Texas Health and Human Services Commission
Texas Works Handbook
Revision: 14-2
Effective: April 1, 2014

Part C — Section 800

Automated Support Systems

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 14-1; Effective January 1, 2014

All Programs

A case is defined as certain persons living together as a household who are together seeking benefits for at least some, if not all, of the members. The persons may or may not be included in EDGs as certified members. Each case is identified by a ten-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 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 14-1; Effective January 1, 2014

All Programs

The first time a person is approved for Health and Human Services Commission (HHSC) services or benefits, TIERS assigns an individual a unique number. Use the same individual number 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 14-1; Effective January 1, 2014

All Programs

Before approving an applicant who already has an individual number, compare information in TIERS inquiry to the information in the case record. 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 ...

MAO

TANF

TANF

SSI, SNAP, SAS*

SNAP

SAS*

  • For sex and race identification data,

Priority is given to ...

over ...

MAO

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 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 14-1; Effective January 1, 2014

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. 

Presumptive Eligibility

Used when a qualified provider sends the presumptive eligibility determination packet to the local office for a pregnant woman. TIERS automatically creates an EDG without going through Data Collection and the EDBC process.

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 Supplemental Security Income (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.

Six-Month Income Check

Used when a six-month income check alert is received to review if a CHIP household’s income is within the CHIP income limit.

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—820  Data Broker

Revision 14-1; Effective January 1, 2014

All Programs

HHSC contracts with a Data Broker vendor to provide financial and other background information about SNAP, TANF and Medicaid applicants and recipients. The vendor collects and combines information from several sources into one report. The report includes information such as residence address, individuals living at that address, vehicle and real property ownership, credit, employment, income verification (TALX), and other information reported to other sources.

Follow policy in C-920, Questionable Information, to resolve discrepancies between Data Broker information and information the applicant/recipient provided. In this situation:

  • contact the household and allow the individual the opportunity to explain the discrepancy; or
  • send the household Form H1020, Request for Information or Action, requesting information or proof to resolve the discrepancy.

The advisor can use Data Broker to access acceptable verification sources, such as the Texas Workforce Commission (TWC), TALX, property taxes (SNAP), etc.

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

  • an applicant or a certified TANF, SNAP or Medicaid household member (or a member who would be certified but is disqualified); or
  • a Medicaid budget group member.

Note: Do not request a credit report before the initial interview on the individual who signed Form H1010, Texas Works Application for Assistance – Your Texas Benefits, or on individuals for whom assistance is requested on Form H1010.

Use the chart 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, TANF-Level Medicaid Applications, Redeterminations Request a Data Broker Combined Report without a credit report for household members age 16 and up.
For Children's Medicaid
Applications
Request a Data Broker Combined Report without a credit report for household members age 16 and up.
For Children's Medicaid Redetermination Do not request a Data Broker Combined Report with or without a credit report unless a report is needed to:
  • provide required verification,
  • verify identity, or
  • help clear questionable or discrepant information as explained below.
For SNAP, When Adding an Adult Household Member Request a Data Broker Combined Report without a credit report.


Request a Data Broker Combined Report With a Credit Report
For 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 Eligibility Determination Group (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 an individual has more than two months of negative management.
Use the prudent person principle in determining when a Data Broker report or credit report is needed in these instances.

Notes:

  • Data Broker Combined Reports with or without credit reports are not required for households that apply for or receive SNAP Combined Application Project (SNAP-CAP) or SNAP Supplemental Security Income (SNAP-SSI) or that apply for or participate in the Texas Women's Health Program (TWHP). However, staff may request a Data Broker Combined Report if needed to obtain 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).
  • On independent children or child-only EDGs, request a Data Broker report on the child only if the advisor believes there are unreported assets, income or other information that would affect the child's eligibility.
  • On reported changes, use the interactive search feature in the Data Broker stand-alone system to request a specific type of report according to the change (for example, earned income – TALX/TWC, child support – Office of the Attorney General [OAG]).

HHSC receives credit information from two reporting agencies: CSC (Equifax) Credit Information Services and Experian. The credit bureau source varies depending upon the geographical location (ZIP code) of the applicant's or individual's address. Each credit bureau has its own codes. These codes are found under the Help link in the stand-alone system.

Designated staff request and review a Data Broker report to look for clues to unreported income, resources and household members and to verify vehicle and property values for all programs and property taxes for SNAP.

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

C—821  Access Permission

Revision 14-2; Effective April 1, 2014

All Programs

New Users — Through the Security Access System (SAS), supervisors/managers complete and submit Form 4743, Request for Applications and System Access, for each employee who needs initial access to the Data Broker system. Managers obtain a recently signed Data Broker Security Agreement form for each employee who needs access. In the comment field of Form 4743, the supervisor/manager annotates the date the Data Broker Security Agreement was signed. Once added to the system, the user receives an email containing a temporary password link and further instructions. The user must then successfully complete the initial web-based training and assessment for the appropriate program area. The required training is in the Data Broker stand-alone system located at https://nofraud.hhsc.state.tx.us/. Once training is successfully completed in the stand-alone system, the user automatically has access to the Data Broker interface in TIERS and the Data Broker stand-alone system.

Note: The user has six attempts to score at least 70% on the assessment to obtain full access to the Data Broker system.

