Supervisory Review Actions

 

The following procedure is for use when reviewing SNAP-only Actions.  To review cash or combination case activity, supervisors must use the Interview Wrapup – Pending Authorization view under Daily Priority Actions in the My Office tab of BEACON.

 

SNAP Supervisors use BEACON to sign in to the SNAP AU Supervisors group and to request and complete Supervisory Actions.  After an EBC calculation that requires supervisory authorization is completed, the Action will be available in the supervisor pool in My Actions.  The Action will remain in the supervisor pool until a supervisor clicks Get Action.

 

Supervisors may request up to 5 Actions at a time.  When a supervisor clicks Get Action, they will not get a new Action if they already have 5 Actions assigned to them.

Each time a supervisor clicks Get Action, they will get one Action in the following priority order:

  1. Direct subordinate’s Action

  2. TAO-level Action if the Action was created more than 60 minutes ago or the direct supervisor is marked as Not Available 

  3. Statewide Action if the Action was created more than 720 minutes ago or the direct supervisor is marked as Not Available.  An action that is marked as TAO-specific will not be available for statewide approval (e.g. approvals drop-off documents and in-person clients)

 

Rejected authorizations are returned to the My Actions list of the user who authorized the request prior to the rejection. This is an exception to the one Action per worker rule.  The rejected Action will be displayed the next time the My Actions page is opened, or the page is refreshed.  Rejected Authorizations will be returned to the pool if not dispositioned by the user by the end of the 2nd business day. 

 

Steps for Requesting and Completing a Supervisory Review Action

  1. from the home page, click the arrows to open the My Office menu on the left-hand side of the page

  2. click My Actions to open the My Actions page

  3. if not already marked as such, use the drop-down box to select the Business group, SNAP AU Supervisors

  4. click the Get Action button

  5. check the box next to an Action to select it

  6. click the blue Action Details button above the Action list to view the Action details and case status

  7. read through the check boxes to see what has been completed in the case

  8. close the Action Details box using the X button in the upper right hand corner

  9. click the Green Begin button which will direct you to the Electronic Case Folder (ECF)

  10. review BEACON pages, BEACON narrative and supporting verification for accuracy and compliance with existing program policies

  11. on the Interview Wrapup page, select the EBC calculation being reviewed

  12. click the Selection button to open the Selection page which lists all pending requests that have proper verifications completed. Close the page when finished

  13. click the EBC Results button to review the AU members, benefit calculation, benefit effective date, and certification period.  Close the page when finished

  14. click the Authorization button to open the Interview Wrapup Authorization page

  15. disposition the wrapup by selecting either the Approved or Rejected radio button

  16. write a detailed explanation as to why the authorization was rejected (if applicable) in the Rejected reason type box if applicable

  17. click the Save button

  18. close page using the X button in the upper right hand corner

  19. when finished reviewing the case and authorizing or rejecting the wrapup, click the red circle End button. The Action Details box will appear

  20. click the Action notes popup button (i magnifying glass icon) next to the comments field to open the Comments popup box

  21. write a comment in Action Notes screen

  22. click Save icon

  23. close the Action Notes screen using the X button in the upper right hand corner

  24. click the Save button

  25. close the Action Details page using the X button in the upper right hand corner

 

Important:

Those who supervise both SNAP-only and cash case managers must use the Interview Wrapup – Pending Authorization view under Daily Priority Actions in the My Office tab of BEACON to access cash and combination activity to be reviewed, and must request Actions from the supervisor Action pool through the My Actions page to access SNAP-only activity to be reviewed.

 

Duty Supervisors

In each TAO, a SNAP supervisor must be assigned to the role of Duty Supervisor at all times.  Based on a TAO’s hours of operation, it may be necessary to assign supervisors to this role in shifts to ensure coverage throughout the day.

 

The Duty Supervisor is responsible for reviewing and approving all priority SNAP-only EBC calculations.  EBC calculations are assigned priority status when:

When a case manager authorizes an EBC Request for a pending SNAP application on day 30, a reinstated case on day 60, or an active case with a completed recertification that has been submitted on the BEACON release date, they will be presented with the following message: “The EBC Request needs to be authorized today. Please contact a supervisor to approve the Interview Wrap-up request.”  However these are not the only situations in which a wrapped case must referred to the Duty Supervisor.

 

When a SNAP case manager responds to an inquiry or wraps a case, he or she must determine whether or not the case meets the criteria for priority supervisory review.  If it does, he or she must:

 

Note:

To save time, a case manager may email a screen shot of the completed narrative or Action Details page after the comments section has been completed, as long as the grantee’s name, SSN, and Agency Identification number and the reason for the priority request are visible in the screenshot.

 

Steps for Completing a Priority Supervisory Review Action

  1. from the home page, click the arrows to open the My Office menu on the left-hand side of the page

  2. click My Actions to open the My Actions page

  3. on the My Actions page, click the Create Action button.  This opens the Create Action popup page

  4. on the Create Action page, search for the client by clicking the i icon, which opens the Client Search page

  5. enter the client’s information (name, SSN, and/or Agency Identification Number) and click the Search button

  6. select the client from the list.  The Client Search page will close

  7. if outstanding Actions exist for the selected client, they will appear in the Assign Action box on the Create Action page

  8. select any outstanding Actions associated with the case

  9. click the Assign button to self-assign the Actions

  10. close the Create Action page using the X button in the upper right hand corner, which will return you to the My Actions page

  11. follow above steps for requesting and completing a supervisory review Action beginning with step 5

 

Note:

While it is possible to review and authorize a case by entering the ECF via Client Search, the above steps are necessary in order to disposition the supervisory Action associated with the case.  If the Action is not dispositioned, it will be assigned to another supervisor unnecessarily.

 

 

  Last Update:  April 24, 2015