHS) Enterprise Portal, then
  • requesting access to the GPS application in the HHS Enterprise Portal.

Users must register and have access to the HHS Enterprise Portal before access to the GPS application is requested and granted.

First-time portal users must register on the HHS Enterprise Portal at https://hhsportal.hhs.state.tx.us/wps/portal and follow prompts to receive log-in credentials.

Returning portal users do not have to register again. Every 90 days, the user's HHS Enterprise Portal password expires and a prompt will appear to change it.

 

C—851.1 GPS Application Access

Revision 10-4; Effective October 1, 2010

 

Once in the HHS Enterprise Portal, users must request access to the GPS application by clicking on the Request Application Access tab at the top of the page. Select GPS Account from dropdown list of applications. A request is sent to the user's supervisor for approval and is automatically forwarded to the regional security officer for final approval. An email notification is sent to the user when the request is approved.

After permission to access the GPS application is granted, a tab labeled GPS appears on the HHS Enterprise Portal home page when the user is logged in. A message indicating Sign-On Successful appears on the GPS home page after the user clicks on the GPS tab.

 

C—852 GPS Inquiry Screen

Revision 10-4; Effective October 1, 2010

 

TANF

This screen allows you to search by case or search by individual. To search by case, enter the case number and click on Search by Case. To search by individual, enter the client number, client name or client SSN and click on Search by Client. When inquiring by name, enter the last name. The first name is optional.

 

C—852.1 Case Inquiry

Revision 10-4; Effective October 1, 2010

 

TANF

This screen lists case information. It includes the:

  • case number,
  • case name (last,first),
  • address,
  • benefit effective date,
  • data entry date,
  • advisor name,
  • advisor BJN, and
  • advisor telephone number.

There are three additional options on the screen, View Case Members, View Case Warrants and Return to Inquiry Results. View Case Members lists household members who were included in the One-Time Grandparent certified group. View Case Warrants lists warrants and when they were issued, including the:

  • primary client number (PCN),
  • SSN,
  • employee number,
  • entry date,
  • pay date,
  • issued by comptroller date,
  • warrant number,
  • amount, and
  • status.

 

C—852.2 Client Inquiry

Revision 05-5; Effective October 1, 2005

 

TANF

When you search by client and enter the client number, name, or SSN, you get the Client Inquiry screen that lists the:

  • primary client number (PCN),
  • client name,
  • client DOB,
  • client SSN,
  • client sex, and
  • case number.

You must click on the case number to get the Case Inquiry screen. See C-852.1.

 

C—860 Birth Verification System

Revision 12-3; Effective July 1, 2012

 

All Programs

The Birth Verification System (BVS) is a system developed and maintained by the Department of State Health Services (DSHS). The BVS database includes birth records of people who were born in Texas.

Advisors access BVS as a source to verify age, relationship and citizenship. Perform a separate request for each individual.

 

C—861 Accessing BVS in TIERS

Revision 12-3; Effective July 1, 2012

 

All Programs

BVS inquiry can only be performed when the TIERS case is in read/write mode. From the left navigation bar select Individual from Data Collections to access birth verification information. This displays the Individual Household page, which lists all household members. Click the Edit icon for the appropriate individual. This displays the Individual Information page.

A BVS icon appears on the Individual Information page, near the page title. The icon consists of a circle with the letters BV in it. Click the icon to display the page. TIERS displays the Birth Verification – Details page, displaying the initial demographic information for the individual, individual’s first, middle and last name, gender, and date of birth. Select the Birth County (if available) and enter Mother’s full Maiden Name (if available), then click the Submit button.

TIERS sends an online request to BVS. BVS conducts an online real-time verification of birth information and displays the information on the details page.

Note: TIERS does not display historical birth verification information. If staff make another BVS request for an individual, TIERS generates a new request to the BVS system.

 

C—861.1 BVS Field Entries and Descriptions

Revision 13-1; Effective January 1, 2013

All Programs

TIERS displays the Birth Verification – Details page, displaying the initial demographic information for the individual:

  • child's last, first and middle name,
  • date of birth, and
  • gender.

Birth County — Select the birth county from the drop-down menu. Note: Although not a required field, entering the county code shortens the search.

Mother's Maiden Name (optional field) — Enter mother’s full maiden name if available; this is an optional field. Do not enter a single letter, numerical value, spaces or special characters.