Inactive Users — Staff must access the system at least every 90 days, or the system deactivates access. Once access has been deactivated, staff must request reactivation through the Regional IT Help Desk. Once access has been reactivated, the user will receive an email containing a temporary password link and further instructions.

C—822  Data Broker Passwords

Revision 14-2; Effective April 1, 2014

All Programs

Once training is successfully completed, the user is directed to the User Options page to create a unique password. Staff can change their password at any time. To change a password, click on the User Options field on the Dallas Computer Services (DCS) Search Options Menu. Enter a new password, confirmation of the password and the user's email address in the appropriate fields. The user then clicks Update My Options to save the changes. The user must log out and then log back into the system to retain the changes.

Forgotten Passwords — Staff who have forgotten their password can use the Forgot your Password? link, and a temporary password link will be sent to the email address associated with the user’s account. If no email address is listed on the account, the user can request a password reset through the Regional IT Help Desk. Training is not required.

C—823  Login Procedures – Stand-alone System

Revision 14-2; Effective April 1, 2014

All Programs

To access the Data Broker stand-alone system, go to: https://nofraud.hhsc.state.tx.us/. To log on, the user enters a User ID (11-digit employee identification number) and a unique password and then clicks Login.

Note: By checking the Remember Login? box, the system will store only the user’s employee identification number (which is the same as the User ID). The system will not store the password.

The first time a user logs on, two screens appear. The first screen is the Application for Password – HHSC Office of Eligibility Services. The user must read the screen and click "I understand and agree" to indicate the user understands that Data Broker information can be obtained only for business purposes and is confidential. If the user clicks "I disagree," Data Broker does not allow access to the system.

The second screen is the Additional Authorization for Access to Request Credit Reports screen. The user must first read the screen. If the user has completed Data Broker training, the user should click "I understand the above and agree" to acknowledge that the individual:

  • has been adequately trained on the Fair Credit Reporting Act (FCRA), and
  • agrees to only order a credit report when permissible purpose exists.

If the user is unsure or has not completed training regarding the FCRA, the user should click "I disagree" and contact a supervisor. By clicking "I disagree," the user cannot access credit reports. If this should occur, the page can only be redisplayed if the user contacts the Regional IT Help Desk. The Regional IT Help Desk will reset the page. If the page is not reset, the user may request all reports, but will not receive a credit report.

C—823.1  Online Help Feature

Revision 12-4; Effective October 1, 2012

The Online Help feature is available in the Data Broker stand-alone system and includes instructions and sample screens to assist staff with understanding the different types of reports available in the Data Broker system. This feature is located on the left navigational bar in the Data Broker stand-alone system. To activate this feature, click the Help link, and a pop-up window will display.

C—824  Permissible Purpose

Revision 13-3; Effective July 1, 2013

All Programs

Federal law in FCRA covers access to and use of credit reports. FCRA permits HHSC to request credit information on individuals in the course of determining eligibility for programs it administers. HHSC may not request credit information for purposes other than eligibility determination. The law requires permissible purpose before HHSC may legally request a credit report. Permissible purpose means the individual whose credit report is requested must be:

  • an applicant or a certified TANF, SNAP or Medicaid household member (or a member who would be certified but is disqualified); or
  • a Medicaid budget group member.

Note: Do not request a:

  • credit report on a payee EDG unless the responsible relative is the child's parent.
  • credit report using an invalid social security number.

The Fair Credit Reporting Act (FCRA) makes a clear distinction between requesting credit reports and other types of inquiries made through the Data Broker. Under legal statutes, HHSC may request identifying information such as address, employment and vehicle registration on any individual.

Permissible purpose is not required when requesting non-credit identifying information. For example, if an advisor suspects an absent parent is in the home, the advisor does 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, imprisonment of up to two years or both.

C—825  Reports Not Subject to Permissible Purpose

Revision 13-3; Effective July 1, 2013

All Programs

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

C—825.1  Driver License Information

Revision 13-3; Effective July 1, 2013

All Programs

Data Broker matches information from the Combined Report Search screen against 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 individual. While DPS still collects information on height, weight, eye and hair color, this information is no longer sold to Data Brokers. DPS continues to carry information previously collected in these categories.

This report includes a Previous Name/Address sub-section. Since DPS re-issues driver license/ID numbers, approximately two years after the license/ID number expires, previous names/addresses associated with that number are listed in this section.

The Validated field is the date the driver license or ID information was last updated with DPS.

Note: DPS updates information on this report only when the individual with the Texas driver license (TDL) or DPS ID provides updated information to DPS. When an individual changes their address or name with DPS, DPS sends the Data Broker vendor this information. Even though DPS does not retain an old address on its files, the Data Broker does. If the individual moves or has a name change and does not notify DPS, that information on the DPS database will be obsolete. Always review the date the information was last updated.

C—825.2  Persons at Entered Address

Revision 12-4; Effective October 1, 2012

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, date of birth (DOB) and the last date DPS updated this particular record. 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.

The Validation field shows the date the individual on that line last updated information with DPS. All other entries are self-explanatory.

C—825.3  Neighborhood Address Search

Revision 13-3; Effective July 1, 2013

All Programs

This report lists residents of the 20 addresses nearest to the address entered on the Combined Report Search screen. Information may be useful for locating absent parents or for other case-related activities. Data Broker pulls this information from the DPS database. The information is only as current as DPS' most recent update.

The Validation field shows the date the individual on that line last updated the information with DPS. The asterisk (*) indicates that the individual has a Texas ID in lieu of a TDL. Some individuals may have both a Texas ID and a TDL. These individuals appear on two lines.

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

  • instructed by the individual to do so; or
  • staff receives information from another source that contradicts the client's statements.

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

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

Revision 13-3; Effective July 1, 2013

The OSS Report lists households receiving SNAP and/or TANF benefits in Texas that:

  • shopped out of state in the last 60 days;
  • did not shop in Texas during that period; and
  • have active EDGs.

OSS Report information is included on the combined Data Broker report and is considered a case clue that Texas residency may be questionable. The advisor must address OSS information at the time of the interview/desk review.

Clearing Non-Border OSS Report Activity at a Complete Action

The household must provide verification of their address if:

  • the most recent OSS occurred within 6 months before the interview/desk review month, and
  • the OSS occurrence listed in the report was not previously cleared.

Note: Some non-border OSS Reports are also sent to the Customer Care Center (CCC) as potential change actions, as explained in B-353, Out-of-State Shopping Report.

Clearing Border OSS Report Activity at a Complete Action

This report must be cleared at a complete action when a household submits an application or redetermination and the OSS activity in the report makes the household’s address questionable. 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 listed as shopping only in Arkansas in the past 60 days would cause residency to be considered questionable.

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

Related Policy
Out-of-State Shopping Report, B-353
Residence, A-760, A-761

C—825.5  Texas Vehicle

Revision 13-3; Effective July 1, 2013

All Programs

Data Broker searches the Texas Department of Transportation (TxDOT) database and pulls information for all vehicles listed at the address entered on the Combined Report Search screen. Information pulled 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 applicable).

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

Except for vehicle values, Data Broker receives updated information weekly from the TxDOT database. Data Broker updates the vehicle value twice per year to coincide with the release of the National Auto Research (NAR) Black Book.

TxDOT updates its database when an individual renews a vehicle's registration, retitles a vehicle, or reports a change of address to TxDOT. It is possible for vehicles not owned by the household to appear on this report. This can happen when an individual does not complete a title transfer or does not update an address with TxDOT.

Vehicles registered at an address other than where the individual lives do not appear on this report. When an individual has a vehicle not shown on the report, staff can use the owner's name or the vehicle tag number to obtain information by using the Texas Vehicle report listed under the DCS Search Options menu.

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  Social Security Administration (SSA) Death Index

Revision 13-1; Effective January 1, 2013

This report is only available via an interactive inquiry on the Data Broker Search Options menu. Information from this report is not included on the combined report. The Death Master File contains approximately 50 million records of deceased individuals dating back to 1937. Approximately 98% of the file consists of individuals who died after 1962. The Death Master File contains only decedents whose deaths were reported to the SSA. While a majority of individuals who die are contained in the file, it is not a complete file of all deaths that occur in the U.S. Data Broker matches a last known address with approximately 30% of the death records. Most of these addresses are associated with individuals who died more recently (during the 1970s or later).

C—825.7  Property Value

Revision 13-3; Effective July 1, 2013

All Programs

This report contains information regarding real property owned in Texas according to the address listed on the Combined Report Search screen. The combined report provides information on ownership of the property at the address entered regardless of who owns the property. If an individual owns other property in Texas, the report lists the property only if the individual receives the tax bill at the address entered.

Individuals may report owning property in Texas that is not listed on the report. Staff can obtain information on this property (if it is in one of the counties whose records are on the Data Broker system) by accessing the property report listed on the Dallas Computer System (DCS) Search Options menus.

The Data Broker system currently lists property records for the following 43 counties:

Bell Ector Harris Lubbock Rockwall
Bexar Ellis Harrison McLennan San Patricio
Brazoria El Paso Hays Midland Smith
Brazos Fort Bend Hidalgo Montgomery Tarrant
Cameron Galveston Jefferson Nueces Travis
Collin Grayson Johnson Orange Webb
Comal Gregg Kaufman Parker Williamson
Dallas Guadalupe Kendall Potter -
Denton Hardin Liberty Randall -

Note: Frequency of information updates on this report varies according to the county.

The total value of real property consists of the value of the land plus the value of any improvements. See A-1200, Resources, for policy regarding property.

Explore any discrepancies between information on Form H1010, Texas Works Application for Assistance – Your Texas Benefits, and this report. Information on this report is taken directly from taxing authorities and can be used as a verification source. If an individual states the information on the report is incorrect, request verification to clear the discrepancy. See A-1251, Verification Sources, for other acceptable methods of verification. Use a method other than Data Broker to determine the value of rural land that may have an agricultural exemption. Note: Before taking action on an EDG based on property information, ensure that the property is not exempt (such as homestead, income producing, etc.).

C—825.8  Telephone Number

Revision 13-1; Effective January 1, 2013

All Programs

This report is only available via an interactive inquiry on the DCS Search Options Menu. Information from this report is not included on the combined report. The telephone number search locates the address associated with the telephone number listed on the Combined Report Search Screen. The system then searches the address and lists all people at the address associated with the telephone number.