Once the BVS request is submitted, the request is transmitted to DSHS. DSHS returns the following response information when there is response from DSHS indicates a positive match:

  • mother’s maiden name,
  • certificate no.,
  • father's name, and
  • birth county.

Status — This field displays one of the following responses to the request submitted.

Y = Match Found

M = Multiple Records Exist

N = No Match Found

F = Fraudulent Record

D = Individual is Deceased

S = Birth File Read Error

T = Invalid Date of Birth

X = Unknown Error. Call Help Desk

When a match is not received, staff must review entries for accuracy and resubmit the BVS request.

Message — The following exception messages are displayed when a response is not received and the request and response have caused some type of exception. This means there is an error with the system or the data. Call the HHSC Help Desk if problems persist at 512-438-4720.

Message Codes Descriptions

20745

Unable to send MQ message. Please try again later and contact Help Desk if problem persists.

20732

Invalid data received in the response. Please try again later and contact Help Desk if problem persists.

20731

Response timed out. Please try again later and contact Help Desk if problem persists.

20730

An unexpected error has occurred. Please try again later and contact Help Desk if problem persists.

 

C—870 Other Systems

Revision 13-3; Effective July 1, 2013  

 

 

C—871 Wire Third-Party Query (WTPY)

Revision 15-4; Effective October 1, 2015

 

All Programs

WTPY is an SSA automated system that verifies Social Security benefits, SSI, 40 quarters information and citizenship verification for Medicaid. WTPY is a Windows application. Staff obtain information by using the individual's name, SSN or Social Security claim number (SSCN) (not applicable for Medicaid citizenship verification), and DOB. If staff transmit the request by 2:30 p.m., the response is received the following business day. If staff transmit the request after 2:30 p.m., the response is delayed one additional day.

When an inquiry match occurs, the response provides all available benefit information. If the individual has entitlement under more than one SSCN, those SSCNs and benefits are identified. Staff may have to submit separate inquiries to obtain data related to those claims.

The WTPY system provides the following types of responses:

  • Standard Response: individual name, DOB, verified SSN, and error messages regarding any discrepancies between inquiry and response match.
  • Title II (Retirement, Survivors and Disability Insurance [RSDI]): individual demographics, enrollment in Medicare Part A and/or Part B, supplementary medical income benefits (SMIB) premium deduction, benefit amounts and dates, unearned income, disability onset dates, etc.
  • Title XVI (SSI): individual demographics, Medicaid, SSI payment history, benefit amount, payment status code, and resource and earned income leads, etc.
  • 40 Quarters: Use to verify quarters for legal permanent residents, their spouse or parents. Response provides employment history, coverage of quarters, and the type of income the individual has received during that period (wages, agricultural, self-employment, etc.). Note: Response time for this data is within two days of transmittal.
  • Medicaid Citizenship Verification: Use to verify SSN and citizenship for Medicaid applicants. Response codes of A or C indicate citizenship is verified. However, response code C means there is an indication of death. If this response code is received, treat this as a report of change using policy in B-600, Changes. Response codes of B or D or any other error code indicate citizenship is not verified. If one of these responses is received, follow the steps outlined in A-351.2, Using State Online Query (SOLQ) or Wire Third-Party Query (WTPY) to Verify Citizenship.

 

C—872 Accessing Wire Third-Party Query (WTPY)

Revision 13-3; Effective July 1, 2013

All Programs

Supervisors complete Form 4743, Request for Applications and System Access, for employees who need access to the system. Staff must sign the WTPY User Information Security Agreement. Send both forms to the regional security officer. A user may access WTPY after hardware and software requirements are met and they have a password.

To access the system, staff:

  1. Double click the LONG TERM CARE or WTPY icon or http://portal.hhs.state.tx.us/wps/portal. The sign-on screen appears.
  2. Enter employee's username and password.
  3. Click on LOGON or press ENTER.
  4. Click on LOGOUT to close the WTPY system.

You must change your password every 90 days or the system automatically revokes your access. If this occurs, contact your regional security officer.

The WTPY Reference Guide provides details regarding menus, screen and data field references for all SSA response screens. Access the user guide via Training & Curriculum Eligibility Support's Reference Guides website at https://oss.txhhsc.txnet.state.tx.us/sites/eo/support/tdd/WTPY/Forms/WTPY%20Guides.aspx.