C—825.9  Texas Marriage and Divorce

Revision 13-1; Effective January 1, 2013

All Programs

This report is only available via an interactive inquiry on the DCS Search Options menu. Information from this report is not included on the combined report. This report is pulled from marriage and divorce records from the Department of State Health Services Texas Vital Statistics Unit. These records, updated annually, provide the dates and names of individuals married and divorced in Texas.

C—825.10  Texas Criminal Convictions

Revision 13-3; Effective July 1, 2013

TANF, SNAP and One-Time TANF

This report contains a list of all convictions and felony deferred adjudications that are contained in the computerized criminal history system maintained by DPS. This report is updated monthly; however, since it contains records reported to DPS by various Texas courts, the report may not be complete. The information included in the report depends on the authority reporting the offense and is considered a case clue only. DPS does not guarantee that the records obtained relate to the person about whom you are requesting information. In most cases, the report includes the classification of the offense (felony, misdemeanor, deferred adjudication, etc.). When it does not, staff must investigate further.

Note: The report only gives the conviction date. Disqualifications in both TANF and SNAP are based on offense dates. For SNAP, see A-232.2, Disqualified Persons, No. 2; and for TANF, see A-2128.1, When the Individual Signs Form H1073.

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 individual on the report is the individual on the EDG.

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

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

  • document the individual's response in the case comments;
  • proceed with the appropriate EDG action without acting on the criminal history report;
  • contact the OIG by emailing the HHSC OIG General Investigations 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/finding by creating a task within the Task List Manager (TLM). The assigned advisor clearing the task documents the results of the OIG's findings in case comments and, if applicable, enters information in the Individual Demographic Conviction/Rehabilitation Tab. Make an overpayment referral if appropriate. (See B-770, Filing an Overpayment Referral)

Related Policy
SNAP — Budgeting for Persons Disqualified for Intentional Program Violations, SNAP Employment Services Noncompliances, Felony Drug Convictions, Refusing to Cooperate with the Quality Control Process, or Being a Fugitive, A-1362.4
Alcohol or Drugs, A-2128

C—825.11  Income Verification System (TALX)

Revision 13-3; Effective July 1, 2013

All Programs

DCS is the authorized agent for HHSC to receive income verification reports from the TALX Corp. (also known as The Work Number), which provides an automated employment and income verification service. More than 1,000 employers provide their employees' salary data to The Work Number database each payroll period. Employers represent all industries, including fast food chains, retail stores, health care organizations, temporary staffing agencies and others. Employer lists are available online when Income Verification is selected from the left navigational bar of the Data Broker application.

If the employer's records are part of The Work Number database, the system returns the applicable payroll information in the requested combined search or the interactive inquiry search. Some of the following payroll information is returned by the system:

  • employee name, address;
  • Social Security number;
  • employment status;
  • most recent start date and/or termination date;
  • total time with employer;
  • job title;
  • rate of pay;
  • average hours per pay period;
  • YTD wages;
  • most recent pay periods of gross earnings for the period of time selected from the interactive search drop-down list (two months, four months, six months, one year, two years, three years or all available). Combined reports default to three months of income. If the end user requires more than three months of income then an interactive inquiry must be performed; and
  • basic medical information.

TALX also may provide, on behalf of employers:

  • up to three years of income broken down by pay period;
  • payroll deductions;
  • comprehensive medical information, including:
    • carrier name;
    • policy and group number;
    • premiums; and
    • dependent care benefits.

Note: The individual employer determines the information reported to TALX. Staff may see blank areas of information if that particular employer chooses not to report the data.

C—825.11.1  Using TALX as Verification

Revision 13-3; Effective July 1, 2013

All Programs

TALX is an acceptable source of verification available to end-users. Staff must attempt to verify wage information using Data Broker before requesting the verification from the individual. If the Data Broker report does not provide wage verification or the verification is not sufficient to establish current eligibility, use an alternate source to obtain the verification. See A-1371, Verification Sources, for other sources of acceptable wage verification.

C—825.12  Employer New Hire Report (ENHR)

Revision 13-3; Effective July 1, 2013

The Employer New Hire Report (ENHR) contains information used as an indicator for unreported earned income. This report lists information such as hire date, employer name/address, and employee name, date of birth and address.

These reports are assigned to CCC staff when a change action is needed on an active EDG. The information also is made available through Data Broker to ensure staff has access to this information for applications and redeterminations. Staff should treat this information as a case clue and take appropriate action to verify the information in accordance with existing policy. See C-920, Questionable Information.

The new hire data listed in Data Broker will display from the beginning of the calendar year. Once the information is included as part of the TWC Wage Report, it will no longer display separately under the New Hire Report.

The ENHR may list the corporate name and address instead of the local business name and address. Before taking adverse action related to this report, consider that the commonly known name of a business may be different from the corporate name.

Related Policy
Changes, C-600
Verification and Documentation, C-900

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

Revision 13-3; Effective July 1, 2013

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 individual has applied, is receiving or has received unemployment with TWC.

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

1. Interactive Search (individual reports) will allow the user to search TWC information using the TWC Wages/Benefits link from the left navigation bar. Four search criteria are identified:

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

Individual searches can be done using any of the first three criteria. Selecting the fourth 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-827, Data Broker Combined Reports, for other sources.

TWC information returned on the standard combined report will default to the last four months of data available for wage detail, claimant and benefit payments. If the user needs more than four months of data, the interactive search criteria can be used.

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

  • Clm Sta — the 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
  • Disqual — the amount of benefits deducted from the balance due to disqualification
  • Overpmt — the amount of any overpayment of benefits on this claim
  • Recovrd — the amount of money recovered by TWC to offset an overpayment of benefits
  • Opbalnc — the amount of overpayment still remaining to be paid
  • Pend Invstn — whether or not 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 — the 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 — the sum of any recovered overpayments, Child Support payments and all other distributions for that week
  • TotDedc — the sum of any Child Support deductions and all other deductions for that week
  • PmtAmt — the 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 his/her claim
    • V = filed by telephone
    • 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 — the amount UI overpayment, if any
  • Erngs — amount of wages the claimant earned during this week, if any
  • 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
  • Ddct — The 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 — The 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 — The 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. Note: There are periods when payment is supplemented. An example is Federal Augmented Compensation (FAC). FAC payments increased weekly entitlement by $25. A weekly benefit payment with no deductions or distributions may be greater than the WBA.
  • Date — the date the benefits were issued to the claimant.
  • ID — the 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 an individual, NO CURRENT MATCHES will display.

C—825.13.1  TWC Error Messages

Revision 13-3; Effective July 1, 2013

Error messages may appear when a request is made and the TWC database is experiencing heavy volume. When the TWC inquiry is retrieved, a feature in the Table of Contents of the Standard Combined Report will display the following message:

TWC Error: CLICK TO RETRY

By clicking on this link, the user can re-request the report without re-entering all of the individual's information. Users should continue to retry until the information becomes available.

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

Revision 13-3; Effective July 1, 2013

All Programs

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

This report also is available via an interactive inquiry on 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 SSN is not available. A financial search can be done for specific financial information for a period of time not found on the Combined Report Search.

The OAG information available through Data Broker allows staff to more easily obtain child support income that may not be listed on Form H1010, Texas Works Application For Assistance – Your Texas Benefits, or otherwise reported, thus reducing 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.

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

C—825.14.1  OAG Child Support Data

Revision 13-3; Effective July 1, 2013

All Programs

The child support data is displayed in five types of fields and each section of data is displayed in the order shown below for each report:

  • Collections – current child support, medical support and arrears from the HHSC client for which Data Broker was requested.
  • Disbursements – current child support and medical support to the HHSC client for which Data Broker was requested.
  • Arrears – disbursements to the HHSC client for which Data Broker was requested.
  • Obligated Support – reported for both collections and disbursements.
  • Member Details – includes all members associated with the child support case.

Notes:

  • Anytime a Show Section link is displayed in the report, staff should click the link for more detailed information on each applicable member.
  • Sections that have no data will not be displayed within the report. If there are payments that are discovered by staff or by an individual's statement that are not available in Data Broker, staff will need to access TXCSES to verify any payments and obligations. If all information is not available in TXCSES, staff will need to pend for verification.

Example: Registry Only cases are not collected and disbursed by the OAG and are only recorded in the OAG system and will not be displayed in Data Broker. When Data Broker inquiry is conducted on these cases, the message displays:

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 HHSC client (member), including both collections and disbursements. If the individual receives disbursements from multiple absent parents (AP), the payments from each AP are displayed separately within each report.

    Disbursements for arrears are displayed separately within the report as income to the custodial party. Collections for arrears are not displayed separately from other types of support payments since both types of payments can potentially be allowed as a deduction.
  • The report displays collections and disbursements in payment date order, starting with the most recent payment. Payments from all child support cases associated with a particular HHSC client 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 the advisor of the legally obligated amount. For SNAP, the policy in A-1421, Child Support Deductions, allows a deduction only for legally obligated support.

    The Per Period Amount column under the Obligated Support section displays the total obligated amount for all children of a particular 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.

    The Duration column displays the time 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. Advisors no longer have to calculate the correct portion of the payments for each 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 non-member (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. Do not count the amount actually used for or provided to the nonmember for whom it is intended to cover. Verify what the individual is doing with the payments and what amount must be counted, as explained in A-1370, Verification Requirements.

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, the advisor must use the Receive Date as the estimated date the individual receives a child support payment disbursed by the OAG.
  • Only payments actually disbursed to the individual will be displayed to assist in reduction of calculation and payment errors. All collections will be displayed in the Collections screen. Since all collections are potentially a deductible expense, only payments that were actually disbursed to the individual 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 HHSC client, the message "Additional payments were made on this case to non-member recipients: CHILD SUPPORT ENFORCEMENT DIVISION: HHSC" will be displayed for informational purposes only.

Note: If an individual reports receiving child support via the Texas OAG and those payments are not being reflected on the Data Broker system, the advisor must check the TXCSES Web portal for verification of the payment(s). Infrequently, the advisor may also be unable to verify using the TXCSES web portal. In this situation, the advisor must pend the individual for proof of the child support payment because the payments are not currently available in the Data Broker system.

Example: An individual 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 individual.