 

C—873 Texas Works Automated Systems Problem Reporting Guide

Revision 13-4; Effective October 1, 2013

 

All Programs

TEXAS WORKS AUTOMATED SYSTEMS PROBLEM REPORTING GUIDE
IEE/TIERS Technical Help Desk
1-800-214-4175 (Option 1)
8 am to 8 pm CST, Monday - Friday
For all TIERS/State Portal-related issues, call 1-800-214-4175 (Option 1)
For Problems With Examples of problems the Help Desk handles
Security Security/permissions/lockout problems for TIERS and State Portal only
Management Reports TIERS and DataMart report problems

Prepare to have the following information available:

  • State Portal User ID
  • Office or cubicle number (desk location)
  • Supervisor's name and phone number
  • Full computer name
  • Report number trying to view
  • Screens within the report attempting to view
  • Exact steps attempting to make
  • TIERS Case number (if applicable)
TIERS
  • Application problems
  • System availability
  • Errors messages and functionality issues

Prepare to have the following information available:

  • Contact name
  • Contact employee ID
  • Contact phone number
  • Contact email address
  • Last time access TIERS
  • Office/region
  • ART name
  • ART phone number
  • ART email address
  • Alt contact/supervisor name
  • Alt contact/supervisor phone number
  • Alt contact/supervisor email address
  • Case name
  • Case number
  • Individual number (if problem is specific to an individual)
  • EDG number and EDG name (if specific to an EDG)
  • Current case mode
  • Programs
  • URL of site
  • Number of people having this issue
  • Description of the error or issue
  • Be prepared to email screen shot when reporting an error

Note: Individuals call 2-1-1 for issues with the Self-Service Portal.

Caller Contact Information
  • Contact information (phone number, email address, office/cubicle number, street address)
  • Supervisor's contact information (full name, phone number, email address)
Error
  • Exact error message and sequence of events leading to problem
  • Detailed description of the problem
  • Application type (application, redetermination)
  • Specific screen in TIERS/State Portal the error is or was on prior to the error message

Note: Make a screen shot of error message and be prepared to email screen shot as a Microsoft Word attachment.

Impact Identify impact as:
  • Affects multiple advisors, programs or cases.
  • Prevents staff from continuing their work.
  • Single person impacted.

Note: Have specific examples of others impacted.

Note: Contact your local help desk to report non-TIERS and non-State Portal related issues

Or

PROBLEM REPORTING VIA EMAIL
IEE_Help@HHSC.state.tx.us
For Problems With Examples of problems the Help Desk handles
Security Report all security or password-related issues by calling the IEE/TIERS Technical Help Desk.
Management Reports TIERS and DataMart report problems

Prepare the same information as required above.

Note: Make a screen shot of the error message and attach it to the email as a Microsoft Word document.

TIERS
  • Application problems
  • System availability
  • Errors messages and functionality issues

Make a screen shot of the error message and attach it to an email as a Microsoft Word document.

Note: It is highly recommended to report TIERS-related issues

using the TIERS Application Support Email Ticket Submission at http://hhscx.hhsc.state.tx.us/tech/CS/TIERS%20Template%202013%20(revised%202013-02-13-1910).pdf in a secure email.

State Portal
  • Application problems
  • System availability
  • Error messages and functionality issues

Provide the same information as required above.

Note: Make a screen shot of the error message and attach it to an email as a Microsoft Word document.

Self-Service Portal
  • Application problems
  • System availability
  • Error messages and functionality issues

Provide the same information as required above.

Notes:

  • Make a screen shot of the error message and attach it to an email as a Microsoft Word document.
  • Individuals call 2-1-1 for issues with the Self-Service Portal.
Error When describing your error or issue:
  • Explain the exact error message and sequence of events relating to the problem
  • Include a detailed description of the problem
  • Include the Application type (application, redetermination)
  • Identify the specific screen in Self-Service Portal/State Portal the error is on or was on prior to the error message
Impact Identify impact as:
  • Affects multiple advisors, programs or cases
  • Prevents staff from continuing their work
  • Single person impacted

Note: Have specific examples of others impacted.

http://hhscx.hhsc.state.tx.us/tech/CS/TIERS%20Template%202013%20(revised%202013-02-13-1910).pdf