  • Arrears payments are separated in the report to help ensure advisors count them properly. Advisors must enter arrears payments as income for the person to whom the payments are disbursed, not for the dependent. Enter arrears payments into TIERS as unearned income for the custodial party. See A-1326.2, Child Support, for more policy information.
  • 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 individual for whom the report was requested. The report will display the individual and all members associated with that particular 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. Count the earnings and/or other income as a regular household member as stated in A-1326.2.

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

C—825.14.2  OAG Error Messages

Revision 13-3; Effective July 1, 2013

Error messages may appear when a request is made and the OAG database is experiencing heavy volume. When the OAG information is retrieved, a feature in the table of contents of the Standard Combined Report may display one of the following messages:

The OAG Child Support portal has temporarily exceeded capacity. Please retry this request in a moment using the link below.
Child Support Portal Retry

or

A 505 error has occurred in the CSD request.
CSD Error: CLICK TO RETRY

By clicking on these links, the user can re-request the report without reentering all of the individual's information. Users should continue to retry until the information becomes available.

C—825.15  SNAP Out-of-State SNAP IPV Disqualifications

Revision 13-3; Effective July 1, 2013

This report lists household members who have a current IPV disqualification from another state. Advisors must follow policy in B-941 when this is reported.

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

Revision 14-2; Effective April 1, 2014

All Programs

Data Broker in TIERS includes information about alien status. Once staff select Individual ID, an Alien Status option appears at the top of the Data Broker TIERS Report page with two options:

  • Verify SAVE Status – Staff can submit a Request for Initial Verification and a Request for Additional Verification to the Department of Homeland Security (DHS).
  • Verification 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 according to the U.S. Citizenship and Immigration Services (USCIS) document. Staff should only access Data Broker reports for individuals age 16 and older. Staff must continue to use the stand-alone SAVE web-based system for individuals under age 16.

HHSC must use the SAVE web-based system operated by DHS to verify the immigration status of each noncitizen applying for SNAP, TANF, Medicaid and CHIP. Staff must verify alien status:

  • at application;
  • when adding a new individual identified as a noncitizen; or
  • when the USCIS document of a SNAP, TANF, Medicaid (except Emergency Medicaid) or CHIP recipient has expired.

Do not reverify the noncitizen’s USCIS documents if they were previously verified and documented and the documents have not expired.

For sponsored aliens, use the Request for Additional Verification option on the Alien Status page if the household states there is a sponsor, but does not provide the name and address of the sponsor.

Notes: When copying the USCIS document for imaging, be sure the document is clear and copied at 200%. Be sure to copy any pertinent information on the back of the card.

The SAVE stand-alone system is available for limited use if needed to obtain any information not found within the Data Broker system or for individuals under age 16. Follow the steps in A-355.2, How to Request an Initial Verification.

C—825.16.1  Alien Status Historical Data

Revision 14-2; Effective April 1, 2014

This feature will search alien status history for up to the last 24 months to determine if there is a previously submitted inquiry available. A new alien status inquiry will not display if any inquiry has been completed within the last 24 months. A message will display along with the historical record when this occurs. If the document on file is expired and an inquiry was completed within 24 months, staff will have an option to continue with the inquiry by selecting the perform a new initial verification link. 

C—825.16.2  Alien Status Initial Verification in Data Broker

Revision 14-2; Effective April 1, 2014

Staff are required to choose from a drop-down menu the document type that was provided and must enter the alien number and card number. The Document Type drop-down menu lists the most common types of documents provided. If the document type is not listed, choose “Other.

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

Note: To verify if SAVE was completed, staff (such as case readers) should use Data Broker > Case History in the stand-alone system.

C—826  Entry Instructions

Revision 12-4; Effective October 1, 2012

C—826.1  Data Broker Stand-alone System

Revision 12-4; Effective October 1, 2012

All Programs

DL Number: Enter the TDL number or DPS identification card number. This is not a mandatory entry, but when entered and clicking the Lookup button it 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. This pulls data from both the old and new addresses.

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

  • Applicant — New applicants or household additions.
  • Recipient — Currently active recipients.
  • None of the Above — Anyone who is not an applicant or recipient. No credit report is pulled if this choice is made; instead, a Credit Header report is included, which does not require permissible purpose.

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 individual.

Individual entries marked with an asterisk must be entered in the remaining fields when the DPS identification or TDL number is not known. These entries are self-explanatory.

C—826.2  Requesting Data Broker Reports in TIERS

Revision 13-3; Effective July 1, 2013

TIERS allows eligibility staff to make an online request for information from Data Broker. Staff must request a Data Broker.

In Regular or Customized Redetermination modes, TIERS automatically generates a Data Broker request for each individual household member age 16 and older, including members without an SSN. However, a credit report is not automatically pulled.

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 Report Link to view the Data Broker Combined Report for the individual. Follow the same process for each additional household member for which a Data Broker Combined Report is needed.

Data Broker in TIERS does not have the capability to do interactive searches on specific data; only the Combined Report is produced. For example, if the user only needs OAG information they would go to the Data Broker Stand-alone system.

Requesting a Data Broker Combined Report with Credit Information

To request a Data Broker Combined Report with credit information for an individual, go to Individual Information on the left navigation bar in TIERS. Click on Individual, then click the Edit icon –Edit icon– for each individual to request the Data Broker Combined Report. In the Individual Information – Other Information area, answer yes to the two questions pertaining to Data Broker. Continue through the driver flow by clicking the Next button. This will generate the request to the Data Broker vendor. Click the Previous button to go back to the Individual Information page and click on 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 Report Link to view the Data Broker Combined Report for the individual. Follow the same process for each additional household member for whom a Data Broker Combined Report is needed.

Note: When clicking the Previous button, the answers to both Data Broker questions will revert back to No; this is normal. Do not answer the questions again and click the Next button. Doing so will generate a second Data Broker request for the same individual resulting in multiple requests.

Staff is required to view the Data Broker Combined Report for applicable household members to accurately determine eligibility and clear any identified discrepancies. Failure to view this link may result in eligibility errors that can lead to QC errors.

C—827  Data Broker Combined Reports

Revision 14-1; Effective January 1, 2014

Data Broker Combined Reports – with or without a credit report – should be requested through TIERS. If TIERS is not available, use the Data Broker stand-alone system.

C—827.1  Combined Report Without Credit Report Sources

Revision 14-2; Effective April 1, 2014

All Programs

The Data Broker Combined Report includes the following information, if available:

  • Driver license information
  • Persons at entered address
  • Neighborhood address search
  • Out-of-state shopping data
  • Texas vehicle
  • Property value
  • Criminal history
  • Income verification (TALX)
  • Employee new hire data
  • TWC
  • OAG child support data
  • SAVE alien status verification
  • Credit header
  • Comparison report of differences in:
    • Driver license information
    • Persons at entered address
    • Persons at driver license address
    • Vehicles at entered address
    • Vehicles at driver license address
    • Property value report
    • Texas criminal report
    • Employment
    • Confirmation information

C—827.1.1  Combined Report With Credit Report Sources

Revision 12-4; Effective October 1, 2012

The Data Broker Combined Report with credit information includes all of the sources found in C-827.1 in addition to the sources in the following sections.

C—827.1.2  Confirmation Information – Credit Header

Revision 13-3; Effective July 1, 2013

All Programs

Use the information on this screen, also referred to as a Credit Header, to verify the name and other identifying information of the individual before reviewing credit information. If the information on the screen does not match the individual's biographical information, review the Special Messages report to determine if the SSN is associated with any reported fraud. If staff can't find any discrepancies, check to ensure the correct SSN was entered.

C—827.1.3  Special Messages

Revision 13-3; Effective July 1, 2013

All Programs

This screen displays warning messages related to the individual on whom the inquiry is requested. These special messages alert users to suspicious or potentially fraudulent application information. The screen displays two categories of messages:

  • Message on Address — Indicates potential problems, such as a mail drop, prison or previously misused addresses.
  • Message on SSN — Identifies Social Security numbers of deceased individuals or numbers reported as misused or invalid.

For more information regarding special messages, refer to the HELP link in the stand-alone system.

When a warning message is generated, the advisor should review the message and clear questionable information.

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—827.1.5  Active and Inactive Accounts

Revision 13-3; Effective July 1, 2013

All Programs

This screen contains a detailed breakdown of individual creditors and corresponding payment records.

C—827.1.6  Lender Information

Revision 13-3; Effective July 1, 2013

All Programs

This screen provides the name, address and phone number of the creditor. Staff may access this information by clicking on:

  • the Member ID hyperlink for the creditor listed in the Active and Inactive Accounts section of the credit report, or
  • Lender Information on the DCS Search Options menu.

C—827.1.7  Client Income

Revision 13-3; Effective July 1, 2013

All Programs

This screen includes information the individual reported to lenders regarding his the individual's income. This information is not available on every report and is only based on the individual'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 individual to lenders.

C—827.1.8  Inquiries for New Credit

Revision 13-3; Effective July 1, 2013

All Programs

This screen lists the names and dates of credit inquiries for this individual. Each time a credit report is requested, the consumer's record is tagged with the name of the requestor, and the date of the request.

A large number of inquiries may indicate a need to further explore the individual's income and resources. For example, inquiries from auto dealers or auto lending institutions (such as GMAC) are case clues to a possible vehicle purchase.

Note: Additional sources not included in the combined report, but are available in the Data Broker system that workers can access via the Data Broker stand-alone system, left navigation bar are:

  • SSA death index,
  • telephone search,
  • Texas marriage/divorce search,
  • vehicle valuation.

C—827.2  Historical Credit Reports Display

Revision 13-4; Effective October 1, 2013

All Programs

To further reduce credit report usage, any Combined Report pulled with credit information within the last 31 days automatically displays the previous report with the following message:

Recently Pulled Combined Report.
This Report was Pulled Only X Days Ago.

If a report with credit information was not pulled within the last 31 days, users will not see this message since a new report will display.

This message will appear on reports in the stand-alone system and within TIERS.

C—828  Retention of Data Broker Reports and Providing Copies

Revision 13-3; Effective July 1, 2013

All Programs

Unless required by regional procedure, staff are not required to print Data Broker reports. If reports are printed, staff must store them in a central file until the EDG action is processed. Once the EDG processes, staff may then shred the reports.

At the individual's request, provide a copy of the Data Broker report:

  • including a credit report, if the complete report is currently filed in the local office;
  • excluding a credit report, even if the report is not filed in the local office.

Do not provide a copy of a credit report when there is no copy filed in the office, unless the individual requests it for a fair hearing.

If the individual requests a fair hearing and the advisor 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.

If the individual questions the credit report information, the advisor will explain that eligibility was based on several sources including a credit report obtained from the consumer reporting agency.

For most inquiries, the Data Broker system retains historical information for three years from the initial inquiry date. After that time, the vendor archives the information for another three years. Advisors can retrieve and view previously pulled Data Broker inquiries at no cost to the agency.

Individuals have a right under FCRA to obtain a free copy of their credit report from the reporting agency within 60 days from receipt of notice of adverse action. Individuals can contact the consumer reporting agencies at:

  • CSC (Equifax) Credit Information Services
    P.O. Box 1150
    Lake Hearn Drive, Suite 460
    Atlanta, GA 30374-2041
    1-800-759-5979
  • Experian
    701 Experian Parkway
    P.O. Box 2002
    Allen, TX 75013
    1-888-397-3742

For more information regarding credit bureau codes, refer to the HELP link in the stand-alone system.

C—829  Case Actions

Revision 13-3; Effective July 1, 2013

All Programs

When taking action on an EDG as a result of information from a Data Broker report, different procedures apply depending on the report used. Whenever there is a discrepancy between information on any report and the individual's statement, offer the individual an opportunity to verify the information. See C-920 for policy regarding questionable information.

When the advisor discovers questionable information at a complete review, treat it as any other questionable information. Provide the individual Form H1020, Request for Information or Action, and pend for verification.

When the advisor requests Data Broker information during a SNAP certification period and the report reveals information regarding anything other than property or 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 a notice be given to the individual. The notice must contain specific information mandated by the FCRA. Enter the following comments on Form TF0001, Notice of Case Action:

Our eligibility decision was based on a variety of sources including information in a credit report obtained from:
Nuestra decisión sobre la elegibilidad se basó en varias fuentes, entre ellas, datos de un informe de crédito que se obtuvo de:

  • CSC (Equifax): P.O. Box 1150, Lake Hearn Drive, Suite 460, Atlanta, GA 30374-2041 1-800-759-5979
  • Experian: 701 Experian Parkway, P.O. Box 2002, Allen, TX 75013 1-888-397-3742

You have a right under the Fair Credit Reporting Act to obtain a free copy of your credit report from the reporting agency within 60 days of this notice. You have the right to dispute the accuracy of any information in the report. Credit reporting agencies do not make eligibility determination decisions and will not be able to provide you with the specific reason for the action taken on your application/case. Information from the reporting agency was independently verified before taking this action (C-820). Please contact your advisor if you have questions about this eligibility decision./De conformidad con la Ley sobre Informes de Crédito Justos, usted tiene el derecho de pedir a la agencia una copia gratis del informe de crédito dentro de los 60 días después de este aviso. Tiene el derecho de cuestionar la exactitud de cualquier información en el informe. Las agencias que dan esta información no toman las decisiones sobre la elegibilidad y no podrán darle la razón específica de la acción que tomamos en su solicitud o caso. Antes de tomar la acción (C-820), se verificó independientemente la información que recibimos de dicha agencia. Favor de comunicarse con su consejero si tiene alguna pregunta sobre esta decisión de elegibilidad.

C—830  Child Support Systems

Revision 01-7; Effective October 1, 2001

C—831  Grant in Jeopardy Process

Revision 09-1; Effective January 1, 2009

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 SAVERR 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 case on hold Code 6, pending transfer to TP 20 or denial;
  • produces a notice reflecting automated action to the advisor and individual; and
  • denies or transfers the case to TP 20 if the case is still on hold at cutoff in the hold effective month.

Examples

November – The OAG receives child support collections on TANF cases. 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. SAVERR compares the collection to the grant plus disregard. If it exceeds the grant plus disregard, SAVERR:

  • places the TANF case on hold effective Jan. 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 case is on hold. In the first week of the month, the OAG sends:

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

At cutoff, SAVERR:

  • denies the case; or
  • transfers it to TP 20 retroactive to Jan. 1.

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 a sanction 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 an individual 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 13-3; Effective July 1, 2013

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 Office of Family Services, Texas Works Policy webpage:

http://ofs.hhsc.state.tx.us/TWP/tw-DataMartet.aspx

C—841  DataMart Reports

Revision 13-4; Effective October 1, 2013

Number The Report …
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 Texas Women's Health Programs (TWHP) 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 TWHP 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 - TANF-Level Families
  • 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) Work-in-Progress (WIP) Report
Assist management and Data Integrity staff to identify and monitor pending M/S TLM request tasks on a daily basis.
DG-015 Merge/Separate (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 Merge/Separate (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 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-019 Medicaid Eligibility and Health Information Services (MEHIS) Usage Summary Report
Provides a summary report to capture the daily usage of the MEHIS client portal from Self Service Portal. The report provides the number of unique, successful and denied attempts.
DG-020 Community Partner Case Action and Status View Report
Case Action Summary report provides Community Based Organizations (CBO) 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.

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 13-3; Effective July 1, 2013

All Programs

WTPY is an SSA automated system that verifies Social Security benefits, Supplemental Security Income (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 (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 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 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 http://ofs.hhsc.state.tx.us/TAC/ES-Reference_Guides.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